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Maintaining infrastructures such as roads, bridges, railways and other civil constructions requires long term documentation that ideally should comprise a reliable reflection of the physical structures. However, the Swedish Transport Administration (TRA) states that its documentation is currently inadequate and that new working method are needed. The purpose of this paper is to study how the agency is working to improve their recordkeeping, by taking a closer look at two new positions that now coordinate the delivery of documentation from the building process teams to the agency. What is their role and what challenges do they face with regard to creating, sharing and preserving records with other areas across the TRA? The study’s purpose is also to discuss the concept of the archive in the current environment and how existing archival theory can be applied to long term documentation.

The study used a case study method, as the aim was to explore and understand recordkeeping practices and theoretical implications, without seeking to generalize the findings outside the Swedish Government. Two positions – the delivering coordinator and the receiving coordinator – were chosen as relevant focuses, due to their function as links between departments in which it was previously indicated that creating and maintaining reliable recordkeeping was difficult and where organizational structure might challenge the traditional archival theory. Documents and reports from the agency were used as research material through documentary analysis and a questionnaire consisting of 10 questions was used to conduct semi-structured interviews with 10 coordinators at the agency.

Obtaining the correct documentation at the right time and of appropriate quality from contractors and entrepreneurs was difficult, despite detailed contractual rules and regulations identifying what should be delivered. The work of the coordinators was formally connected to the important tasks of creating, sharing and preserving records with other areas within the TRA, but in reality, the coordinators faced several difficulties due to expectations of their professional role, practices in information management between different departments and archives creation at the entire agency. The interviewees therefore had differing perceptions of what was meant by TRA’s “archive”: it was variously perceived as only including the registry; comprising only the records preserved by the archives department or encompassing only those records in the registry or in the agency’s business system/s. Findings indicate that the concepts of multiple provenances and the recordkeeping “single mind” might provide insights to better inform the recordkeeping principles needed to improve the current environment.

The study was limited to the 10 interviewees in 2 roles, although there are more positions involved in handling records. Future studies may solidify or contest the different themes identified in the present paper, through interviews of those additional roles at the agency. This paper uses the Swedish concept of the archive as a point of departure in its analysis.

By increasing the knowledge about positions that are responsible for handling records at an agency, this paper can get a better understanding of how they affect the ultimate creation of archives. This will give Swedish public agencies and other organizations, better results when they are creating strategies to preserve reliable records for the future.

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).

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.

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.

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.

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.

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

In the wake of the fourth industrial revolution, where most information is accessible online, archives should be visible online for them to fulfil their legislated mandate and facilitate access to information resources. The Covid-19 pandemic has further underscored the importance of online platforms in making archives accessible without the public having to visit archival institutions physically. The purpose of this study is to examine the extent to which public archival institutions of South Africa are visible online with the view to deepen their understanding of how archives promote themselves online.

The study employed content analysis to establish the online content of public archival institutions in South Africa. A google search was conducted using the names of the archival institutions as search terms. The top results obtained after the search were recorded for further analysis.

The findings suggest that public archival institutions in South Africa have limited online presence. Only the National Archives of South Africa had an active website with collections that are accessible online. Some provincial archives had websites hosted by their parent bodies while others had no websites at all. Only the Limpopo and Eastern Cape provincial archives had their Facebook pages in the top results. There were no signs of other social media sites in the top results.

The study concludes that public archival institutions are not visible online. All provincial archives need to have websites where they can be accessed. The use of social media platforms needs to be prioritised. In this fourth industrial revolution age, people communicate and interact online. Public archival institutions should therefore make it their primary mandate to take the archives to where the people are currently meeting.

This study aims to investigate how a policy framework can be applied in the use of artificial intelligence (AI) for the management of records at the Council for Scientific and Industrial Research (CSIR) in South Africa. A policy and legal framework enables the records divisions to protect, administer and make their records available in a safe and professional way. Policies play a crucial role in ensuring that records are properly managed.

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 reveals that the policy framework should also include the application of AI for the management of records. Therefore, this study further concludes that the CSIR should review their policy framework to ensure the application of AI for the management of records is accommodated.

The study proposed a framework to guide the application of the policy framework in using AI for the management of records at CSIR. It is hoped that the proposed framework will serve as a guideline for the implementation of a policy framework in the utilisation of AI in the archives and records management sector.

This paper aims to describe an interdisciplinary and innovative research conducted in Switzerland, at the Geneva School of Business Administration HES-SO and supported by the State Archives of Neuchâtel (Office des archives de l'État de Neuchâtel, OAEN). The problem to be addressed is one of the most classical ones: how to extract and discriminate relevant data in a huge amount of diversified and complex data record formats and contents. The goal of this study is to provide a framework and a proof of concept for a software that helps taking defensible decisions on the retention and disposal of records and data proposed to the OAEN. For this purpose, the authors designed two axes: the archival axis, to propose archival metrics for the appraisal of structured and unstructured data, and the data mining axis to propose algorithmic methods as complementary or/and additional metrics for the appraisal process.

Based on two axes, this exploratory study designs and tests the feasibility of archival metrics that are paired to data mining metrics, to advance, as much as possible, the digital appraisal process in a systematic or even automatic way. Under Axis 1, the authors have initiated three steps: first, the design of a conceptual framework to records data appraisal with a detailed three-dimensional approach (trustworthiness, exploitability, representativeness). In addition, the authors defined the main principles and postulates to guide the operationalization of the conceptual dimensions. Second, the operationalization proposed metrics expressed in terms of variables supported by a quantitative method for their measurement and scoring. Third, the authors shared this conceptual framework proposing the dimensions and operationalized variables (metrics) with experienced professionals to validate them. The expert’s feedback finally gave the authors an idea on: the relevance and the feasibility of these metrics. Those two aspects may demonstrate the acceptability of such method in a real-life archival practice. In parallel, Axis 2 proposes functionalities to cover not only macro analysis for data but also the algorithmic methods to enable the computation of digital archival and data mining metrics. Based on that, three use cases were proposed to imagine plausible and illustrative scenarios for the application of such a solution.

The main results demonstrate the feasibility of measuring the value of data and records with a reproducible method. More specifically, for Axis 1, the authors applied the metrics in a flexible and modular way. The authors defined also the main principles needed to enable computational scoring method. The results obtained through the expert’s consultation on the relevance of 42 metrics indicate an acceptance rate above 80%. In addition, the results show that 60% of all metrics can be automated. Regarding Axis 2, 33 functionalities were developed and proposed under six main types: macro analysis, microanalysis, statistics, retrieval, administration and, finally, the decision modeling and machine learning. The relevance of metrics and functionalities is based on the theoretical validity and computational character of their method. These results are largely satisfactory and promising.

This study offers a valuable aid to improve the validity and performance of archival appraisal processes and decision-making. Transferability and applicability of these archival and data mining metrics could be considered for other types of data. An adaptation of this method and its metrics could be tested on research data, medical data or banking data.

This study aims to understand, from the analysis of the work of a Brazilian network of non-governmental organizations (NGOs), how advocacy on human rights issues is developed to defend causes before the legislative branch, identifying its contributions and effectiveness. For this, were observed, the strategies and tactics employed in the implementation of two advocacy campaigns promoted by a Brazilian NGOs network.

The research adopts the method of inductive investigation with a qualitative approach and uses the techniques of semi-structured in-depth interviews and documentary research. The paper is developed within the scientific field of public relations (PR), uses as reference the critical theory and the rhetorical theory of PR, and is based on the concept of advocacy.

Some results of the advocacy are observed, such as the greater awareness of political decision-makers, in addition to the influence on the definition of the political agenda and on the action of the political decision-makers.

Among the limitations of this study are the time span for analyzing the campaigns' actions, which could be extended to observe long-term results, as well as the dedication of the study exclusively to the legislative branch since the campaigns also sought to influence decision-making in the executive branch.

The results found encourage the strengthening of the democratic environment since it increases the power and influence of civil society in the political decision-making of the legislative branch.

The study showed that advocacy, as a PR activity, increases civil society participation in political decisions.