Search results

1 – 10 of over 97000
Article
Publication date: 1 April 1998

Henry N Kemoni

This study examines the role of records centres in relation to the management of public sector records in Kenya. It highlights the inadequacies of the Public Archives and…

5203

Abstract

This study examines the role of records centres in relation to the management of public sector records in Kenya. It highlights the inadequacies of the Public Archives and Documentation Service Act (Cap 19) of 1965 as a tool to manage public sector records. The findings of the study are based on questionnaires which were distributed to provincial archivists in charge of records centres. One of the major findings of the study is that records centres have played a significant role in the management of public sector records. The study also addresses the various problems experienced by record creators in managing public sector records and notes that the resources availed to records centres are not commensurate with their growing responsibilities in records management. 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.

Details

Records Management Journal, vol. 8 no. 1
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 15 January 2019

Lale Özdemir

This paper aims to assess how prepared public bodies are for the transfer of born-digital records to the National Archives (TNA) of the UK in line with the reduction in…

1367

Abstract

Purpose

This paper aims to assess how prepared public bodies are for the transfer of born-digital records to the National Archives (TNA) of the UK in line with the reduction in the transfer rule from 30 to 20 years.

Design/methodology/approach

The change in the transfer rule means that records of UK public bodies will be transferred to TNA for permanent preservation at 20 years as opposed to 30 years old. This move, which has been described as a major change that is going to be introduced in a manageable and affordable way (20-year rule, The National Archives), will inevitably witness the transfer of born-digital records to the archives much earlier than would have been the case if the change in the transfer rule had not been made. This paper reports on research carried out in the winter of 2017 on the extent to which UK public bodies are prepared for the transfer of born-digital records to TNA. Research was based on a survey of 23 public bodies which included ministries, charities and non-departmental public bodies. The target population was predominantly public bodies that had the highest level of transfer of records to TNA. The justification for this lies in the fact that these bodies, amongst others, transfer the most records to TNA, thus it would be interesting to gain an insight into how prepared these relatively larger public bodies are with regard to born-digital transfer. The remaining public bodies were chosen randomly amongst non-ministerial departments. The primary areas under analysis are plans of public bodies for the transfer of born-digital records, processes for transfer to be undertaken such as selection, appraisal etc., the use of technology in sensitivity review and the trigger date for the transfer of records.

Findings

An analysis of the research findings found that while a few UK public bodies surveyed had transferred datasets within the framework of the TNA Government Datasets (NDAD) initiative or as part of an inquiry, only one public body had transferred other born-digital records to TNA. The findings also reveal that most public bodies are yet to plan for, or to adjust, their current archival processes to take into account the different mind-set and skills required for the transfer of born-digital records. The level of preparedness is therefore limited primarily because public bodies have yet to undertake a transfer of born-digital records to the archives. The research findings also revealed that public bodies had not as yet made adjustments or changes to current practice to take into account the issues relating to the processing of born-digital records prior to transfer.

Research limitations/implications

The findings of the research at hand are based on a survey submitted electronically to twenty-three public bodies with the aim of assessing how prepared they are for the transfer of born-digital records to the National Archives (TNA). The survey was sent to 27 public bodies with responses received by 23 public bodies. The survey sent to these bodies comprises eight questions that were deemed to be important in the current digital landscape with regard to the processes involved in the transfer of records, beginning from their creation. Thus, an element of subjectivity exists with regard to the outcome of the research, as the public bodies chosen were guided in prioritising any issues about digital transfer through the questions posed. The research carried out is also limited in that it focuses primarily on ministerial departments (14 of the 23 surveyed) and also constitutes a very small sample of UK public bodies overall. However, the originality of the data obtained through the study carried out by far outweighs the limitations of the research methodology.

Originality/value

This paper highlights that the transfer of born-digital records through original research amongst the 23 public bodies surveyed is not widespread, and that processes and procedures specifically for the management of processes for born-digital records are yet to be implemented. The study concludes that long-term planning for the transfer of born-digital records is yet to be undertaken and that public bodies are more likely to deal with the issue when their digital records are closer to reaching the point of transfer.

Details

Records Management Journal, vol. 29 no. 1/2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 16 June 2021

Evans Nyanyu Makwae

Accountability in personnel records management is to a large extent, dependent on the availability of personnel records, there has been very little recognition of the need…

Abstract

Purpose

Accountability in personnel records management is to a large extent, dependent on the availability of personnel records, there has been very little recognition of the need to address the management of personnel records as evidence for accountability either in relation to Freedom of Information (FOI) or Open Data. It is in this regard, therefore, the purpose of this study is to investigate the legal frameworks for personnel records management in support of accountability. The study used a descriptive design which combined both qualitative and quantitative approaches where both qualitative and quantitative information was involved in the study. Founded on the records life cycle and the records continuum, the study aimed to fulfil its main objective: establishing legal frameworks for personnel records management at Garissa County Government (GCG). Purposive sampling was used to select 11 Human Resource Management Officers (HRMO), 11 Personnel Record Management Officers (PRMO) and 11 Personnel Records Management Clerks (PRMC) and 55 staff members who made the total sample of 88 respondents. Data collected were analysed using descriptive statistics with the help of a Statistical Package for Social Scientists (version 17) was used to perform the analysis of quantitative data and presented through frequency tables, percentages, means and standard deviations. Results indicated that the County Government does not have legal frameworks in personnel records management. Several challenges were identified including lack of personal records management policy, lack of integrity, lose of documents/file and poor communication system. Generally, the study shows that legal frameworks in personnel records management is very important in accountability, therefore, GCG management needs to take measure to improve legal frameworks in personnel records management infrastructure and develop personnel records management policy.

Design/methodology/approach

The study was conducted using a descriptive design. This design ensures that data collected are analysed and findings are reported to establish a better understanding of a physical or social phenomenon. The descriptive design combined both qualitative and quantitative approaches where both qualitative and quantitative information was involved in the study. The study was conducted at the County Government of Garissa’s Head Quarters; it targeted staff involved in personnel records management. Garissa town was selected because it is a centre of various activities in County Government of Garissa. The target population comprising HRMO, PRMO, PRMC and staff from different ministries who depended on the personnel records management activities. Purposive sampling was used to select 11 HRMO, 11 PRMO, 11 PRMC and 55 staff members who made the total sample of 88 respondents from the population. Questionnaire method was used to collect data from HRMO, PRMO, PRMC and staff members quickly and give more freedom (in terms of time and flexibility) to the respondents. Interviews were used to obtain more in-depth information from the PRMO, HRMO and PRMC being the individuals’ in-charge of personnel records were to provide information on legal frameworks for personnel records management at GCG.

Findings

Lack of a policy signifies a lack of accountability and awareness of the personnel records management standards, meaning that the staffs are not aware of their responsibilities towards the management of the County’s records. This is therefore likely to contribute significantly to poor performance (Mampe and Kalusopa, 2012). This then puts the County in a precarious position regarding personnel records due to lack of guidelines on classing and handling of personnel records. Lack of a policy also shows a lack of commitment in the area, purporting neglect, where responsibilities are not clearly assigned and remain unclear. Weak institutional capacity and the absence of, for example, comprehensive personnel records management policies have been cited as one of the main causes of archival (as well as records management) underdevelopment in Africa (Ngulube and Tafor 2006). From the reactions of the existence of a draft policy, the staff indicated that it covered among other things: a policy statement, scope, definition of terms, applicable legislation and procedures, mail management encompassing both incoming and outgoing mail, filing classification, retention and disposal, as well as a statement of responsibilities. The study revealed that: personnel records management in Kenya operates under the framework and guidance of the Kenya National Archives and Documentation Services – KNADS which is supported by the Public Archives and Documentation Services Act, Cap 19. Besides the Cap 19, of 1965 of the Laws of Kenya, there are also various legislations that support the management of records in Kenya including the Ministry of State for Public Service (MSPS) (DPM) Circular on personnel records reference number DPM. 12/6A Vol. I (71) of 12th March 2008, the Records Management Procedure Manual for the Public Service, May 2010, prepared by the MSPS in consultation with the KNADS to provide guidelines and procedures to be followed in the day to day management of records in the public service. It is meant to be used alongside existing laws and legislation governing records management in the service. The effective utilization of the manual as stated by the Ministry is to contribute towards the government’s quest to achieve good governance and accountability in the Public Service. Adherence to the Manual is also meant to streamline personnel records management practice leading to effectiveness and efficiency in service delivery and the Government Financial Regulations and Procedures, chapter 23, section 4:2–5 give guidelines on the retention period for financial records. The management of personnel records is guided by various legislations and circulars such as Public Archives and Documentation Service Act, (Cap.19, Laws of Kenya) revised 1991, The Employment Act Chapter 226, revised in 1977 and 2007, The Regulation of Wages and Conditions of Employment Act Chapter 229, Income Tax Act Chapter 470 revised 1989, The National Social Security Fund Act Chapter 258 revised 1989, The Service Commission Act Chapter 185 of 1967 and DPM.12/6A VOL. I (71) dated 12th March 2008 on the destruction of personnel records. Compliance to all the above legal frameworks will ensure that personnel records management in support of accountability at GCG is achieved.

Research limitations/implications

The lack of effective personnel records management programme in a county agency was in itself non-conformity to the requirements and guidelines issued by the public services, thus leading to a lot of caution on how much could be revealed regarding the same. The focus of the study was on the assessment of paper-based and electronic personnel records management within the County Government. The assessment excluded other electronic records, such as online databases, with only personnel records being considered.

Practical implications

Nonexistence of personnel records management legal frameworks implies that the responsibilities for cooperate record management to GCG plans and guidelines of managing personnel records were inefficient. As a result of the absence of written personnel records management policy, there was also a lack of guidelines for appraisal, disposition and schedules of records. On legal frameworks for personnel records management at GCG, the findings revealed that there were many policies in GCG but personnel records management policy was missing which is very crucial. Record management policy will also enhance human resource management policy. The missing of the personnel records management policy reduces the accountability to people who deal with records management in general, increases lack of integrity and indicate that there is a presence of irrational decision.

Social implications

The missing of the personnel records management policy reduce the accountability to people who deal with records management, in general, increases lack of integrity and indicate that there is a presence of irrational decision.

Originality/value

The purpose of the study was to investigate the management of personnel records in support of accountability in devolved governments: A case of GCG.

Details

Records Management Journal, vol. 31 no. 2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 24 February 2012

Anastasia Dikopoulou and Athanassios Mihiotis

The purpose of this paper is to present the relationship between records management (RM) and accountable and efficient governance.

9218

Abstract

Purpose

The purpose of this paper is to present the relationship between records management (RM) and accountable and efficient governance.

Design/methodology/approach

In this paper, the required framework and the prerequisites for planning and implementing an effective and efficient RM system are presented and a literature review and empirical studies are used to depict the interaction between good governance and RM.

Findings

The following conclusions are derived from the bibliographic data analysis. Specific training by RM professionals for recordkeeping is useful for public servants. All levels of the administrative chain should be trained and involved in RM processes. Good governance, information security and RM are all deeply connected. The tendency of regarding archives only as cultural thesaurus or valuable historical resources and not also as products and assets of their originating organizations has to be abandoned. Electronic RM and preservation is a complex matter that requires interdisciplinary action in order to be resolved. Technology and computers are not the panacea of records keeping and information management problems in governmental institutions. Institutional capacity and top‐level support are two elements, plus technology that enhances change management, work flow, standardization and interoperability.

Practical implications

Top management of the public (and private sector) has to be persuaded that there is cost reduction and effectiveness through the implementation of RMS. Public administration needs to turn to records and archives management professionals and involve them in the legislative, planning and operating work regarding the information management and its influence on good governance in public organizations.

Social implications

Governments have to set and apply a comprehensive strategy for records and archives management, meaning the physical and intellectual control over all records created and held in public administration. Citizens should be always informed on their rights to access and use of governmental information. Only responsible and informed citizens can demand transparency and accountability by governments.

Originality/value

Through this work one can identify the major key issues and problems in planning and implementing a strategy for the creation and management of public records in governments. The most important goal is to raise awareness amongst all participants for emerging legal, fiscal and administrative issues involved with managing governmental information.

Details

The TQM Journal, vol. 24 no. 2
Type: Research Article
ISSN: 1754-2731

Keywords

Article
Publication date: 20 July 2015

Harry Akussah and Catherine Asamoah

The purpose of this paper is to survey and evaluate the management of public sector records in Ghana with a view to making constructive recommendations to ensure…

3423

Abstract

Purpose

The purpose of this paper is to survey and evaluate the management of public sector records in Ghana with a view to making constructive recommendations to ensure efficiency in public administration.

Design/methodology/approach

Published and unpublished works, in addition to institutional reports, acts and conference materials, were used for the survey and evaluation.

Findings

Public sector records management has been a very topical issue in Africa and Ghana. It has remained a very fundamental subject in Ghana since the institution of public sector reforms in the 1990s. Before the institution of the reform programme, critical records were inaccessible due to unstructured records systems in the ministries, departments and agencies and other government establishments. It was found out that the reform programme had brought on board immense capital injection into the records management sector which enabled an overhaul of the system. All registries in the public sector were restructured, a new legislative framework was put in place, a functional records centre was established, an omnibus retention schedule was developed and a number of records staff were trained and re-trained. It was however found out that Act 535, having been in operation for 17 years, the needed regulation to make it more operational has not yet been put in place. It is the hope that with adequate funding and structural support, the new system will be sustained to the benefit of efficiency and productivity of the Ghana public sector.

Research limitations/implications

Being a descriptive survey, the research engaged in very little evaluation of the impact of the new system put in place on the levels of efficiency and productivity in the public sector. This should be the focus of further research to be carried out.

Practical implications

This paper has established the importance of how structures must be sustained and systems continuously re-tooled to accommodate changing trends in records management for good governance.

Originality/value

The paper is a descriptive survey of literature, manuals reports and some degree of personal observations. It is more of a situation paper and its value resides in the precedence and the evidential value of system intervention and re-tooling.

Details

Records Management Journal, vol. 25 no. 2
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 19 March 2018

Samson Mutsagondo

This paper aims to establish public departments’ compliance with National Archives of Zimbabwe (NAZ)’s records survey recommendations as well as to find out reasons for…

1143

Abstract

Purpose

This paper aims to establish public departments’ compliance with National Archives of Zimbabwe (NAZ)’s records survey recommendations as well as to find out reasons for compliance and non-compliance.

Design/methodology/approach

This quantitative research used a survey research design and collected data using questionnaires, which were triangulated by document reviews and personal observation. A census approach was used where all 15 public departments upon which post-records survey inspections were conducted by Gweru Records Centre in the Midlands Province in 2016 were involved in the study.

Findings

The study revealed that many public departments in Zimbabwe disregarded records survey recommendations given by NAZ after records surveys. This was despite the fact that NAZ was armed with the National Archives of Zimbabwe Act (1986) which in principle is supposed to induce compliance by client departments. As a result, the records management situation in public departments has not improved much, and in some cases, it has become worse.

Originality/value

A lot has been published about records surveys in Zimbabwe, for example, by Chaterera (2008, 2013), Dewah (2010), Karimanzira and Mutsagondo (2015), Maboreke (2007) and Mutsagondo (2012). These studies have shown the importance of records surveys. However, none of them has evaluated the effectiveness of records surveys by examining the degree of compliance to records survey recommendations by public departments. This study thus scores a first in this regard. The study will enable NAZ to make a cost-benefit analysis of records surveys as well as to use results of this study to effect necessary operational, tactical and strategic decisions as regards the exercise.

Details

Records Management Journal, vol. 28 no. 1
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 16 June 2022

Aubrey Harvey Chaputula

This study aims to investigate the management of electronic records (e-records) in public universities in Malawi.

Abstract

Purpose

This study aims to investigate the management of electronic records (e-records) in public universities in Malawi.

Design/methodology/approach

This study adopted a case study research design that made use of predominantly qualitative research methods. Data was collected at three study sites, namely, Mzuzu University, Malawi University of Science and Technology and the Malawi University of Business and Applied Sciences. A purposive sample of three officers per institution (and nine in total) comprising executive officers, deputy university registrar, records clerk, information and communication technology (ICT) directors and ICT manager was attained. The researcher personally conducted the interviews with the research subjects with the aid of interview guides. Observations were also done, whose findings were recorded in the observation protocols. The data collected was transcribed in MS Word, coded and analysed thematically.

Findings

This study concluded that e-records are at high risk in public universities in Malawi. Irrespective of this situation, this study found that there were some areas for e-records to potentially thrive in public universities in Malawi.

Research limitations/implications

This study covers three of the six public universities in Malawi. Although public universities in Malawi have similar governance structures, there are some noticeable differences that distinguish one institution from the other. It is, therefore, possible that findings made in this study may not completely represent the prevailing situation in all public universities.

Originality/value

Studies of this nature have not been done before in public universities in Malawi. It is, therefore, hoped that besides filling the existing knowledge gap, its findings will contribute to policy and practical interventions that will lead to efficiency of the universities involved.

Details

Records Management Journal, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 0956-5698

Keywords

Article
Publication date: 23 November 2018

Pui King Chan

The purpose of this paper is to examine the significance of company record for journalist when investigating projects relating to conflict of interest that occurs in Hong…

Abstract

Purpose

The purpose of this paper is to examine the significance of company record for journalist when investigating projects relating to conflict of interest that occurs in Hong Kong and in and connected with China.

Design/methodology/approach

The paper describes what company records are available, and how they are accessible for the public in Hong Kong. It then compares with the company record accessibility in China. The paper uses investigative projects done by the author and other journalists to illustrate how the records are significant. Some of the investigative projects that are related to China are used to illuminate the importance for the company record in Hong Kong for investigating issues in China.

Findings

Hong Kong maintains an efficient access to the company record that benefits the journalists for probing into the issues of conflict of interest. This efficient system has faced threats when the government proposed to withdraw some of the important records from the general public access.

Originality/value

This paper will be of interest to journalists and journalism students and scholars who are interested to know the practical uses of company records. Policymakers will also learn from this paper that a restriction in the public access to the company record will make a huge impact to the justice-seeking journalist work.

Details

Asian Education and Development Studies, vol. 8 no. 1
Type: Research Article
ISSN: 2046-3162

Keywords

Article
Publication date: 17 August 2018

Catherine Asamoah, Harry Akussah and Adams Musah

The purpose of this study is to examine the disaster management procedures and measures adopted by public institutions in managing their information resources with a view…

3039

Abstract

Purpose

The purpose of this study is to examine the disaster management procedures and measures adopted by public institutions in managing their information resources with a view to identifying possible problems and making recommendations for their resolution.

Design/methodology/approach

Questionnaires, interviews and observation were used to collect data from 65 respondents from 19 ministries and five respondents from the Public Records and Archives Administration Department (PRAAD) and the National Disaster Management Organization (NADMO). Descriptive statistics and content analysis were used to analyze the data collected for the study.

Findings

In the 19 ministries surveyed, the findings revealed high levels of unpreparedness to manage disasters concerning public records. The study also revealed the exposure of the ministries to various kinds of risks in their operations, and the lack of coordination between the heads of public sector institutions, NADMO and PRAAD. Also, inadequate budgetary allocation for the records department of the ministries and PRAAD was identified.

Research limitations/implications

The study concentrated on the headquarters (HQ) of the ministries because they are the administrative headquarters of public sector institutions and they make policies that are complied with by all the Regional and District branches as well as the Departments and Agencies in executing their tasks. The major limitation of the study was the inability of the researcher to cover all the ministries.

Practical implications

The recommendations made included cooperation among heads of the ministries, PRAAD and NADMO to develop a national information disaster management plan for the effective management of public records and information and a comprehensive program in public institutions to orientate staff on information disaster management.

Social implications

The study set the tone for public sector institutions and other institutions in the same area of operation to review the processes and procedures with regard to recordkeeping. Also, the study is anticipated to draw the attention of policy-makers (management of the ministries) and regulatory bodies in the field of records and disaster management (PRAAD and NADMO) to review their plans and policies to make provision for information disaster management.

Originality/value

The study is a research paper and critically looks at the disaster preparedness of public sector institutions in managing their records/information. It also examines whether there are any collaboration and coordination among public sector institutions in Ghana in having disaster preparedness and management plan to safeguard public records/information.

Article
Publication date: 29 October 2020

Oleksii Konashevych

The purpose of this paper is to present a concept of the protocol for public registries based on blockchain. New database protocol aims to use the benefits of blockchain…

Abstract

Purpose

The purpose of this paper is to present a concept of the protocol for public registries based on blockchain. New database protocol aims to use the benefits of blockchain technologies and ensure their interoperability.

Design/methodology/approach

This paper is framed with design science research (DSR). The primary method is exaptation, i.e. adoption of solutions from other fields. The research is looking into existing technologies which are applied here as elements of the protocol: Name-Value Storage (NVS), Berkley DB, RAID protocol, among others. The choice of NVS as a reference technology for creating a database over blockchain is based on the analysis and comparison with two other similar technologies Bigchain and Amazon QLDB.

Findings

The proposed mechanism allows creating a standard database over a bundle of distributed ledgers. It ensures a blockchain agnostic approach and uses the benefits of various blockchain technologies in one ecosystem. In this scheme, blockchains play the role of journal storages (immutable log), whereas the overlaid database is the indexed storage. The distinctive feature of such a system is that in blockchain, users can perform peer-to-peer transactions directly in the ledger using blockchain native mechanism of user access management with public-key cryptography (blockchain does not require to administrate its database).

Originality/value

This paper presents a new method of creating a public peer-to-peer database across a bundle of distributed ledgers.

Details

International Journal of Web Information Systems, vol. 16 no. 5
Type: Research Article
ISSN: 1744-0084

Keywords

1 – 10 of over 97000