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Article
Publication date: 12 June 2009

Aliza Ismail and Adnan Jamaludin

The purpose of this paper is to attempt to establish a framework for managing trusted records in the electronic environment.

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Abstract

Purpose

The purpose of this paper is to attempt to establish a framework for managing trusted records in the electronic environment.

Design/methodology/approach

The study collates the criteria required to manage trusted electronic records through the available literature and best practice and tests these on experts through an opinion survey. The study was done via email inviting 40 selected experts (18 participated), known in the fields of records and archives management all over the world, to respond to a structured framework of managing electronic records.

Findings

The findings indicate that the experts are unanimously agreed that the five main contexts, namely governance, recordkeeping, archival, technological, skills and competency, serve as an audit list providing the trusted environment for managing records in the electronic environment.

Research limitations/implications

The collation of the criteria for trusted electronic records management, based on available literature and best practice in the field, may not be exhaustive as new literature on the latest information and knowledge, debates and practices continues to emerge throughout the records and archives community.

Practical implications

The study's findings are significant in confirming that the criteria collated are highly recommended and crucial in ensuring the reliability, authenticity, integrity and long term accessibility of electronic records.

Originality/value

The study establishes the elements in building trusted management of electronic records. This framework provides a basis for good records management practices to ensure that electronic records are to be managed in an efficient and consistent manner. This is vital for the long‐term preservation of those records with continuing value or as the evidence of transactions and the accountability that the records held for their current use.

Details

Records Management Journal, vol. 19 no. 2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 1 January 1994

ELIZABETH SHEPHERD

This paper aims to examine some of the issues associated with managing electronic records, identify some problems, and suggest some solutions, from the perspective of a…

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Abstract

This paper aims to examine some of the issues associated with managing electronic records, identify some problems, and suggest some solutions, from the perspective of a professional records manager and archivist. Three main issues are considered that need to be addressed by managers of electronic recordsmanagement and organisational, technical and legal. The overarching theme of standards is woven into these three main areas of concern. The paper concludes by highlighting the need for attention to be paid, in the UK, to discussing and framing a professional approach to electronic records management.

Details

Records Management Journal, vol. 4 no. 1
Type: Research Article
ISSN: 0956-5698

Article
Publication date: 1 August 1999

Urs Raas

Information and communication technology rapidly developed over the past decade and provided the means to easily capture, store and distribute documents in vast quantities and at…

5005

Abstract

Information and communication technology rapidly developed over the past decade and provided the means to easily capture, store and distribute documents in vast quantities and at an ever‐increasing speed. To be able to make good use of this information instead of becoming swamped by it, scientific controls need to be applied. Records management provides these controls. This article explains how one software developer combines traditional records management practices with electronic document management features to create an electronic recordkeeping system.

Details

Records Management Journal, vol. 9 no. 2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 2 October 2009

Henry N. Kemoni

The purpose of the paper is to present empirical research findings regarding the management of electronic records in selected ESARBICA member countries. It presents background

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Abstract

Purpose

The purpose of the paper is to present empirical research findings regarding the management of electronic records in selected ESARBICA member countries. It presents background information about ESARBICA and the current state of electronic records management in the region. The challenges posed by electronic records as reported in the literature and the capacity building initiatives and guidelines developed by archival institutions, professional organizations and universities for effective management of electronic records are presented. It proposes suggestions for further research.

Design/methodology/approach

The paper is based on a review of literature on electronic records and empirical studies dealing with management of electronic records in the ESARBICA region. The review of empirical research findings is based on selected countries in the ESARBICA region.

Findings

The empirical research findings indicate most countries in the ESARBICA region lack capacity and face various challenges in managing electronic records. These relate to: lack of policy and legislation, standardization, authenticity, capacity building, physical infrastructure and lack of awareness among recordkeeping professionals and government authorities on electronic records management issues.

Research limitations/implications

Although ESARBICA consists of 12 countries, the empirical research findings were limited to five countries (South Africa, Lesotho, Botswana, Namibia and Kenya) and selected Sub‐Saharan Africa countries. Further research will be conducted to establish the current state of electronic records management in the remaining seven ESARBICA member countries namely: Malawi, Mozambique, Swaziland, Tanzania, Zambia, Zimbabwe and Zanzibar.

Practical implications

It is hoped that the paper will provide useful information and data to educators and trainers, researchers, students, practitioners, policy makers, civil society, and international development partners who have an interest regarding the challenges posed by electronic records and e‐government and governance strategy in ESARBICA region and Africa in general.

Originality/value

This paper supplements previous studies undertaken in the ESARBICA region regarding the management of electronic records. The empirical research findings would be of significance to record and archives management scholars/educators/consultants/researchers and students undertaking studies in management of records, including management of electronic records within and outside Africa.

Details

Records Management Journal, vol. 19 no. 3
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 1 March 1997

BARBARA REED

Australia's approach to electronic records in the 1990s has been characterised by strategic approaches which seek to put in place frameworks for recordkeeping in which there is…

1755

Abstract

Australia's approach to electronic records in the 1990s has been characterised by strategic approaches which seek to put in place frameworks for recordkeeping in which there is room for collaboration and experimentation in approaches. In doing so, existing paper paradigms relating to records have been reconceptualised in order to define different ways of achieving our goals of reliable and authentic evidence of business activity. This paper explores the variety of strategic recordkeeping initiatives in the context of Australian records management practice.

Details

Records Management Journal, vol. 7 no. 3
Type: Research Article
ISSN: 0956-5698

Article
Publication date: 18 November 2013

Brendan Eze Asogwa

The purpose of this study was to survey the level of readiness of three universities in Nigeria towards managing their digital records by assessing the e-records frameworks…

5503

Abstract

Purpose

The purpose of this study was to survey the level of readiness of three universities in Nigeria towards managing their digital records by assessing the e-records frameworks, infrastructures, and structural facilities that are available.

Design/methodology/approach

The population of the study was 30 staff of the Registry Department in three Nigerian universities. Questionnaires, oral interviews, and check list were used during data collection. Data were analyzed using frequency tables, simple percentages, and bar charts.

Findings

The paper found that universities in Nigeria are not ready to manage electronic records due to weak legislative and organizational frameworks. The paper recommends creation of awareness about e-records management, training of records personnel, adoption of hybrid records management and periodic auditing, provision of sustainable framework and infrastructure, among other things in Nigerian universities.

Research limitations/implications

This study was carried out on only three out of more than 20 federal universities in Nigeria. Therefore, the sample size and geographical spread was inadequate for generalization of the findings.

Practical implications

The paper demonstrates that, without proper planning and adoption of various international standards for records management, e-records created using modern technologies are likely to be inaccessible in Nigerian universities in future and consequently, the ability to remain accountable to the citizens will be compromised.

Originality/value

The study exposed the simple tools and strategies for assessing a university's readiness before embarking on electronic records management in a digital age. The paper will serve as a catalyst to further discussion and research into e-records and archives management in Nigeria. It will lead to other records management initiatives in the library, archives and information management.

Open Access
Article
Publication date: 28 June 2018

Dickson Chigariro and Njabulo Bruce Khumalo

This study aims to find out how the e-records management subject has been researched and tackled by researchers in the Eastern and Southern African Regional Branch of the…

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Abstract

Purpose

This study aims to find out how the e-records management subject has been researched and tackled by researchers in the Eastern and Southern African Regional Branch of the International Council on Archives (ESARBICA).

Design/methodology/approach

This research paper applied a bibliometric survey, where a quantitative survey of the literature pertaining to the study of e-records management in the ESARBICA region, covering the period from 2000 to 2016, was conducted applying bibliometric methods. The survey aimed at providing descriptive data that cast a spotlight on the features and development of the e-records management base literature in the ESARBICA region.

Findings

The research data display a lamentable outlook in the contribution to the electronic records management body of knowledge from the ESARBICA region. Few research articles from professionals in the records and archives management are being published. These figures call for increased investments in electronic records management research by institutions in ESARBICA, as management of electronic content has become the centre of political and socio-economic development. Follow-up studies need to be done to counter limitations placed on this research paper. The findings show that there is under production of research publications in the ESARBICA region. The region only contributed 2 per cent of the total world output in the period under review and in the study of electronic records management from journals indexed by Scopus.

Research limitations/implications

A bibliometric study places researchers at the mercy of analysing incomplete information due to limitations of resources. The variance in use of terminology (key words) by authors in published research articles may entail some being left out in an analysis of articles the same subject matter. As much as due diligence was placed on using Boolean search methods to counter such limitations they are unavoidable. An interpretation of bibliometric or citation analysis research is subjective as some analysts may label results incomplete or unreliable; hence, this paper finds itself in the same predicament. Inability to access the Thompson Reuters Web of Science database left the authors with Scopus as the only option, as Google Scholar was overlooked due to difficulties of having to rely on third-party software for analysing its indexed content that are mostly inaccurate and or ambiguous.

Practical implications

The findings of this study help uncover areas in e-records management, which have been researched over the years, and identify the prominent e-records management researchers in the ESARBICA region.

Originality/value

A number of bibliometric studies have been conducted; however, none has been conducted to establish e-records management research trends in the ESRABICA region.

Details

Records Management Journal, vol. 28 no. 2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 2 October 2009

Umi Asma' Mokhtar and Zawiyah Mohammad Yusof

The existence of policy serves as a guideline to facilitate actions and decisions to be taken. Electronic records management should be driven and guided by clear, comprehensive

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Abstract

Purpose

The existence of policy serves as a guideline to facilitate actions and decisions to be taken. Electronic records management should be driven and guided by clear, comprehensive, understandable policy, to direct the organization and ascertain the effectiveness of functions implemented. The purpose of this paper is to find out whether government agencies in Malaysia do possess such a policy for electronic records management. In addition, the aim is to identify the responsible party for the policy besides investigating the sources referred to in developing the policy.

Design/methodology/research

The survey employs a questionnaire to gather the data from 25 selected government departments in Klang Valley and Putrajaya, Malaysia.

Findings

As anticipated, not all government departments possess electronic records management policy far from complete, clear, and easy to implement. Most surveyed samples are executing policy provided by Malaysian Administrative Modernisation and Management Planning Unit (MAMPU) and National Archive of Malaysia (NAM) with some modifications to suit their needs. On the other hand, the number of organization carrying out electronic records management without any policy in place is alarming.

Practical implications

Electronic records management is carried out in some organisations merely based on their instinct and initiatives, far from complying with international standards of best practice.

Originality value

This paper provides evidence from an original study.

Details

Records Management Journal, vol. 19 no. 3
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 15 March 2019

Cleophas Mutundu Ambira, Henry Nyabuto Kemoni and Patrick Ngulube

This paper is based on the doctoral study conducted in 2016 at the University of South Africa. The purpose of this study was to investigate how the current state of management of…

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Abstract

Purpose

This paper is based on the doctoral study conducted in 2016 at the University of South Africa. The purpose of this study was to investigate how the current state of management of electronic records in Kenya facilitates or undermines implementation of e-government with a view to develop a best-practice framework for management of electronic records in support of e-government.

Design/methodology/approach

The study used the interpretive research paradigm and adopted qualitative research methodology using phenomenological design. Maximum variation sampling was used to identify the research sample for the study.

Findings

The findings established that the general status of management of e-records (MER) in government ministries is inadequately positioned to support e-government; use of e-government in Kenya had grown significantly and more ministries were adopting e-government services; although some initiatives have been undertaken to enhance MER, the existing practices for MER require improvement to ensure they adequately support e-government.

Research limitations/implications

The limitations were access to respondents and the challenge of self-reported data.

Practical implications

Recommendations and a best-practice framework for managing electronic records in support of e-government have been provided. A proposal for implementation of the recommendations on a priority basis has also been provided.

Social implications

The study’s contribution to scholarly works and literature in the field resides in its findings and a framework that can be practically adopted for management of e-records in support of e-government. By establishing the nexus between management of e-records and e-government in Kenya, it is hoped that it will provide input to policymakers to consider records managers as key stakeholders in e-government.

Originality/value

The originality of this study stems from two aspects: original topic and understudied area.

Article
Publication date: 1 March 1997

RICHARD E. BARRY

It is the rage in the literature today for archivists and records managers to address the issue of recordkeeping in The New Millennium. It is an idea that must be worthy of its…

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Abstract

It is the rage in the literature today for archivists and records managers to address the issue of recordkeeping in The New Millennium. It is an idea that must be worthy of its own acronym, TNM. It has a nice, seductive ring to it that gives one the sense of joining the ranks of the pundits and visionaries. This author has succumbed like all of the others. And I know I'll do it again — soon. I can't wait. At my age, when one begins to get the idea that it might be the last chance one will have to talk about a TNM, it is downright irresistible. One has to bleed it for all it is worth.

Details

Records Management Journal, vol. 7 no. 3
Type: Research Article
ISSN: 0956-5698

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