Journal of the South African Society of Archivists

Editorial Overview

2025-12-12T22:52:39+00:00

It is with great pleasure that I introduce to you yet another exciting, rigorous issue of 12 most informative and educative articles on resolving industrial problems and informing future academic studies in the field of archives and records management. Archives and records management remains the heartbeat of the survival of every organisation across the universe, regardless of their co-business, and JSASA remains the leading solution provider. Among other things, the journal provides solutions towards information security to maintain characteristics like authenticity, integrity, trustworthiness, completeness and usability. This year, our issue is Volume 58 of 2025 and comprises manuscripts that address different industrial problems and findings that are central to the improvement of service delivery. As you know, information management is central to everything in any business operations, regardless of whether the organisation is public or private.

The impact of archives and records management legislation on administrative transparency and accountability in Sierra Leone Public Archives

2025-12-12T23:00:42+00:00

Records and archives are the building blocks of transparency and accountability. The purpose of this paper is to explore the impact of archives and records management legislation on administrative transparency and accountability in Sierra Leone Public Archives and to determine factors limiting the public archives from providing a framework for conducting records and archival functions in the country. A sample of eight respondents was purposively covered from a population of 10 public archives staff members who were present during the research. A mixed methods research design was employed, whereby qualitative data were collected through interviews and observation of the eight respondents stated above, while quantitative data were collected using a questionnaire. The study revealed that poor records management legislation is hampering transparency and accountability. The results further suggest that the public archives lacks the capacity to regulate current records, which are tomorrow’s archives. Poor supervision has contributed to low priority given to records management. The study recommends that the public archives should be given the power and authority to regulate the management of current records, to provide regular technical training and advice, and to review the records management legislation to promote transparency and accountability.

Utilisation of Internet of Things technology for managing archives of public universities in South Africa

2025-12-12T23:05:33+00:00

Scholarly discussions have recently focused on how technology is used by university archives departments to manage historical data. The COVID-19 global pandemic pushed universities to reconsider how best to manage archival materials efficiently and ensure the academic community and the general public can easily view, preserve, and interact with these records. Several universities are currently using the Internet of Things (IoT) as a technology to manage preserved content efficiently. Nevertheless, managing historical or enduringly valuable records has not received enough attention in South African university archives when it comes to implementing IoT technology. This study aimed to investigate how IoT-based technologies are now being used in university archives to manage archived material. A systematic quantitative approach was used to analyse the current literature on the applications of IoT technologies in managing archival data in university archives. The study leveraged various databases, including Google Scholar, IEEE Xplore, Science Direct, MDPI, and Scopus. The researchers used these databases to collect the pertinent information. The research revealed that although several university archives acknowledge the importance of IoT technologies in managing archival data, only a few have adopted these technologies. This is mostly attributed to issues like insufficient information technology infrastructure, exorbitant system expenses, poor infrastructure, limited technical assistance, and a dearth of competence within university archives. Therefore, the elements presented considerable obstacles for the university's archives in acknowledging the benefits of adopting IoT technology for managing historical documents in their institutions. Information is necessary for university archives to effectively influence university policies and procedures that facilitate the preservation of university archival data. The research suggests that South African university archives should implement IoT technologies to improve their administration of historical materials. Diverse research and development initiatives on IoT technologies should be undertaken within university archives. This study addresses the shortage of knowledge within university archives on the capabilities of IoT technologies in administrating archival resources.

Digital preservation of archival materials at selected university archives in Gauteng Province, South Africa

2025-12-12T23:11:48+00:00

In today's digital age, there is a significant shift from physical to digital formats, impacting how information is stored and accessed. This transformation poses a critical challenge for university archives, necessitating adaptation to ensure the long-term preservation and accessibility of archival materials. As digital archives grow, it becomes essential for university archives to implement robust strategies to preserve these materials for future generations while ensuring they remain easily accessible to researchers and the public. This study, conducted in Gauteng province, focused on assessing digital preservation in university archives, aiming to enhance access to archival materials. Unlike library materials, archival materials have unique characteristics that demand special attention for preserving their originality while ensuring digital accessibility. The purpose was to address the challenges university archives face in transitioning to digital formats while maintaining long-term preservation and access. A qualitative research approach grounded in the interpretivism paradigm was employed, using purposive sampling and thematic analysis to explore the current state of digital preservation. Findings revealed that university archives in Gauteng are in the early stages of readiness for digital preservation. Key challenges include the absence of formal digital preservation workflows, policies, technical expertise, insufficient digital storage facilities, software, and limited archivists’ involvement in digitisation efforts. The study's implications point to the need for strategic interventions to support digital preservation. Recommendations include developing robust digitisation and digital preservation policies, upgrading infrastructure, and strengthening collaborations between archives and ICT departments. Addressing these gaps would involve increasing staff resources, providing specialised training, managing born-digital materials, and migrating outdated media formats. Adopting the Open Archival Information System reference model was suggested to guide long-term preservation and retrieval efforts. By addressing these challenges, the study offered practical solutions for improving the sustainability of digital preservation practices in university archives, which could significantly enhance access to and preservation of archival materials for future generations.

Privatisation and displacement of armed struggle archives in Zimbabwe

2025-12-12T23:17:55+00:00

Access to the armed struggle archives in Zimbabwe has always been a challenge. The armed struggle heritage risks being a history without archives. Archives of the armed struggle are rarely found at the National Archives of Zimbabwe. The exceptions are only the oral archive of the armed struggle, collected by the National Archives of Zimbabwe, to address the paucity of archival documents about the liberation struggle. The political parties involved in the armed struggle keep their war of liberation archives in their party-political structures, as with the Zimbabwe African National Liberation Army (ZANLA). Some archives were migrated before independence in 1980, as in the case of the Rhodesian Army Archive, while others were confiscated by the ruling government, as exemplified by the Zimbabwe People’s Revolutionary Army (ZPRA) archive. Using the lens of the critical archival praxis as the theoretical framework, this conceptual paper critically analyses the privatisation of the armed struggle archives through a literature review. The persistent theme that runs through this phenomenon is the deliberate controlled access to no access. The study was guided by the research objectives, which sought to assess the archive of the liberation struggle and politics of memory; examine the expropriation of the Rhodesian Army Archive and the custody question; analyse archival repatriation of the Rhodesian Army (RAA) amidst provenance issues, and assess the privatisation of the archives of Zimbabwe African National Union (ZANU) and Zimbabwe African People’s Union (ZAPU) amidst patriotic history in Zimbabwe. Further to that is the confiscation, privatisation, sanitisation, and propagandisation of the armed struggle archives by those in power. This paper recommends collaborative partnerships between the National Archives of Zimbabwe and stakeholders in custody of the privatised armed struggle heritage to safeguard and promote enhanced access to liberation struggle archives.

Record-keeping on smallholder maize farmers’ welfare in Ruvuma region, Tanzania

2025-12-12T23:23:06+00:00

Records continue to play a critical and foundational role in overseeing financial performance. Record-keeping and income have proven to have a significant association. However, the magnitude of the effect of not maintaining records on farming business has not been extensively studied. This study, therefore, assesses the effect of record-keeping on smallholder maize farmers' welfare. Employing a cross-sectional study design and multi-stage sampling, primary data were collected from a sample size of 557 households randomly selected from the five districts of the Ruvuma region. Applying a multiple linear regression model and a binary logistic model, the effect of record-keeping on farmers' welfare and factors that influence record-keeping were assessed, respectively. The findings of the study revealed that, for every one-unit increase in keeping records, the welfare of the farmers increases by 25%. More than two-thirds (70.2%) of the surveyed farmers kept no records. The findings further revealed that influential record-keeping factors among all smallholder maize farmers include level of education, size of cultivated land and number of bags produced per acre. The study recommends the creation of awareness, sensitisation and training on the importance of record-keeping at all levels, paying attention to the extension officers who interact directly with the farming community to expedite the transfer of practical knowledge and skills to the farm households.

End-to-end digitisation workflows with intelligent document processing for university theses and historical newspapers

2025-12-12T23:30:10+00:00

Archives and records management are entering an era defined by artificial intelligence, requiring digitisation workflows that are both efficient and contextually appropriate. This study employed a qualitative multiple-case study design to examine two end-to-end digitisation workflows that integrate archival-grade overhead and feed scanners with intelligent document processing (IDP) systems for automated data extraction, validation, and export. The two case studies focused, respectively, on university theses and historical newspapers, enabling a comparative evaluation of workflow efficiency, metadata accuracy, and system interoperability. The study found that each workflow conformed to the international imaging benchmark ISO 19264-1: 2021 – Photography – Archiving systems – Image quality analysis – Part 1: Reflective originals, ensuring measurable image quality control. A hybrid scanning strategy combining InoTec SCAMAX 6-series and Zeutschel OS A-series scanners was supported by a locally hosted IDP platform, NEURO.AI. The findings demonstrated measurable improvements in metadata accuracy with confidence levels exceeding 90% throughput, and repository interoperability compared to manual indexing. The results confirmed that integrated, intelligent digitisation workflows can substantially improve preservation quality and operational efficiency, offering a scalable, standards-aligned model for digital transformation in African archival and library institutions.

Maintaining compliance with the Protection of Personal Information Act in Tshwane Healthcare Centres, South Africa

2025-12-12T23:33:48+00:00

Protecting personal information in healthcare is crucial given the sensitive nature of the data and the potential risks of its mishandling. Despite the establishment of the Protection of Personal Information Act (POPIA) to safeguard personal information, many healthcare providers in the sector continue to experience challenges adhering to its provisions. These challenges often lead to repeated unauthorised disclosures, inconsistent record management, and inefficient confidentiality procedures, further hindering compliance. This study examined strategies for maintaining compliance with the Protection of Personal Information Act at Tshwane healthcare centres in South Africa. A quantitative multimethod research approach was employed. Questionnaires were supplemented with interviews (conducted with only eight managers), observations and content analysis. The sample consisted of 95 participants working within records and information management departments across six healthcare institutions, three from the private sector and three from the public sector. The participants were selected using a purposive or judgemental sampling method. The data were analysed thematically in accordance with the study objectives. The results revealed key challenges, including limited employee awareness of the Act, insufficient training initiatives and a general absence of documented procedures to guide POPIA practices. Activities such as breach notification, secure data handling, and the appointment of information officers were consistently applied across facilities. The study recommends strategic interventions, including comprehensive training for all healthcare practitioners, the establishment of clear, accessible POPIA policies, and the appointment of information officers to oversee compliance. Additionally, institutions should implement ongoing monitoring, review, update and communicate rights transparently to patients. The study proposed a framework for maintaining compliance with POPIA and ensuring strict adherence to protecting patients’ personal information.

Archives and records management Fourth Industrial Revolution skills and competency requirements on the job adverts in Botswana

2025-12-13T11:03:39+00:00

The Fourth Industrial Revolution (4IR) requires archives and records management professionals to have appropriate skills and competencies to remain relevant and survive disruptions brought about by 4IR technologies. Several studies conducted in Botswana have revealed that archives and records management professionals in Botswana lack the appropriate skills and competencies required to manage records generated by digital systems. The 4IR, or Industry 4.0 as it is also known, requires a multiplicity of knowledge, competencies, and skills for records and information management professionals. The purpose of this qualitative study, therefore, seeks to provide a content analysis of job adverts in archives and records management in Botswana between the years 2015 and 2021 with a view to ascertaining whether knowledge, skills and competencies required by employers mirror job requirements for archives and records management professionals in a 4IR environment. The findings revealed that job adverts for archives and records management professionals have soft skills and competencies required by employers in Botswana, and are relevant for the 4IR. Furthermore, it was revealed by the study that the qualifications preferred by employers are a degree qualification in archives and records management. However, the job adverts lack hard skills requirements and competencies in 4IR technologies such as cloud computing, blockchain technology, artificial intelligence and machine learning. The study therefore recommends that, where appropriate, archivists and records managers should retool and acquire skills and competencies required by the job market in the context of a 4IR work environment.

Enhancing recordkeeping in Tanzanian public universities through robust records disaster preparedness

2025-12-12T23:43:37+00:00

This paper focuses on the extent to which disaster preparedness is embedded in recordkeeping practices in Tanzanian public universities. The study employed a quantitative research approach, and a cross-sectional research design was used to collect data. The study targeted a population of 89. Since the population of the study was relatively small, the census sampling technique was used. The study revealed that recordkeeping in public universities was exposed to risks. The risks identified included pest infection, rodents, computer system failure, fire, unauthorised intrusion, floods, leaking roofs, sabotage, and explosions. Considering the study findings, the study recommends formulating risk management committee teams comprising recordkeeping officials and reviewing risk management policies to ensure that recordkeeping components are incorporated to minimise threats and risk exposure for public universities.

Managing the electronic records management system at the Workers’ Compensation Fund in Dar Es Salaam, Tanzania

2025-12-12T23:48:22+00:00

https://dx.doi.org/10.4314/jsasa.v58i1.11

ISSN: 1012-2796

©SASA 2025

This study examines the challenges encountered in managing the electronic records management system (ERMS) within institutional settings, focusing on the Workers Compensation Fund (WCF) in Dar es Salaam, Tanzania. The study specifically aimed to identify the technical and administrative challenges that hinder effective ERMS implementation and to propose feasible strategies for overcoming these challenges. A descriptive research design was adopted, combining both qualitative and quantitative approaches. Data were collected from 106 WCF employees using questionnaires, interviews, and observations. Quantitative data were analysed using IBM SPSS Version 20 and Microsoft Excel, while qualitative data were subjected to content analysis to extract recurring themes and patterns. The findings revealed that technical challenges included frequent power fluctuations, delayed system backups leading to failures, inadequate modules in claims processing, and weak system integration that results in inconsistencies of information. Administrative challenges, on the other hand, comprised a shortage of well-trained personnel, limited awareness and technophobia among users, and the absence of a clear legal and policy framework to guide ERMS operations. These challenges collectively constrain the effective management of records, reduce workflow efficiency, and compromise data integrity and service delivery at the WCF. The study concludes that although supportive policies such as the Public Records and Archives Management Act (2002), the Records and Archives Management Policy (2011), and the National ICT Policy (2003) exist, their implementation and enforcement remain weak. Therefore, institutional commitment, strong governance, and technical investment are critical to realising the full potential of ERMS in public organisations. The study recommends strengthening the internal ICT support system, formulating and enforcing an updated legal framework for ERMS, and enhancing collaboration with the Electronic Government Authority (EGA) to provide technical oversight and continuous support. Regular in-service training, adequate funding, and infrastructural upgrades are also essential to sustain ERMS efficiency.

Implementation of a records classification system for proper recordkeeping in the Northwest Provincial Department of Community Safety and Transport Management, South Africa

2025-12-12T23:52:29+00:00

This research focused on the implementation of a file plan for proper recordkeeping by the Department of Community Safety and Transport Management (DCSTM). The study sought to assess the implementation of the records classification system with the intention of identifying gaps leading to recommend solutions for its possible improvement. The research followed a post-positivist paradigm with the use of a quantitative approach, which was comprised of a survey design. A self-administered questionnaire was used to collect data. The researchers received ethical clearance from the University of South Africa College of Human Sciences Research Ethics Committee. The findings revealed that the DCSTM is struggling to implement the approved file plan, rendering the document not useful for the department. This has negatively affected the retrieval of information. In addition, the researcher found that there was a lack of training and awareness in terms of the records classification system. The research recommends the comprehensive implementation of the file plan coupled with training and awareness.

Application of the system development life cycle for the implementation of an electronic document and records management system in the public service of Namibia

2025-12-13T08:15:50+00:00

As part of public sector reform, the government of Namibia has embarked on an e-government initiative that has led to an increase in the creation of electronic records. The study on which this paper is based assessed the application of the system development life cycle on the implementation of an electronic document and records management system (EDRMS) in the public service of Namibia. The study was informed by a pragmatic research paradigm, applying an embedded single-case study research design within a concurrent mixed methods research approach. The data collection methods for the qualitative part were interviews and observation, and a survey for the quantitative part. The study population comprised the 16 offices, ministries and agencies, which had gone live (EDRMS was up and running) and the users of the EDRMS. Purposive sampling was used to select 48 interview participants, consisting of one of the following from the 16: senior managers, IT and record-keeping staff. A sample of 112 system users for the survey was drawn by applying the lottery method. Quantitative data were analysed for descriptive statistics using SPSS, and content analysis was used for the qualitative data. The findings showed that the public service of Namibia had not properly applied the system development life cycle in its implementation of the EDRMS. The feasibility study to determine the users’ needs did not include all the beneficiaries. There was poor communication and user involvement in the implementation process. Management support and commitment, as well as change management, were reported to be lacking. These shortcomings led to a less-than-satisfactory uptake of the system by the users. The study recommends that the Office of the Prime Minister (OPM) should conduct a feasibility study of each office, ministry and agency (OMA) to determine the sizes, the structures, the degree of customisation required and the core functions of business practice across the OMAs. Another recommendation is a flexible framework to drive the implementation of an EDRMS that draws from more than one SDLC model.