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ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives

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Records management audit: The case of Gaborone city council

K Tshotlo, N Mnjama

Abstract


This study aimed at auditing records management practices at
Gaborone City Council (GCC). The study sought to establish how
records are created, used, maintained and disposed of at GCC. It
also sought to determine the usage of information communication
technologies in the creation, maintenance, use and disposition of
records, the existence or non-existence of records management policies
and procedures, as well as records security measures at GCC. A
case study methodology was used and questionnaires were distributed
to 35 officers selected from senior members of staff and records/
administrative personnel. Personal observations were carried out and
interviews were conducted to substantiate data gathered from the
questionnaires. The study revealed that GCC lacks organization-wide
policies and procedures for the creation, use, maintenance and disposition
of records resulting in uncoordinated procedures for managing its records and that most of the processes for managing records were manual. The study recommends that GCC develops and implements Council-wide records management policies and procedures to ensure the creation and maintenance of authentic, reliable, complete and useable records, capable of supporting business functions and activities for as long as they are needed.



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