Search results

1 – 10 of over 139000
To view the access options for this content please click here
Article
Publication date: 21 June 2021

Cyril Ngoasheng, Mpho Ngoepe and Ngoako Solomon Marutha

Audio-visual records produced by public broadcasters play a role in preserving the history, culture and language of a country. The records are used by broadcasters to…

Abstract

Purpose

Audio-visual records produced by public broadcasters play a role in preserving the history, culture and language of a country. The records are used by broadcasters to repeat and support programmes on air. The formats that carry these records such as tapes and compact discs are fragile and have a short life span. This is compounded by evolving technologies and results in obsolete playback equipment, which can result in records not being accessible. This study aims to explore the preservation and access of audio-visual records at the South African Broadcasting Corporation (SABC) radio in Limpopo regional offices.

Design/methodology/approach

Qualitative data were collected through interviews from purposively selected participants in three radio stations of the SABC in the Limpopo province which are Munghana Lonene FM, Phalaphala FM and Thobela FM. The interview data were augmented through participant observation.

Findings

The findings revealed that the SABC radio archive was preserving audio-visual records in obsolete formats such as long plays and cassettes, which also lacked playback equipment. These formats were not properly arranged and were kept in a storage area that was not monitored for decaying and security. It was further established that the radio stations were using IONA technology for retrieval of and access to records while the news division within the radio stations were relying on Electronic News Production System. As audio-visual materials were not catalogued, it proved difficult for users to access these records.

Practical implications

This study adds value to the existing theoretical and conceptual issues that form the ongoing discourse on the preservation of and access to audio-visual records which are often neglected in the developing countries. The study also laid the groundwork for further investigation of the audio-visual records at broadcasting corporations. This is prompted by the findings which established that valuable information has been lost and continues to be lost due to poor management of audio-visual records. Therefore, a further study on migration of content from analogue to digital for the purpose of continuous preservation is recommended.

Originality/value

The study triangulated data collection tools including interviews and participant observation. The context was on the national broadcaster and the focus was on the preservation of and access to audio-visual records for the radio.

Details

Global Knowledge, Memory and Communication, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 2514-9342

Keywords

To view the access options for this content please click here
Article
Publication date: 17 June 2021

Amos Shibambu and Ngoako Solomon Marutha

The purpose of this paper is to investigate a framework for management of digital records on the cloud in South Africa.

Abstract

Purpose

The purpose of this paper is to investigate a framework for management of digital records on the cloud in South Africa.

Design/methodology/approach

This qualitative case study used semi-structured interviews and document analysis to collect data from regulatory documents, records practitioners and chief information officers in the national government departments in South Africa.

Findings

This study reveals that despite the advent of cloud computing, government is still struggling with manual paper-based records challenges, as they have not developed a government-owned cloud in which to manage and dispose records.

Practical implications

Technological advancements have brought about dramatic changes to the management and disposition of records since cloud computing emerged. The traction gained by cloud computing influences how records are managed and disposed in the cloud storage. Currently, the South African Government manages and disposes records in the government premises as stipulated by the National Archives and Records Service of South Africa Act (1996). This is enforced by the National Archives and Records Service of South Africa, which is the government records regulator because records are on paper-based, microfilms and audio-visual formats. It is hoped that the recommendations and framework proposed in this study may assist the government and related sectors in the adoption and implementation of the cloud computing system for records management and disposal. This may assist in resolving challenges such as missing files, damaged records and archives and long turnaround time for retrieval of records.

Social implications

In South Africa, the digital records are securely stored in storage mediums such as hard drives and USBs, to mention but a few. In addition to digital obsolescence faced by the storage mediums, global access to information is hindered because information is limited to those who can visit the archival holdings. The alternative option is to manage and dispose of records in the cloud. The framework and recommendations in this study may also assist in improving information, archives and records management policies and service delivery to the community at large. The framework proposed may be applied as a theory for framing future studies in the same area of cloud computing and used as a resource to guide other future studies and policymakers.

Originality/value

This study provides a framework for management of digital records on the cloud in South Africa. It also proposes the promulgation of the Cloud Act to promote unlimited access to state heritage, regardless of time and location. This study is framed on the Digital Curation Centre Life Cycle Model.

Details

Information Discovery and Delivery, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 2398-6247

Keywords

To view the access options for this content please click here
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. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 0956-5698

Keywords

To view the access options for this content please click here
Article
Publication date: 17 June 2021

Nkholedzeni Sidney Netshakhuma

This paper aims to assess how the South African National Standard (SANS) 15489 improves the importance and usability of the archives at the University of Venda (UNIVEN…

Abstract

Purpose

This paper aims to assess how the South African National Standard (SANS) 15489 improves the importance and usability of the archives at the University of Venda (UNIVEN) and the University of Witwatersrand (WITS).

Design/methodology/approach

Both quantitative and qualitative methods are used to assess how the standards improve the importance and usability of the archives. A total of 34 participants were selected to participate in the study; the choice of the population was because they are responsible for records management decisions in various divisions, departments and units. Data was obtained through structured interviews and observation. The study has established that there was much dissonance concerning records and archives management standards. Ethics approval was obtained from both the WITS and the UNIVEN research department. Informed consent was obtained from university staff members.

Findings

The research found that only the WITS adopted SANS 15489. This was shown by the availability of a classification system (file plan) and retention schedule while the UNIVEN did not value SANS 15489 standards to manage all records created.

Research limitations/implications

Although South Africa has 26 public universities, this study is only confined to the UNIVEN and the WITS. The researcher only focusses on the classification of records and disposal of records elements of SANS 15489.

Practical implications

The findings have practical implications in that they can be used for assessing the archives and records management programmes. Other related universities can also use the findings as a reference point in the planning of university archives and records management programmes.

Social implications

The findings were to assist the university authorities as decision and policymakers to ensure that records and archives management practices adhere to SANS 15489.

Originality/value

Few studies related to the assessment of records management programme in universities in South Africa is not yet fully conducted in South Africa public universities. This study could be a valuable input for universities to adopt SANS 15489 standards to develop and implement records management programmes.

Details

Collection and Curation, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 2514-9326

Keywords

Content available
Article
Publication date: 18 May 2021

Ann-Sofie Klareld

Maintaining infrastructures such as roads, bridges, railways and other civil constructions requires long term documentation that ideally should comprise a reliable…

Abstract

Purpose

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.

Design/methodology/approach

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.

Findings

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.

Research limitations/implications

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.

Originality/value

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.

Details

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

Keywords

To view the access options for this content please click here
Article
Publication date: 10 May 2021

Nkholedzeni Sidney Netshakhuma

The purpose of this paper is to investigate the impact of climate change on South Africa’s Mpumalanga Provincial Archives (MPA) and related records management activities.

Abstract

Purpose

The purpose of this paper is to investigate the impact of climate change on South Africa’s Mpumalanga Provincial Archives (MPA) and related records management activities.

Design/methodology/approach

A qualitative research approach/method was used to collect data from the source, including purposive sampling and expert knowledge solicited through semi-structured interviews. A review was undertaken to source climate data and related archival sector literature.

Findings

Recent extreme weather events in Mpumalanga seem to bear out climate change projections. The current absence of relevant strategies and plans implies that the MPA and provincial departments are not yet prepared for emergencies. The lack of a plan, an implementation strategy and related training may increase the impact of disasters on the provincial archives’ environment. Without disaster plans and robust preparedness, the question of how the MPA is going to preserve archives for future generations is raised. In addition, due to a lack of guidance for registry staff, appraisal is not allowing for identification and processing of archival materials, so combined with a lack of disaster management strategies and plans contributes to the loss of archives.

Research limitations/implications

This research is limited to the MPA; however, the findings may be extended to other South Africa provincial archives and parts of the world experiencing similar issues.

Practical implications

When archivists accept holdings into their repositories, they take the responsibility for their archival custody. But, these efforts may come to nothing if the archives are lost. Disaster management is the key to the protection of the archives. This study evaluated the present and future consequences of climate change impacts by assessing the risk to Mpumalanga archives by climate change-related floods.

Social implications

There is a need to conduct similar research on a larger scale so as to explore the impact of climate change in other provincial archives to provide a wider context of the problem within South Africa.

Originality/value

This paper contributes to the literature on the impact of climate change on archives. The results achieved should be seen as a first step towards identification of the issue.

Details

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

Keywords

To view the access options for this content please click here
Article
Publication date: 2 April 2021

Kylie Peppler, Anna Keune and Ariel Han

This paper aims to explore what design aspects can support data visualization literacy within science museums.

Abstract

Purpose

This paper aims to explore what design aspects can support data visualization literacy within science museums.

Design/methodology/approach

The qualitative study thematically analyzes video data of 11 visitor groups as they engage with reading and writing of data visualization through a science museum exhibition that features real-time and uncurated data.

Findings

Findings present how the design aspects of the exhibit led to identifying single data records, data patterns, mismeasurements and distribution rate.

Research limitations/implications

The findings preface how to study data visualization literacy learning in short museum interactions.

Practical implications

Practically, the findings point toward design implications for facilitating data visualization literacy in museum exhibits.

Originality/value

The originality of the study lays in the way the exhibit supports engagement with data visualization literacy with uncurated data records.

Details

Information and Learning Sciences, vol. 122 no. 1/2
Type: Research Article
ISSN: 2398-5348

Keywords

To view the access options for this content please click here
Article
Publication date: 2 June 2020

Ngoako Solomon Marutha

The paper sought to investigate the landscaping of electronic system through the use of the functional patient’s records management activities. The rationale is to share…

Abstract

Purpose

The paper sought to investigate the landscaping of electronic system through the use of the functional patient’s records management activities. The rationale is to share views and guide organisations that are struggling with providing specification for a functional records management system.

Design/methodology/approach

The study used qualitative approach to apply the literature in supporting the views about landscaping electronic system using functional patient’s records management activities.

Findings

The study revealed that without consideration of records management activities the likelihood is that the system may be not properly functional. The best way to landscape electronic system for records management is using records management activities. This will assist in avoiding critical omission for inclusion of all records management system operational activities.

Originality/value

The paper is proposing a new way of landscaping the electronic system by using the records management functional activities. It also provides a framework to guide the implementers or electronic system developers. The paper was partially extracted from the author’s Ph.D. thesis completed in 2016, to develop a framework for landscaping the electronic system by using the records management functional activities.

Details

Collection and Curation, vol. 40 no. 1
Type: Research Article
ISSN: 2514-9326

Keywords

To view the access options for this content please click here
Book part
Publication date: 15 December 2017

Sylvia James

Abstract

Details

The Emerald Handbook of Modern Information Management
Type: Book
ISBN: 978-1-78714-525-2

Keywords

To view the access options for this content please click here
Book part
Publication date: 1 November 2007

Irina Farquhar and Alan Sorkin

This study proposes targeted modernization of the Department of Defense (DoD's) Joint Forces Ammunition Logistics information system by implementing the optimized…

Abstract

This study proposes targeted modernization of the Department of Defense (DoD's) Joint Forces Ammunition Logistics information system by implementing the optimized innovative information technology open architecture design and integrating Radio Frequency Identification Device data technologies and real-time optimization and control mechanisms as the critical technology components of the solution. The innovative information technology, which pursues the focused logistics, will be deployed in 36 months at the estimated cost of $568 million in constant dollars. We estimate that the Systems, Applications, Products (SAP)-based enterprise integration solution that the Army currently pursues will cost another $1.5 billion through the year 2014; however, it is unlikely to deliver the intended technical capabilities.

Details

The Value of Innovation: Impact on Health, Life Quality, Safety, and Regulatory Research
Type: Book
ISBN: 978-1-84950-551-2

1 – 10 of over 139000