This study sought to investigate artificial intelligence (AI) infrastructure required to manage records at the Council for Scientific and Industrial Research (CSIR) in South Africa. AI algorithms are used to assist robotic machines in performing their functions effectively and efficiently across different disciplines, including archives and records management. Convergent mixed-methods research was conducted, and data were collected using interviews and questionnaires. Data were analysed thematically and statistically and presented in tables and figures. The study revealed that AI infrastructure was a prerequisite for providing high-quality records management services at CSIR. However, the records management practitioners lack the knowledge and skills required to implement AI infrastructure for records management effectively. The study proposes a framework to guide the application of AI by CSIR. The proposed framework will specify the AI infrastructure required and AI application to the management of records at CSIR. It is hoped that the proposed framework will serve as a benchmark and guideline for the implementation of AI in the archives and records management industry.
Many public sector organisations are struggling to properly manage their electronic records. The effective management of such records and their accessibility is crucial for the functioning of the public sector and provides citizens with evidence of that functioning. Recently, numerous public sector organisations have adopted newly developed technological tools to manage records, while some departments are still in the process of gradually introducing these. Electronic records are created through various information systems in government organisations but for them to be of full advantage in the realm of governance, they need to be carefully managed. Public sector organisations are positioning themselves to do just that by applying innovative mechanisms to deal with their records. An electronic records management system is expected to provide an integrated, efficient management of the records produced and stored in contemporary organisations. However, it is not a silver bullet to fix all issues, and proper management of electronic records continues to be a challenge due to a lack of sufficient skills, relevant policies, procedures, and standards, as well as a lack of knowledge in South Africa on how to utilise modern technologies to deal with the storage of public records. The present study aimed to identify challenges related to the management of electronic records in the South African public sector and to suggest strategies for resolving them. The study was based on a qualitative approach and applied the content analysis of relevant literature to identify gaps and suggest solutions. The study established that the government departments under investigation still lacked the requisite tools such as policies, standards, guidelines, adequate technological infrastructure, and that there was also a lack of sufficient funding and skills and competencies to effectively deal with electronic records. Hence, the study recommends more collaborative efforts to urgently address shortcomings to curb the continuous loss of invaluable electronic records that could ensure accountability, transparency, informed decision-making, and improved service delivery.
National archival agencies are mandated to manage public sector archives and records. They provide guidance by issuing, among others, guidelines, policies, and procedures. With advances in technology, and in the spirit of e-government, it is expected that national archival agencies should have websites through which key documents that provide guidance on the management of archives and records are made accessible online. The purpose of this study was to compare the websites of Botswana National Archives and Records Services (BNARS) and the National Archives and Records Services of South Africa (NARSSA) with specific reference to key documents providing guidance on the proper management of public archives and records. This study is qualitative and obtained data from a content analysis of the websites of the two organisations. These were supplemented by interviews from selected key officers responsible for public archives and records management programmes. It is notable that BNARS has a website that can be accessed through Botswana’s Department of Information Technology. On the website, the only downloadable guidance document is an archives search room inquiry form. Comparatively, NARSSA has a more comprehensive website with downloadable guidance documents such as file plans, templates records management policies, records retention and disposable schedules, and functional specifications for electronic records management systems, to mention just a few. It is recommended that BNARS should have a comprehensive website with guidance documents posted on it to provide guidance for proper public archives and records management practices.
The onset of the Covid-19 pandemic and the resultant intervention measures disrupted and affected the normal operations of business and access to records and archives as information sources. The study sought to explore the impact of Covid-19 on the access to records and archives in the public sector during the pandemic, bearing in mind the disruptive and catalytic effects of the pandemic. Using a qualitative methodology, data were gathered through document studies, and interviews were conducted with records managers from 18 purposively selected organisations. The findings showed that organisations had not moved much towards e-records but depended heavily on paper records. The lockdown period witnessed misdirection and loss of records. Staff taking turns to report for duty also impacted negatively on records. This posed serious threats to proper records and archives management, making room for occurrences such as destruction or alterations by unscrupulous individuals. The study concluded that the pandemic triggered a sense of urgency in the formulation of policies and procedures that promoted remote access. The study recommended that business should always be prepared to deal with disruptive tendencies of pandemics and any other eventuality giving records and archives management great consideration in business continuity plans. Access to records and archives should not be disrupted, as has been the case throughout the pandemic. Organisations should digitise their records and archives to avoid disruptions of service delivery and decision-making during lockdowns.
Records are information assets of great value to organisations as they document decisions and activities of business. Organisations, therefore, have a duty to make sure that they put in place a systematic administrative programme for managing these records. The information contained in records has been seen as a key business resource for universities and their competitiveness; therefore, it is vital that university records should be managed. This study evaluated records management at Botho University, an ISO-certified university. The main objective of the study was to find out which records management practices were in place at Botho University as an ISO 9001-2008 certified institution. The population of the study comprised 23 respondents including deans, heads or managers of departments and departmental representatives who interact with records on a daily basis. The study was guided by ISO 9001-2008, section 4.2.4. Data for the study were collected through the use of semi-structured interviews, open-ended questionnaires and personal observations. The key findings of the study were that Botho University is not fully compliant with all the provisions of ISO 9001-2008 under which it was certified. The findings further showed that the university had an inadequate records management policy that did not cover all records issues, lacked adequate facilities for the storage and protection of records, lacked a records retention and disposition schedule and lacked dedicated staff to manage records. The findings also revealed that Botho University operated a hybrid system where some records were created electronically while some were physical copies. Based on these findings, the study recommends that in order for Botho University to be fully compliant with the provisions of ISO 9001-2008, it must revise its records management policy to enhance it to make it adequate, improve its records storage facilities and develop a records retention and disposition schedule.
Institutional repositories (IRs) have received substantial consideration from various researchers across disciplines and around the world. Universities have considered prioritising the IR’s functionality by putting in place various measures to make IRs more efficient. This paper focuses on issues of institutional repositories and digital preservation in South Africa. The study drew from the secondary source of information in the African context and around the globe to have a sound argument that is more systematic towards IRs. The paper shows that in the past, various studies have focused on the field of preservation of cultural heritage in general. The gap identified by literature was that there was very little provision of reliable long-term digital repositories in Africa. The literature further revealed that most institutions of higher learning in South Africa are now migrating to have full implementation of digital preservation for their IRs. It is recommended that digital preservation strategies should be embedded in institutional repositories in South Africa.
This study aimed to assess the e-records guidance tools for record sharing at the Tanzania Public Service College in Tanzania. A credible methodology is presented, followed by a discussion about the phenomena underpinning the study. The study engaged a quantitative research design to collect, process and analyse data. The quantitative research design was used to collect basic descriptive statistical data on demographic characteristics, awareness of e-records guidance tools, usefulness of e-records guidance tools in sharing records and the factors affecting the application of e-records guidance tools in sharing e-records. The findings established that the majority (>50%) of the respondents were well informed of e-records guidance tools and agreed on the fact that guidance tools’ user-friendliness, trace procedures and user awareness positively affected access to and use of e-records guidance tools. However, the institutional developed procedures and regulations were applied to a high degree in the handling and sharing of e-records; although attention has to be critically recommended to the Tanzania National Archives on developing comprehensive e-records guidance tools to ensure effective e-records sharing practices.
In this article, the researchers investigated the records management system used by the eNews Channel Africa archivists in South Africa to manage their records. The main purpose of this article was to ascertain whether eNCA archivists find their records management system user-friendly and if there was a need to improve it. This article focused on eNCA archivists in South Africa who are based in Johannesburg and Cape Town because they are the only ones who use the records management system at the eNCA. This article was guided by two theories: the records life cycle and the records continuum theories. This article adopted the positivism paradigm and the quantitative approach. The data were collected using questionnaires from all eNCA archivists. Purposive sampling was employed in sampling the targeted population for this article and the survey research method in research design was adopted. Quantitative content analysis was done using Microsoft Excel. This article revealed that the eNCA archives used records management systems to manage their records, since it was found that 2 (22%) respondents used Dalet Galaxy as their records management system and 7 (78%) used Dalet Plus Client. Furthermore, this article found that all 9 (100%) respondents mentioned audio-visual records as the type of records that were managed by the eNCA archive. Lastly, it was ascertained that only 1 (11%) respondent found their records management system to be not user-friendly, while 8 (89%) respondents found it user-friendly. This article recommends that institutions and organisations managing records should have records management systems to manage their records. It is also recommended by this article that the records management system suppliers should design systems that are user-friendly and provide refresher training to its clients.
This paper is extracted from a master’s dissertation titled, “An evaluation of customer satisfaction at Botswana Examinations Council Records Management Unit.” The purpose of this study was to investigate customer satisfaction at Botswana Examinations Council Records Management Unit (BEC RMU) using the SERVQUAL conceptual model. The study convergent mixed methods research approach with survey, interview, participant observation and document review as data collection tools. The findings of this study revealed that: the BEC RMU has adequate facilities, equipment and human resources that enable it to serve customers; there is no disaster management plan in the RMU; the RMU rarely conducts user needs assessment surveys and its officers use face-to-face communication, telephone, and emails to communicate with customers. The study recommends training for RMU officers in good customer service, management support, introduction of ERMS, workshops to sensitise RMU officers on customer service standards or any other related document, development of a disaster management plan, customer service programme and user needs assessment. The study further recommends orientation and induction of action officers.
As the responsibility for governments to account and be transparent evolves, access to information is becoming a significant tool in that regard. As such, most countries prioritised access to archives to uphold accountability and transparency, particularly in democratic states. However, for some institutions, access to archives is still a challenge. In this regard, this paper sought to assess the factors that affect access to archives at the Botswana National Archives and Records services (BNARS) with the aim of finding solutions to improve access to archives in Botswana. The study adopted a qualitative approach to review literature on the factors that affect access to archives. The study found that access to archives at BNARS is impacted by copyright issues; weak and lacking appropriate legislative framework; distance barriers; as well as logistical barriers. Ultimately, the paper reflects that several solutions such as the development and review of the legislative framework regarding access to archives, improvement of logistical and operational standards, and implementation of policies are recommended. These interventions should be implemented in line with the International Council on Archives (ICA) principles of access to archives. This would pave way for improved access to archives and archival repositories in Botswana and the ESARBICA region at large.
The paper assesses the digital records management practices in government ministries in Manicaland province. The study employed a qualitative and interpretive multiple case study research design in the assessment of digital records management practices in the ministries. The study established that most of the digital records management practices in government ministries in Manicaland province do not meet the measure of best practice as envisaged by several international records management standards, particularly the generic standard ISO 15489-1 2016. The lack of clear provisions for digital records in the NAZ Act, absence of policies for digital records and failure to implement international records management standards for digital records, as recommended by NAZ, is having a negative influence on the management of digital records in government ministries in Manicaland province. The performance of digital records management processes such as records creation and capture, classification, access and security control, storage, preservation, and digital records disposal is not adhering to international standards for digital records management. It was further revealed that personnel managing digital records lack the critical competencies required for digital records management work. The study recommended the review of the NAZ Act to include specific provisions for digital records, formulation of digital records management policies and the implementation of standards recommended by NAZ, improvement of records officers’ competences through short courses on digital records management and adherence to international standards for records management in the performance of digital records management processes.
Sports in South Africa have evolved into an arena for self-discovery, a place of self-revelation. Through sports, particularly athletics, heroes emerged who not only achieved for themselves and their communities, but also served as golden bulbs, flickering lights of hope, inspiration, and motivation to the community. Despite the heroic roles played by athletes, sporting memories of unique and gallant characters remain self-stored, exposed to all natural disasters such as loss, rapid deterioration, inaccessibility, thus turning into golden bulbs covered in a black cloth. This qualitative study adopted oral testimony triangulated with content analysis to explore the memories of undocumented athletics heroes in South Africa. Snowball sampling was adopted to help locate historically excluded athletics heroes and sheroes. The study revealed that athletes' houses have been transformed into museums encompassing all of their running memories, displayed all over their living rooms, with only a few athletes overseeing forgotten historical memories of most legendary runners and, in some cases, without specialised handling, compounded by the fact that these archival memories are only accessible to those fortunate enough to be close to these legendary runners. The study recommends that these memories be included in the national archival system so that they can be accessed by the public, as a large portion of athletes' historical memories are unaccounted for and thus inaccessible.
This research pursues bringing to light the modern landscape of administering audio-visual archives at the National Archives of Zimbabwe (NAZ) and getting it on the journey towards digital preservation. The Victorian era paved the way to analogue technological evolution in the audio-visual archiving fraternity. A technological breakthrough initiated by a Frenchman, Louis Daguerre, led to the invention of a photographic image on a silver-coated copper plate medium in 1839. Again, in 1927, the outstanding Thomas Alva Edison positively documented audio on a rotating tin foil cylinder carrier. The form of documented memories in many African archives is mostly in conventional formats. Nonetheless, in the contemporary past, NAZ combined audio-visual archives and television archives that were raised up by the United Kingdom, which was the colonial supremacy during the period of 1890 to 1979. The British administration established the Colonial Film Unit at the commencement of the Second World War, in 1939, as part of political creativity focused on colonies. The NAZ audio-visual unit was born in 1988 under the library section to assist the information desires of the establishment, through the creation, purchase, organisation, preservation, and dissemination of audio-visual archives. The researcher used a qualitative case study methodology with an interpretivist perspective where the main focus of the research was on the NAZ’s Harare head office. Interviews, document analysis and observations were used as the major data collecting tools. The results showed that the institution houses audio-visual materials and is still struggling to preserve all the formats digitally. Lastly, the study recommends the adoption of digital preservation mechanisms to facilitate the proper care and access of these precious non-conventional records as declared by UNESCO.
With the urge for instant access to records resulting from the rapid development of technology, there is a need for the digital preservation of vulnerable oral history records. Oral history records are primary sources that confirm certain aspects of historical events and preserving oral history records is crucial to ensure societal memory. In the South African context, oral history has given a voice to the people who were voiceless in the past due to colonialism and the apartheid system. This study investigated possible digital strategies and techniques for preserving oral history records at the KwaZulu-Natal Archives and Records Service (KZNARS) Oral History Unit (OHU). A qualitative approach was used, and data were collected using semi-structured interviews from purposely selected members of the OHU staff. In addition, an observation guide was used to collect data regarding the current playback equipment, storage conditions and the state of the oral history records. Content and thematic analysis was used to analyse data. The findings revealed that the strategies and techniques used for the preservation and access to oral history records have been ineffective. Issues identified included legislation that does not provide for the preservation of oral history records in the contemporary digital era, the lack of policy, deficient strategies for preservation and access, and a shortage of resources, funding, and qualified staff. Various recommendations, stemming from the issues identified, are made.
This paper seeks to bring to light the contemporary landscape of digital technology at the National Archives of Zimbabwe (NAZ) and its move towards the provision of access and awareness of its historical collections through technology. The institution has geared towards opening its doors to the public through outreach programmes; public exhibitions; websites; oral history projects; publications and broadcasting archives with changing circumstances. The ideology of taking the archives to the citizens has paved way for outreach archivists to do the right thing, in line with their obligations to provide access to information. The National Archives of Zimbabwe, like any other archive, preserves records that have been selected for permanent preservation because of their historical and enduring value. The paper explores the challenges faced by the public archivist in the management of traditional and analogue archives and the subsequent need for transition to digital technologies. The adoption of digital technologies in the management of public archives will enable the public archivists to provide faster and easier access to the archival materials. Digital technologies enhance information sharing and reduce redundancy of the collections. The researchers used a qualitative case study methodology with an interpretivist perspective where the main focus of the research was on the NAZ’s Public Archive. Interviews, document analysis and observations were used as the major data collecting methods. The results showed that the institution had made a good start, encouraging progress and was still working on the migration from analogue technology to full adoption of digital technology.
Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates’ courts of Botswana as one of the government’s public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs.
South Africa is one of the few countries in Africa that has a running oral history association. In some countries, especially in southern Africa, these oral history associations have arisen and then died a natural death. For example, Oral Traditions Association of Zimbabwe (OTAZI) did not last long. Therefore, it is a positive development for South Africa to have a functioning oral history association. The Oral History Association of South Africa (OHASA) is the brainchild of the government and is mainly funded by the government. It is involved in the coordination and documentation of stories that were silent during the apartheid era. Therefore, with this highly perceived task it is necessary to critically evaluate its successes and failures in meeting the objectives of the National Oral History Programme (NOHP). This paper, through document analysis and purposively selected interviews, critically evaluates the achievements and shortcomings of the OHASA from its inception to present with the aim of proposing a ‘working’ model which involves the setting up of a monitoring and evaluating system. The paper concludes that although OHASA unveiled the muted marginalised voices, it soral history programme demonstrate elitism in critical emancipatory as mostly the stories of the elites are covered. Furthermore, such recorded stories are not accessible as the recordings are stashed in the boxes in archives repositories.
This paper is a synopsis of the findings of a PhD Degree in Information Science that sought to develop the archives and records management framework by using the University of Venda and the University of the Witwatersrand for comparison. The study sought to assess the state of archives and records management at selected universities. The study was based on the records lifecycle model and the findings indicated that poor archives and records management programmes at universities have been a source of risk exposure leading to inefficiency in business processes. The results revealed a significant lack of alignment of archives and records management programme with business processes. The study recommends the adoption of Archives and records management framework.
While the ultimate goal of preserving archives is that they should be used, their usage is not uniform. Using data from interviews, records analysis and observation guides, this study examined the use of archival materials at the National Records and Archives Services of Malawi by exploring the collections, users and usage of the facility. The study established that some archival materials are heavily used while others are rarely used or not used at all. It recommends intensive preservation of heavily used materials and promotion of those that are rarely used or unused.
Audio-visual records and archives constitute a fundamental heritage that satisfies multiple needs, including education, training, research and entertainment. As such, there is a need to appropriately preserve and conserve them so they can be accessed for as long as they are needed. In spite of their significant role in safeguarding cultural heritage, audio-visual records and archives, are often neglected and accorded less attention than paper-based records, especially in developing countries. Hence, there is a risk of losing information held in audio-visual form. That is why this study looked at how the National Archives of Zambia (NAZ) and the Zambia National Broadcasting Corporation (ZNBC) preserve audio-visual materials to ensure long-term accessibility of the information. The study investigated the types of audio-visual collections held, the storage equipment used, measures put in place to ensure long-term accessibility of audio-visual materials, the disaster preparedness plans in place to safeguard audio-visual archives and the major challenges encountered in the preservation of audio-visual materials. The findings of the study revealed that films (microfilm and microfiche), photographs and manuscripts, and video (video tapes) and sound recordings (compact cassette) constitute the biggest audio-visual collection preserved. The equipment used to store audio-visual materials included open shelves, specialised cabinets, electronic database for digitised materials, aisle mobiles and cupboards. The measures taken to ensure the long-term accessibility of audio-visual collection included digitisation and migration of endangered records and archives; fumigation of storage areas; conservation of damaged materials and regulation of temperatures and humidity in the storage areas. The disaster preparedness plans in place mostly covered structure insurance; protection against fire and water by way of installing fire extinguishers; smoke sensors; fire detectors and construction of purpose-built structures. The major challenges faced were financial constraints; technological obsolescence; lack of playback equipment; limited training; lack of strong back-up systems and inadequate storage facilities.
