The role of records management in ensuring good governance in Africa (original) (raw)
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Good governance, service delivery and records: the African tragedy
2011
A paper tasked to establish the relationship between records, good governance and service delivery, especially in Africa, runs into immediate definitional ambiguities. This is because good governance and service delivery mean different things to different African leaders. Moreover, even the most criminal and tyrannical regimes in Africa claim to be motivated by good governance and service delivery. This situation begs for a different definition of good governance based on shared universal values. The United Nations says that good governance is accountable, is run by consensus, is transparent, responsive, effective and efficient, equitable and inclusive and follows the rule of law. Using this international benchmark this author draws a relationship between records and good governance based on these United Nations characteristics.
THESIS, 2024
Records are byproducts of business transactions and provide evidence of actions and decisions. They are key for enabling accountability and transparency which are key principles of good governance. Without records organization face a challenge of accounting for their actions and establishing transparent dealings. They are therefore critical for good governance. To a dismay, Records Management (RM) has not received the attention it deserves by majority of organizations both public and private which has hindered good governance efforts. This study therefore aimed at investigating the contribution of RM to good governance at Ministry of Finance, Planning and Economic Development (MoFPED) to reveal how RM is critical for good governance in the Ugandan public sector. The study was guided by four research objectives namely; To identify the records generated at MoFPED and their formats, To establish the contribution of RM in the governance of MoFPED, To identify the challenges hindering effective RM in MoFPED and their impact on good governance, To develop strategies for enhancing RM practices in MoFPED to support good governance and improve public sector performance. Mixed research methods were utilized by using both quantitative and qualitative methods to collect data from 43 participants. A questionnaire was used to collect data from 33 participants who were randomly selected, and also 10 participants selected purposively took part in qualitative interviews. Quantitative data were analyzed using Statistical Package for Social Sciences (SPSS) and the results were summarized in tables and charts giving the frequencies and percentages. Qualitative data was transcribed, coded in excel and analyzed thematically. The study found that the MoFPED heavily relies on a manual records management (RM) system, with paper records being the dominant type of records generated and managed by the ministry. This manual system is not sustainable and poses a number of challenges including delays in records retrieval, mishandling of records by some staff. Therefore, by addressing the identified challenges and leveraging the opportunities presented by modern technology, the ministry can transition towards an advanced and resilient RM system that not only safeguards historical data but also empowers decision-makers, enhances transparency, and bolsters accountability, thereby contributing substantively to the overall efficiency and effectiveness of the ministry's operations. MoFPED and the government of Uganda at large should put RM at the forefront by including RM in the government MDAs strategic plans. They should invest in RM of all ministries, construct and purchase modern storage space and equipment for RM respectively, recruit skilled staff and carryout continuous trainings in RM to all staff of the ministry so that good RM practices are exercised to preserve the organization information assets inform of records.
2010
An effective and efficient records management programme is essential for the governance of any organisation. The control functions it exercises can make a vital contribution to the achievement of business objectives and administrative efficiency. However, there is consensus among researchers that many organisations struggle to develop records management programmes to meet business needs. Developing a records management programme is a highly complex and difficult task, to the extent that it is common for records management projects to exceed scheduled completion dates or not be completed at all. This article reports on the findings of an MINF research project (Ngoepe 2008) conducted at Unisa that sought to examine the principles involved in establishing a records management programme with specific reference to the Department of Cooperative Governance and Traditional Affairs (COGTA) in South Africa. Data were collected through online questionnaires, observation and interviews with a selected sample of people and analysed using open source software. The findings suggest that the commitment and support of top management are of enormous value in the implementation of a records management programme. The authors surmise that a records management programme will function effectively only if it is developed in the context
2016
The ability by government departments to attain effective service delivery, accountability and good governance is largely determined by their records management practices. Delays and failure to access services due to missing or misplaced records from public institutions is a common challenge in Zimbabwe. In organisations where records are not properly managed, business operations are crippled and the rights of citizens will be compromised. As such, this paper examines the status quo in Zimbabwe’s government ministries regarding the basic requirements in records management. The basic concepts covered in this paper pertain to the issues of retention and disposal schedules, registry procedures manuals, disaster preparedness, records management training, electronic records management and records inspections by the National Archives of Zimbabwe (NAZ). The underlying principle for this paper is that public records management units require effective records management practices for the att...
Record management in the Nigerian public sector and freedom of information act: The horn of dilemma
International Journal of Development and Management Review, 2013
The importance of records and information management in the fight against corruption and promotion of good governance, transparency and accountability cannot be overstated; the three cannot be achieved without available, accurate and accessible records and information. To demonstrate transparency and accountability to its citizens, government relies upon policy documents, budget papers, procurement records, property and fixed assets, registers, accounting records etc. With the use of public management theory, the paper analyzed issues of records and information management and the role it can play in administrative efficiency and success of Freedom of Information Act 2011. Drawing experience from the developed and developing countries in this globalized era, it concludes that the Nigerian Freedom of Information Act cannot successfully address the challenges of corruption in high places, bad governance, lack of transparency and accountability, unless public servants embrace and cultivate global best practices in records and information management as x-rayed in the paper.
Records Management Journal, 2018
The study aims to establish the records management practice, in support of governance in Nyamira County. The objectives were to determine the types of records managed in Nyamira County, to establish the contribution of records management in the running of Nyamira County, to determine the adoption of records management policies in Nyamira County and to assess strategies that will lead to sound records management in Nyamira County. The sample population comprised 27 respondents who were drawn from different categories of staff through census sampling as follows: 4 records officers, 3 record clerks, 10 chief officers and 10 secretaries. The study used a qualitative research approach where interview schedules and observation were used for data collection. It was established that Nyamira County generated various types of records including policy related records, financial records and auditing records. It was submitted that records management is essential in support of governance as it forms a basis for equity in resource distribution, hence fostering confidence among the public, which results in good will from the people on County government projects. The study noted various challenges including inadequately trained staff on records management, lack of records disposal and retention schedules, inadequate equipment and space and inadequate policies and standards. The study concluded that poor records management practiced in Nyamira County was a great hindrance to good governance and recommended that county governments should formulate and implement records management policies, standards and guidelines and provide adequate budgetary allocations to ensure that the records management practice that is in place supports governance.
Managing records as a strategic resource in the government ministries of Tanzania
Information Development, 2011
In Tanzania, the Records and Archives Management Act of 2002 established the Records and Archives Management Department (RAMD) to provide for the proper administration and better management of public records and archives throughout their life cycle. This article is based on findings from an ongoing study of the government ministries of Tanzania which examines the current state of records management