ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives <em>ESARBICA Journal</em> focuses on records and archives management and the related fields of indigenous knowledge systems. The Eastern and Southern Africa Regional Branch of the International Council on Archives ( en-US ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives 0376-4753 Copyright is owned by The Eastern and Southern Africa Regional Branch of the International Council on Archives Policy and legal framework for digital archives curation <p>The purpose of this study was to explore the legislative and policy frameworks in support of digital archives curation, and the challenges inherent in digital archives curation in the context of Botswana public sector. The study used qualitative content analysis to resolve the research problem. The data collected was analysed thematically. The International Council on Archives (ICA) Principles on Access to Archives were used as a conceptual framework to guide the study. Digital curation is a function modern archivists cannot ignore nor shy away from. The study findings revealed that the legislative and policy framework for digital archives curation exists, but it is weak. In addition, the study revealed that there are constraints hindering access to archives including, among others, inadequate funding, inappropriate infrastructure, shortage of skilled personnel and time restrictions to enable wider access. Therefore, the researchers hope that insights from this study can shed light on the current state of affairs on digital archives curation and provide future directions for guiding digital archives curation at Botswana National Archives and Records Services.</p> Nna Motlhasedi Olefhile Mosweu Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 1 14 10.4314/esarjo.v39i1.1 The who, what, when and where of archival and records management research in the Esarbica region, 1969–2018 <p>This study aims to employ informetric research techniques to investigate the research production in archives and records management in the East and Central African Regional Branch of the International Council on Archives (ECARBICA) since its inception in 1969 until 2018. A search query “archive’* or ‘record*management’”, limited to ESARBICA member states between 1969 and 2018, was conducted on Scopus, Web of Science (WoS), and AJOL databases. The results suggested that there has been a significant increase in the production of research in archives and a few authors produce research in records management in the region over the past ten years, but the bulk of this knowledge, and not all countries in the region produce knowledge. The key producers of knowledge published their work in journals indexed by databases that may require subscriptions, which may limit access to many in the region. It is recommended that archives and records management scholars in Africa consider publishing their work in open access journals to ensure that the research is accessible to all in the region. The importance of research in archives and records management cannot be overemphasised, because public records have a direct impact on individuals’ lives. Research suggests that the most obvious way for archivists and records managers to enhance their resourcefulness is through education and research. Furthermore, research in archives and records management can help to inform education and solve societal challenges. That said, the ESARBICA region is experiencing challenges when it comes to human resource development and capacity building, among other things.</p> Jan Resenga Maluleka Marcia Nkwe Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 15 28 10.4314/esarjo.v39i1.2 Which way records management research? <p>This paper evaluates the keywords and subject areas in records management (RM) publications, as indexed in the Scopus database, with a view to mapping RM research from 1971 to 2018 so as to determine the direction of research in the field. A total of 4 762 documents were obtained from the Scopus database using the term records management and searching within the title, abstract and keywords fields. The data was analysed using VOSviewer software. The findings reveal that interest in RM research has grown as the volume of publications has continued to increase. Whereas there was no dominant area of research in the 1980s, as far as RM research is concerned, the main focus in the 2010s was the management of electronic health records, thereby signalling a shift in RM research from being just an information management exercise to being used for the management of records in the medical and health sector. Other popular research areas in the 2010s were health care, electronic medical record/s, information management, medical computing, information systems, and electronic document exchange. A classification of the RM publications according to Scopus’s broad subject fields revealed that RM research is mainly conducted in computer science, engineering, medicine, and the social sciences. The study predicts a slow growth in the number of RM publications in the next ten years (2019-2028), greater focus on RM in the health sector, and continued dominance of computer-based systems and electronic records as topics of RM research.</p> Omwoyo Bosire Onyancha Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 29 45 10.4314/esarjo.v39i1.3 Consequences of corruption in a public university and records as a tool for concealing malpractice <p>Corruption has emerged as one of the critical issues in institutions of higher learning. The fight against corruption has become increasingly sophisticated and as such requires a multi-disciplinary approach. Records are key in providing evidence that can be used to convict perpetrators. However, while records are supposed to provide evidence of malpractices, some records are manipulated to supply wrong information and by so doing, corruption is concealed and perpetuated in universities. The study aimed at establishing how corruption is hidden and perpetuated through the use of some records in a public university in Zimbabwe, yet records should serve as proof of malpractices. The study was underpinned by the post-positivist paradigm, and the quantitative research approach was used. The study adopted a survey design with questionnaires administered to the four administrative sections of the university. The results indicated that abuse of authority, favouritism and tribalism were common forms of corruption in this higher institution of learning. The study concluded that while corruption is cancerous and evil, and tarnishes the image of this institution, it is the poor records management practices that contribute immensely to higher levels of malpractices. The study recommends improved records management and that there should be civics and ethics education on corruption in order to curb the cancerous spread of malpractices in this university.</p> Peterson Dewah Ndlelenhle Mpala Patience Huni Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 46 64 10.4314/esarjo.v39i1.4 Data protection in Botswana <p>Data protection legislation is concerned with the safeguarding of privacy rights of individuals in relation to the processing of personal data, regardless of media or format. The Government of Botswana enacted the Data Protection Act in 2018 for purposes of regulating personal data and to ensure the protection of individual privacy as it relates to personal data, and its maintenance. This paper investigates opportunities and challenges for records management, and recommends measures to be put in place in support of data protection, through proper records management practices. The study employed a desktop approach and data was collected using content analysis. The study found that opportunities such as improved retrieval and access to information, improved job opportunities for records management professionals and a conducive legislative framework are available. It also revealed that a lack of resources to drive the records management function, limitations in electronic document and records systems and a lack of freedom of information to regulate access to public information by members of the public is still a challenge. The study recommends the employment of qualified records management staff with capacity to manage records in the networked environment for purposes of designing and implementing records management programmes that can facilitate compliance with the requirements prescribed by the Data Protection Act.</p> Tumelo Keakopa Olefhile Mosweu Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 65 78 10.4314/esarjo.v39i1.5 Application of the records life-cycle and records continuum models in organizations in the 21st century <p>This study provides a descriptive examination and traces the historical development of records management approaches, as well as their significance to the records management practice and their limitations. The study focuses on the records continuum model, developed in Australia's archival sciences field in recent years and discusses its implications for the practice of records and archival management. Prior to the emergence of the records continuum model, the life-cycle theory dominated most records management fields globally. The records continuum model responds – in ways that the life-cycle theory is unable to deal with the challenges of electronic records and proposes a new set of management thinking of the preservation of the electronic environment, in which contemporary institutions and their associated electronic records coexist. There appears to be insufficient literature on the practice of these two records management theories in the organizational context. To contribute to bridging this gap, this study analysed the major components of each records management theory and presents models of organizations built on these approaches. Therefore, the study examines the uses of the records continuum model and life-cycle theories within the broader field of archival research. The study is a literature review within a qualitative, interpretative paradigm. Relying on historical and narrative analysis, the findings established evidence of the practice of the records management theories in the organizations. The study concluded that records management practice in organizations can be enhanced, if specific factors within each records management approach are given adequate consideration in their application.</p> Mpubane Emanuel Matlala Asania Reneilwe Maphoto Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 79 98 10.4314/esarjo.v39i1.6 Access and use of agricultural records at Uganda National Archives and Records Centre <p>This paper focused on access and use of agriculture archives at the Uganda National Archives and Records Centre (NARC) in Kampala. The objectives of this study were to identify the agriculture archives at the NARC, establish the number of MAAIF and NARI staff that consult the agriculture archives, assess researcher’s opinion on agriculture archives in promoting agriculture research, identify challenges of access and use; and make suggestions for enhancing access and use of agriculture archives at NARC. The study purposively sampled five NARC archivists, seven directors of the National Agricultural Research Institutes (NARIs) and 15 heads of departments in the Ministry of Agriculture, Animal Industry and Fisheries (MAAIF). Data was collected using interviews, observations and document analysis. Data was categorised into themes and the content reported in narrative form. The findings revealed that the NARC had a limited collection of agriculture archives due to the fact that there was no mechanism to collect all agriculture archives from the creating agencies, including MAAIF and NARI. Neither was there a mechanism for promoting access to and use of agriculture archives. The study recommends that the NARC should have a spelt-out budget to carry out documentation, collection and promotion of access and use of agriculture archives.</p> Sylvia Namujuzi David Luyombya Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 99 113 10.4314/esarjo.v39i1.7 Management of audio-visual records at the National Archives of Namibia <p>The study sought to determine the role that the National Archives of Namibia plays in the management of audio visuals in an attempt to curtail the deterioration of audio-visual archives which are kept in various organisations, some of which are unknown to the National Archives of Namibia. A qualitative method was applied in the study. The case study used the interpretive paradigm which enabled the researcher to triangulate the data collection instruments. Interviews, questionnaires and observation checklists were used to collect data. Content analysis was carried out to analyse data from interviews, document review and the observations. While Excel software provided descriptive statistics on graphs. The results indicated that AV materials were created and stored by various organisations, including the National Archives of Namibia, which oversees the management of all records. The Archives Act (Act 12 of 1992), section 4(1), gives a mandate to the National Archives of Namibia for control over records and archives of all formats in government offices, offices of local authorities and statutory institutions. Nonetheless, there are instances where AV materials are not deposited or stored in appropriate conditions. It is also apparent that different cataloguing and classification systems are used by different organisations. It is clear that most of the organisations manage AV materials in the same way as paper formats records. There is also an inadequately skilled workforce who were given a responsibility to manage AV materials. The study was limited to the Khomas region. Since there are 14 regions in Namibia, the findings cannot be generalized to other regions. Future studies should cover other regions. The results point to the need for the National Archives of Namibia to adopt an integrated approach to the management of AV records. This will require the NAN to work in cooperation with public sector institutions and empower them to preserve AV materials while, at the same time, they continue to deposit copies with the National Archives of Namibia. Unlike previous studies on management of audio visual archives in Namibia, this study included other organisations. The results give a clear picture of the role the National Archives plays in the management of audio visual records and archives.</p> Beauty Matongo Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 114 132 10.4314/esarjo.v39i1.8 Archiving white community historical manuscripts in postcolonial Zimbabwe <p>This paper is premised on the observation that mainstream archival activities are the main cause and source of the “absences and silences” of the voices of the minority and the underrepresented in the archives. The aim of the study is to explain the context and documentation strategies of archiving and preservation of Historical Manuscripts (HM) of the white community in post-colonial Zimbabwe. In particular, the study seeks to: (a) Determine the legislative, regulatory framework for the management of HM in selected cultural heritage institutions in Zimbabwe; (b) Assess the acquisition policies and practices of mainstream cultural heritage institutions in Zimbabwe; (c) Describe the usage, purposes, and accessibility of both pre-archival and archival HM of the white community. The findings of the study revealed adequate provisions in the National Archives of Zimbabwe Act (2001) for the archiving of HM of the white community in Zimbabwe, although there were limitations of outdated policies for the institutions studied. The study also addressed the issue of limited funding and shrinking budgets which impeded on the operations of both selected cultural heritage institutions and white community associations. This resulted in failure to adhere to archiving/records management standards, and the upgrading of equipment and facilities, as well as the recruitment and retention of requisite and qualified staff. Overall, this endangers the HM collections to neglect and decay. HM were migrated from Zimbabwe to other countries regionally and abroad into private hands, and their extent, nature, condition of storage and status of preservation are undetermined.</p> Samuel Chabikwa Nathan Mnjama Maitseo MM Bolaane Copyright (c) 2020 ESARBICA 2020-12-24 2020-12-24 39 1 133 150 10.4314/esarjo.v39i1.9