found within traditional communities as led by traditional institutions. Anglophone refers to those countries which were, colonised by native English-speaking nations of Europe and America and therefore, use English as the preferred language of communication. – The purpose of this article is to examine the information culture of a medium-sized municipality in Belgium. x��Ykk]��.�8��U@�3�� !�Ȋ��n�PJ��&�J����Zk�ѽz�NH E-Government development will require an information culture that promotes effective creation, use and management of information, if its goal of efficient and transparent public administrations is to be achieved. Guidance on good data and record management practices Background During an informal consultation on inspection, good manufacturing practices and risk management guidance in medicinesâ manufacturing held by the World Health Organization (WHO) in Geneva in April 2014, a proposal for Once the electronic files have been captured in an approved EPA records management system, they should be removed from non-EPA messaging systems, unless there is a specific obligation (such as a litigation hold) to â¦ and values in traditional institutions, records-management practices. Could it be true that lack of awareness and political will on the importance, of records management amongst African leaders, as Motsi (2004, 63) notes, could be, linked to the records management challenges faced by traditional institutions in Ga, In a study that explored a gap in research regarding the relationship between, most governmental bodies in South Africa lack records management and risk mitigating, regime that can be one of an organisation’, implementing proper risk management. In addition, some of the issues which arise in turning the concept into reality are also, hopefully, clear. equipment and tools needed for the effective management of records. Ultimately, Records Management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation. management. Originality/value The framework facilitates the formulation of questions using its three layers to tease out the information required by a researcher in an attempt to draw conclusions regarding the attitudes, norms and the value the interviewees attach to information/records. practices and guidelines for an electronic recordkeeping system. Public health services and records management practice 66 2.14.1. been the trend in Africa and elsewhere in the world, governments come and go. These units were relevant as they made use of patient files daily to discharge their duties.Results: The study revealed that missing medical records negatively affected timely and effective healthcare service delivery. The principle of Public Access gives citizens a right to access public records, while the Privacy Act protects the integrity of the citizens. 2004. determines how a society functions and maintains its collective memory. Adams, M. 2010. Public health records creation and use 67 2.14.2. It is important to consider modern records management in, traditional institutions since they have been linked to state organs through the Department, of Cooperative Governance and Traditional. It highlights the inadequacies of the Public Archives and Documentation Service Act (Cap 19) of 1965 as a tool to manage public sector records. 1.1 What is records management? The way in which an institution treats its records is crucial for its survival in a rapidly changing society. reports on the results obtained from the following objectives: traditional institutions in Ga Molepo, Limpopo, South Africa. The author acknowledges the growth that the profession has experienced in terms of training and the impressive number of Diploma, Degree, Masters and PhD holders. endobj The researcher perceives, records management within this context as the preservation of traditional records mostly. any form of real records management is taking place in the traditional institutions of Ga. Molepo; especially those led by headmen and women. As a result, there are many challenges relating to records management. Research Questions 1. Only two, respondents (2%) indicated that they have computers and multifunctional printers, which, implies that manual handwritten records without virtual storage still dominate. The researcher believes the sample was representative. An effective and efficient records management programme is essential for the governance of any organisation. A total of 82 questionaries' were returned in their complete forms and used for the analysis. Thus it would be possible to have generic processes of assessment and accreditation. The discovery of the Islamic manuscripts going back to the 12th Century AD in North and West Africa is a clear proof that scholarly work has been going on for centuries in Africa. to writing letters and taking minutes using manual tools such as pens and notebooks. In most governmental bodies, risk management resides within internal audit functions.Conclusion: The study concludes by arguing that a strong records management regime can be one of an organisation’s primary tools in identifying risks and implementing proper risk management. bark are some of the traditional ways of managing records in Africa. 41 of 2003) (RSA, by the Traditional Leadership and Governance Framework, traditional councils which are often made up of members of royal families consisting, of senior leadership, headmen/women as well as regents, who, according to the Act, are, required to perform administrative tasks such as record-keeping within their respective, traditional communities. Further, the results showed that several public sector organisations had deployed different applications and systems to manage their digital records. Thus, from a population of 350 members, 35 (10%), were selected as a sample. “Modern Records Management. Indiana University Policy: Management of Human Resource Records: Personnel Records for Staff and Temporary Employees and Benefit Program Records for All Employees, Retirees, and COBRA Participants HR-02-80 This PDF created on: 09/27/2020 3 b. Efforts to, introduce modern records management programmes are given priority in government, departments and less so in non-state entities. Among the recommendations are that the Public Archives Act should be revised, existing provincial records centres should be converted into provincial archives, staffing at both the professional and para-professional levels should be improved and an attempt should be made to involve records creators in the management of records created within their organisations. This benefits organizations in the event of lawsuits, audits, and governmental inquiries. the records management methods used within traditional institutions in Ga Molepo are, unconventional, there has been some transformation since the passing of the Traditional, Leadership and Governance Framework Act (No. Quantitative data was collected through questionnaires distributed electronically to records management practitioners in governmental bodies. All, physical and virtual storage facilities to solve the challenges of records management and. The implementation of effective records management practices requires the University to acknowledge and respond to the requirements of relevant legislation. electronic records management system, increasing the likelihood of human errors. councils including those responsible for records? As a way forward, the paper recommends the following: the amendment of key legislation, fast-tracking the development and implementation of a National Records Management Policy, and hiring trained staff and/or retraining the staff charged with the responsibility of managing public sector records. A researcher administered questionnaire was used as a data collection tool to study a stratified sample of 35 members from an estimated population of 350. A further study to investigate records management models in the public sector is recommended. accountability; governance; records management; traditional institutions, to investigate the records management practices of senior leadership and headmen/, to determine the standards and guidelines used for records management in traditional, to establish the types of methods used to manage records in traditional council, to make recommendations for improvements in record-keeping practices in, The researcher agrees with the notion of information professionals being, Respondents’ afliation to community organisations, Respondents’ views regarding the relevance of traditional institutions, Relationship between traditional institutions and municipalities, (a Northern Sotho word for an executive gathering between members of, Types of relationship headmen/women have with senior leadership, Frequency distribution of respondents with ofces, Respondents’ knowledge of records management, Ways, methods and tools used to administer communities, Respondents strongly agreed that government should provide more, Respondents strongly agreed that traditional institutions should generate, Respondents strongly disagreed that traditional communities should, Graphical representation of a regression (path) analysis of variables, A message to government: emphasis should be placed on capturing collective. On the other hand, they use modern stationery such as exercise and notebooks (in some, cases without carbon copies), and ballpoint pens to create documents and these are the, records that need to be managed. The findings suggest that the commitment and support of top management are of enormous value in the implementation of a records management programme. Previously, she was a senior lecturer in the, Department of Information Science at Unisa and a senior librarian at the Johannesburg. Despite constitutional provisions for traditional leadership in South Africa, traditional leaders have not been clearly recognised since the advent of democracy in 1994. in traditional institutions, in particular, to gain more insight into the perceptions, experiences and attitudes of traditional institutions towards modern records. Therefore, records management should be integrated with risk management processes for organisations to benefit from the synergy. in turn, enhances the representation of other variables”. The control functions it exercises can make a vital contribution to the achievement of business objectives and administrative efficiency. The researcher employed a cross-sectional survey in order to, quantitatively examine the challenges faced by members of traditional councils. This suggests there is little oversight by senior, leadership over records management practices of headmen/women and their respective, All the respondents indicated that the people responsible for administering traditional, councils are referred to as “secretaries”. the precolonial states and societies. Political power, as can be derived from the role played by political organisations. the University of Pretoria, South Africa. National Records Management Council.” http://. While using a personal cell, traditional institutions are highly dependent on the directives of government. – The information provided in this article is based on the author’s own experience and literature reviews. 1 0 obj One of the characteristics is that they all ascend the throne through inheritance. The purpose of the study was to investigate the records management practices and challenges faced by traditional institutions of leadership and governance in Ga Molepo, Limpopo, South Africa. 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. used to select every tenth of an element in the targeted population. Although the support that has been given to national archival, been instrumental in determining standards and guidelines for records management, the, effects have not trickled down to the grassroots level where traditional institutions are, Nengomasha’s (2013, 8) view that professionals in records and archives should become, more of doers than recommenders is a serious indictment on the part of information, “doers” rather than “recommenders”, that is, offering pro bono or paid-for consulting, services in the areas of records management. NC Archives: Best Practices for Cloud Computing: Records Management Considerations Developing a records management programme is a highly complex and difficult task, to the extent that it is common for 3. Following sound records management practices benefits the Department in many ways, including improving access to information and preserving agency historical records. It was however not clear whether emerging technologies such as cloud computing had been employed. ESARBICA Journal Vol.23 2004: 62-67. This article gives an overview of education and training of records managers in anglophone Africa and then focuses on standards for training of archivist and records managers. Furthermore, the review unearthed several human resource-related challenges facing the sector. Results of a linear regression also revealed that positive and significant relationships exist between corporate governance and records management. Academia.edu is a platform for academics to share research papers. The purpose of the literature review was to investigate the ndings of other researchers, records management practices in traditional institutions have been investigated and, specically to identify challenges. Terms such as Records Officer, Records Manager, Records Liaison, Records Custodian and program analyst, among other titles, are used throughout the Federal Government. The fact that only two respondents (2%) indicated that, and traditional councils are not consistently recorded for proof of payment. are not developmental. This could help generate a new body of. This would assist in the introduction of corporate governance norms. Data used for analysis were drawn from 90 respondents from four hospitals with the use of questionnaires and personal observations. Ngulube’s (2001, may not necessarily be records management in the conventional sense. Due to the lack of awareness and the absence of guidelines and standards. <> The Political Environment and Records Management. T, institutions need to collaborate with the National Archives of South, other similar institutions elsewhere in setting standards and procedures for the, management ways from manual to computerised in order to align with rapid, 2010) should be reviewed for the implementation of an effective record-management, programme. The following ndings were obtained from the respondents. Politicization of Memory and the Creation of Dark Histories in Zimbabwe. records management. However, many governmental bodies design records management programmes without taking into consideration the models appropriate for implementation. No form of tangible record, such as a founding statement, exists. Proposal for Improving Records Management Practices of Traditional Institutions in Ga Molepo, South... Corporate governance and management of information and records, Records management models in the public sector in South Africa. to Northern Sotho in order to help the respondents understand the questions asked. 2014. One of the major findings of the study is that records centres have played a significant role in the management of public sector records. can help them acquire the necessary tools for administrative purposes. many of them did not know anything about records management. The purpose of the model is to provide a comprehensive strategic outlook that can assist frame TUTs libraries policies going forward. Originality/value ‐ The study has demonstrated that the effective management of hospital records is a critical factor in providing capacity for hospitals' efficiency, accountability, transparency, information security and indeed good governance. This implies that, traditional councils led by headmen/women are the most neglected with regard to, records management and the lack of equipment and virtual storage facilities used to, administer the community indicated in sections 5.10 and 5.12, respectively, Apart from being members of traditional councils in their different forms, 34.3 per, suggest each traditional council has records of, for instance, the number of community. “The Nexus Between Corporate and Records Management in Private, Mnjama, N. 2004. The challenge to us is how to preserve these diverse materials considering that the world is advancing at a very fast rate with worrying issues such as the depletion of the ozone layer and ravaging poverty. The results indicated that the Kenyan legal framework for records management is forward-thinking in a number of ways. 3 0 obj cabinet headed by a Senior Chief at the headquarters of the Molepo Chieftainship at, per cent said they belong to councils headed by headmen/women. The study sought to assess the extent to which records management practices were aiding the effectiveness and efficiency of the NUST Department of Works. The Impact of Records Centres on the Management of Public Sector Records in Kenya, THE ROLE OF TRADITIONAL LEADERSHIP IN A DEVEL-OPMENTAL STATE: THE CASE OF GREATER SEKHUK-HUNE DISTRICT MUNICIPALITY OF SOUTH AFRICA, A framework for a records management programme: lessons from the Department of Cooperative Governance and Traditional Affairs in South Africa, The role of records management as a tool to identify risks in the public sector in South Africa, The impact of information culture on information/records management: A case study of a municipality in Belgium, The past, present and future of records and archives management in sub-Saharan Africa, Records and Information: The Neglected Resource, The Nature of Documentary Materials in Africa and the Challenges to Preserving Them, The nexus between corporate governance and records management in private and public hospitals in Ghana, Guidelines and standards for records management education and training: A model for Anglophone Africa, "Lefa la tsebo: a proposed model for framing Tshwane University of Technology(TUT) libraries policies. Political power, driven greatly by the ruling elite of the present, determines the way in which society remembers its past. Kemoni, H. N. 1998. While emails could be helpful in, terms of electronic record-keeping for traditional institutions in Ga Molepo, the absence, of networked virtual facilities and record centres prohibits the use of “the internet of, for mass communication while seven respondents (7%) revealed that notebooks and, exercise books without carbon copies are used in the creation, storage and dissemination, to validate records created, especially those meant for correspondence with external, organisations such as banks. Findings “secretaries” in most traditional institutions. As a result, the information culture amongst members, of traditional councils could be referred to as centralised. relevant within organs of state such as government departments. In contrast, and as indicated in, Section 3.3, anyone with average information literacy such as reading and writing skills, is allowed to create and manage records, hence the prevalence of people referred to as. the records practices of traditional institutions. and not a democratic elective process. If medical records are not managed properly, it becomes difficult to retrieve such records, which results in. â¢ ISO 15489 Records management . The authors surmise that a records management programme will function effectively only if it is developed in the context of the larger managerial environment, so that records management procedures reflect overall management objectives. Thomas (2013, 173) asserts that cross-sectional studies involve the study of a group, or groups of people with the same characteristics at the same time. , M. 2014 more, disagreed any form of real records management except information security priority in some! 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