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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.

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.

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

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.

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.

This paper provides evidence from an original study.

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.

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.

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.

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.

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.

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.

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

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

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.

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.

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.

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.

The study aims to establish the records management practice, in support of governance in Nyamira County. The objectives were to determine the types of records managed in Nyamira County, to establish the contribution of records management in the running of Nyamira County, to determine the adoption of records management policies in Nyamira County and to assess strategies that will lead to sound records management in Nyamira County.

The sample population comprised 27 respondents who were drawn from different categories of staff through census sampling as follows: 4 records officers, 3 record clerks, 10 chief officers and 10 secretaries. The study used a qualitative research approach where interview schedules and observation were used for data collection.

It was established that Nyamira County generated various types of records including policy related records, financial records and auditing records. It was submitted that records management is essential in support of governance as it forms a basis for equity in resource distribution, hence fostering confidence among the public, which results in good will from the people on County government projects. The study noted various challenges including inadequately trained staff on records management, lack of records disposal and retention schedules, inadequate equipment and space and inadequate policies and standards.

The study concluded that poor records management practiced in Nyamira County was a great hindrance to good governance and recommended that county governments should formulate and implement records management policies, standards and guidelines and provide adequate budgetary allocations to ensure that the records management practice that is in place supports governance.

This study aims to examine how 20 local governments in Canada and the USA operationalize the government–citizen trust relationship through the administration of social media by answering two questions: Can local governments use social media to increase citizen trust? and if local governments can use social media, what can be learned about the administration of social media that results in an increase in citizen trust of government?

Based on a normative belief that increasing the trustworthiness of government is a desired outcome, the working proposition is that social media may offer a low-barrier method for engaging citizens and supporting trust-based relationships, if social media programs are administered in a way that operationalizes this objective. Using content analysis of data collected from interview transcripts and documentary sources, this exploratory, process-oriented study emphasizes the social, organizational and functional contexts of social media and social media as records.

The study found that most cities had extensive programs featuring multiple accounts on a number of common platforms. The cities maintained tight control over content, account creation and employee and audience participation to ensure compliance with federal and provincial or state legislation and to mitigate technology and content-based risks. The cities used social media to broadcast information, respond to service requests and provide issue management. Social media results were measured sporadically on an ad hoc basis for operational purposes and only two cities had dedicated procedures in place for managing social media as records. Contrary to previous research, this study indicates that fiduciary trust relationships do require trust by the agent (i.e. institution) and the principal (i.e. citizen).

To increase generalizability, an effort was made to select cities that were demographically and geographically diverse by selecting a range of population sizes and locations. However, selection was skewed towards cities with well-developed social media programs, and as a result, over half of the cities were national, provincial or state capitals or larger population centres. While these cities experienced economic advantages, the participants in the study identified challenges around resourcing and capacity, and their responses are expected to be of value to cities operating under similar constraints. Additionally, this study represents a point in time, as social media use at the local governments continued to expand and evolve during and after the data collection period.

This paper identifies three scenarios where social media content from local government accounts should be managed as records, including: the documentation of incidents, the on-going collection of city content from high-profile accounts and the “on demand” collection of citizens’ content where cities have asked for citizen input on topics or issues.

This study provides an in-depth characterization of social media administration and use by 20 local governments in Canada and the USA. Considering the progress made by cities in e-government using their websites as a base, cities can develop greater capacity for open government, meaning wider participation by citizens in the decisions that affect them on a daily basis. To achieve goals of transparency, accountability and civic participation, cities will need to develop capacity around social media measurement, reporting and procedures for managing social media as records.

In providing a detailed and complete description of social media use in 20 cities in two countries, this study moves beyond a compliance- and requirement-driven approach to consider the larger question of government–citizen trust and the relevance of records within this relationship.

The purpose of this paper is to assess records management components, such as record scheduled, records appraisal, destroyed/disposed, retained, training of staff on the management of the student affairs records (SARs), provided access, the challenges associated with efficient management of SARs and strategies for effective management of SARs, to determine the extent the Student Affairs Department (SAD) complies with the University of Mpumalanga (UMP) records management policy.

This paper uses qualitative methodology of a triangulation of data collection and this included interviews, document analysis and observation.

The literature review, as well as the interview, revealed that findings on the UMP records management policy are multi-layered. A number of participants mentioned lack of records centre, records retention and appraisal of records, records management training and managing access to information as a challenge to the management of SARs.

The research was only limited to the UMP, Student Affairs Division, with a population of 15 staff members even though the findings can be applied to all the universities in South Africa.

SAD has a unique contribution to make to ensure that records created within their division are managed in terms of the UMP records management policy by ensuring that components such as records storage retention and appraisal of records management training and managing access to information are adhered to.

Failure to comply with the UMP records management policy by the Student Affairs Division will contribute to the loss of institutional memories, non-compliance with legislations such as Promotion of Access to Information Act 2000, National Archives and Records Services Act 46 of 1996 and the Protection of Personal Information Act No 4. Of 2013.

The research appears to be the first of its kind, to the best of the authors’ knowledge, to assess SARs at the UMP, South Africa.

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

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.

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.

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.

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.

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.

The purpose of this paper is twofold. First, it explains the current records management practices for Canadian criminal records. Second, it details the larger social and cultural implications of those practices, toward considering the role records management plays in long‐term sustainable offender rehabilitation outcomes.

This paper is based on a thorough literature review, which considered research on the history of Canadian criminal record management; current records management procedures for Canadian criminal records; and current Canadian social and cultural understandings of offenders, criminal records, and the relationship between criminal record management and public policy.

This paper finds that Canadian records management procedures for criminal records can have grave impacts on offenders' lives. Specifically, this paper explores how records management practices are shaped by the social norms and values embedded in public policy mandates, which ultimately appear to disrupt, rather than support, offenders' rehabilitation.

This paper's research is limited by its current approach. Consequently, it encourages researchers to further develop its findings in the future, both domestic to Canada and internationally.

This paper includes implications that advocate for increased awareness about how public policy dictated records management procedures can limit offenders' ability to reintegrate into society.

This paper addresses the grave social consequences and burdens offenders face when they are unable to seal their previous criminal record.

This paper addresses the need to study how offenders' rehabilitation is affected by the policy dictating the management of their criminal record.

Appraisal of records to separate the wheat (records of enduring value) from the chaff (ephemeral records) is one of the most important functions of the archives. In terms of the National Archives and Records Service of South Africa (NARSSA) Act (No. 43 of 1996) (the Act), “no public records may be transferred to an archives repository, destroyed, erased or otherwise disposed of without the written authorisation of the national archivist”. In implementing this section of the Act, the NARSSA issues a disposal authority, which emanates from the appraisal process explained in the policy guidelines of 2002. The purpose of the study is to analyse the appraisal policy guidelines on the approach of NARSSA in relation to preservation of digital records.

This study has used qualitative data obtained through content analysis and literature to review the appraisal policy guidelines and approach of NARSSA in relation to preservation of digital records. The 2002 approved appraisal policy, as well as the directives issued by NARSSA in terms of Section 13(4) of the Act, is examined to determine the criteria, the process and the methodology adopted in the appraisal of records. Content analysis data are augmented through interviews conducted in person with the head of the records management unit at NARSSA and the archivist responsible for appraisal of government records.

The study has established that, in terms of the approach, records are appraised two years after the implementation of records classification systems in governmental bodies and those of archival value are then transferred to an archives repository after a period of 20 years. Twenty years is a long period as records might be lost, especially in digital environments. Furthermore, the appraisal policy guidelines limit the powers of records managers in governmental bodies in deciding on records of enduring value, as this responsibility is assigned to archivists at NARSSA. It is clear that the policy was written with paper records in mind.

This study may go a long way in influencing policy review to embrace appraisal of digital records in South Africa. This in turn will help in determining the feasibility of preservation technology for digital records.

This study is useful to ensure participation of the public in the appraisal process. This study has triangulated content analysis data with interviews to examine appraisal criteria, process and methodology, followed by NARSSA.