Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa <p>The journal publishes&nbsp;original articles and book reviews in English on archival science, records management, information science and oral history. Emphasis is on empirical research. However, opinion papers and articles of high quality on&nbsp;theoretical aspects will be considered. The focus is on research results, case studies and reports of innovative projects. This journal is especially useful to professionals, academics and students in the archives, heritage, museum and records management fields.</p> <p>Other websites related to this journal:&nbsp;<a title="http://www.saarchivist.co.za/content/publications" href="http://www.saarchivist.co.za/content/publications" target="_blank" rel="noopener">http://www.saarchivist.co.za/content/publications</a></p> en-US Copyright belongs to the South African Society of Archivists emarutns@unisa.ac.za (Dr Ngoako Marutha) administrator@saarchivist.co.za (Administrator (Unathi)) Wed, 16 Dec 2020 00:00:00 +0000 OJS 3.1.2.4 http://blogs.law.harvard.edu/tech/rss 60 Records management procedures and service delivery in private universities https://www.ajol.info/index.php/jsasa/article/view/202306 <p>The effectiveness of delivery of services in universities lies in their ability to develop and adopt records management procedures to assist staff in managing records. This study utilised life cycle model to discuss records management procedures and service delivery in universities, with particular emphasis on the Islamic University in Uganda (IUIU), a private university. The objectives were to find what types of records were being generated and their formats, establish who is responsible for managing the records, and eventually, make suggestions for improvement. The purposive sampling approach was used to select top managers and heads of departments in the university while simple random sampling was used to select administrative assistants. Data was collected using a questionnaire, interviews, observation and document analysis. Quantitative data was analysed using descriptive statistics and qualitative data was analysed using interpretative analysis. The findings revealed that although IUIU maintained both manual and electronic records, it lacked adequate records management procedures and records were managed on an ad hoc basis. There was also a shortage of trained records management personnel, leading to challenges with the creation, distribution, use, maintenance and disposal of records, which affected service delivery. The study recommended that IUIU should develop and adopt records management procedures to ensure that there is a standard approach to managing records.</p> David Luyombya, Salmah Ndagire Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202306 Wed, 16 Dec 2020 00:00:00 +0000 Digitisation of records and archives at two selected state universities in Zimbabwe https://www.ajol.info/index.php/jsasa/article/view/202307 <p>This study focused on the digitisation of records and archives at two selected state universities in Zimbabwe, namely Zimbabwe Open University (ZOU) and Harare Institute of Technology (HIT). The specific objective was to evaluate the legal and statutory frameworks for managing the digitisation of records and archives at the state universities. The legislative and statutory imperatives in Zimbabwe, the exponential growth in digitised records and archiving in the state universities and the lack of capacity of records personnel with regard to the management of digital records and archives, motivated this study. The records of the state universities are stored on network servers that the university can access. However, individual users are often able to copy or move them to individual desktops and portable devices that are beyond the university’s control. The study adopted a mixed methods convergent parallel research design and collected data through questionnaires and interviews. The data collection instruments provided both quantitative and qualitative data. Quantitative data were analysed using the SPSS analytical software package, while qualitative data were organised into broad themes and the content reported in narrative form. The findings were that both respondents and participants understand the records management functions in their universities and both state universities are busy creating policies and procedures for the digitisation of records and archives in their business transactions. The findings further indicated that the two state universities were digitising their records and archives using untrained personnel. Legislation, policies, and standards and procedures were not enforced. This exposed the materials to major threats and risks in terms of their integrity, security and authenticity. The study recommended that there the legal and statutory frameworks must be formulated, implemented and enforced to cater for the digitisation of records and archives at state universities in Zimbabwe.</p> Godfrey Tsvuura, Patrick Ngulube Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202307 Wed, 16 Dec 2020 00:00:00 +0000 eDiscovery readiness at the Ministry of Transport and Communications in Botswana https://www.ajol.info/index.php/jsasa/article/view/202309 <p>This article presents the findings of the study which sought to assess e-discovery readiness at the Ministry of Transport and Communications (MTC) in Botswana and make recommendations to improve the e-discovery process. The assessment adopted the Document Labs’ (Doculabs) Discovery Maturity Curve to examine: the e-discovery process; policies, procedures, and guidelines of e-discovery; and information organisation. Both qualitative and quantitative data collection tools were used. Semi-structured interviews with the records manager and IT manager were carried out to gain an insight into the state of e-discovery at the MTC and to allow the participants to describe the phenomena. With regard to quantitative data, the respondents were selected from 56 staff members in the IT, records management and administrative division, as they deal with the management of records. Data was analysed thematically and presented according to the objectives of the study. The study established that MTC was not e-discovery ready as the components that determine success in e-discovery such as undefined e-discovery processes, lack of policies, procedures as well as guidelines that promote successful e-discovery and the lack of a data map were not there. It is recommended that to be successful in e-discovery, MTC needs to develop and implement policies, procedures and guidelines for e-discovery; e-records retention policy; and a data map.</p> Katlego Ncaagae Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202309 Wed, 16 Dec 2020 18:59:40 +0000 Prison breakthrough https://www.ajol.info/index.php/jsasa/article/view/202310 <p>There is a consensus among researchers that information systems brought and continue to bring a fourth revolution in organisations around the world. These systems made an immense contribution by incorporating various functions into one system, thus enhancing the capabilities of organisations with minimum work effort. Correctional facilities have also made the break to add information systems in prisons for better decision-making. This study utilised literature review to critically examine the use of information systems within the correctional facilities in African countries with a view to determine how the resultant records from the system are managed. Findings reveals that information systems used in prisons have simplified the flow of information and the records management functions in correctional facilities in some African countries. However, the majority of correctional facilities in countries such as South Africa are still using the traditional method of records management mostly because of financial constraints and lack of support from the government. The study recommends that correctional facilities should consider exploring the possibility of benchmarking and collaborating with other key sectors for effective implementation of information systems and management of resultant records.</p> Lungelo Sanele Mbatha, Lungile P. Luthuli, Tlou Maggie Masenya Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202310 Wed, 16 Dec 2020 19:09:14 +0000 Application of modern technologies in the management of records in public libraries https://www.ajol.info/index.php/jsasa/article/view/202311 <p>Many organisations, including libraries and information centres are struggling to manage their records. Effective management of records ensures the public library’s ability to function effectively and provides documentary evidence of scholars and citizens. Recently, modern technologies such as blockchain, cloud computing and Internet of Things (IoT) have increasingly been adopted by various organisations to manage records while other organisations are slow to adopt them. Public libraries are positioning themselves to take this advantage by implementing innovative technologies to manage their records. This study utilised literature review to investigate the application of modern technologies in managing records in public libraries with the view to highlight how these technologies can revolutionise library practices. The study established that although public libraries acknowledge the importance of modern technologies such as blockchain, cloud computing and Internet of Things in managing their records, these technologies are being slowly adopted due to lack of information technology infrastructure, technical support, and knowledge and skills. Therefore, all these challenges made it difficult for librarians and information professionals to maximise the benefits of these technologies and they struggle to see how these technologies can be incorporated into their institutions. Public libraries thus need to better understand best practices for records management, which may go a long way in influencing library policy to support records-management processes. The study recommends that public libraries consider exploring collaborating with other sectors such as archival services to implement modern technologies for the purpose of managing records.</p> Tlou Maggie Masenya Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202311 Wed, 16 Dec 2020 19:14:38 +0000 Lost and found https://www.ajol.info/index.php/jsasa/article/view/202312 <p>In this paper, the author demonstrates that there is a range of primary sources on the Human Sciences Research Council (HSRC), South Africa’s foremost non-teaching social science research body and its predecessor, the South African National Bureau for Educational and Social Research, lodged in the country’s conventional and unconventional archives. The Central Records Department at Wits University is an example of the latter. Initially, scholars believed that the bulk of primary sources on the institution were not available. This has greatly affected the writing of the institution’s history and as a result it remains largely undocumented. This paper demonstrates that raw material on the institution can be and has been located through systematic research in various depositories around South Africa. The paper gives an overview of materials on the institution lodged in different archives and describes typical examples. Such primary sources can greatly assist scholars with a research interest in the HSRC and its predecessor, the Bureau.</p> Brown Bavusile Maaba Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202312 Wed, 16 Dec 2020 19:19:45 +0000 Strengthening public sector records management through the Information Regulator in South Africa https://www.ajol.info/index.php/jsasa/article/view/202313 <p>The Information Regulator in South Africa is charged with the responsibility to regulate access to information. The implementation of the access to information legislation is heavily dependent on proper records management in the public sector; however, there is consensus among researchers that records are poorly managed in the public sector. The purpose of the study is to describe how records management in the public sector in South Africa can be strengthened through the Information Regulator. This qualitative study utilised document analysis and literature review for data collection. The study was limited to one mandate of the Information Regulator, which is the Promotion of Access to Information Act (PAIA). The PAIA was analysed to contextualise the correlation between the Act and records management in the public sector. The study found that the successful implementation of specific sections of the PAIA is dependent on proper records management. While it is acknowledged that the Information Regulator is making inroads into records management space, the study recommends that extra effort needs to be made to strengthen collaboration with the National Archives and Records Service of South Africa, which is charged with a statutory regulatory role for records management in public bodies. A framework was developed to outline the role that the Information Regulator can play to strengthen records management service in the public sector.&nbsp; &nbsp;</p> Makutla Mojapelo Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202313 Wed, 16 Dec 2020 00:00:00 +0000 The role of records management in ensuring good governance in Africa https://www.ajol.info/index.php/jsasa/article/view/202314 <p>Proper records management is central to the promotion of good governance. Africa is a continent which has generally been riddled with poor governance. Principles of good governance such as accountability, transparency and the rule of law are ascertained with available records. Poor records management practices promote bad economic practices such as corruption and fraud. An assessment of the performance of government can thus be realised through proper records management and access to information. Good records management practices therefore lead to good governance and vice versa; thus, the role of records management in promoting good governance cannot be overemphasised. However, there are some likely impediments that may hinder the promotion of good governance through records management in the African context. This paper explored the role played by records management in ensuring good governance in Africa. It then suggests strategies to promote good governance through proper records management practices. The paper contends that outdated archival laws, backlog of unprocessed records and absence of access to information laws in some African countries are the major impediments to the promotion of good governance. The paper recommends an amendment of outdated laws and the promulgation of access to information legislation as major initiatives, among others, which put records management in the forefront of promoting good governance in the continent.</p> Olefhile Mosweu, Donald Rakemane Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202314 Wed, 16 Dec 2020 19:33:30 +0000 Preservation strategies for student affairs records at the University of Venda in South Africa https://www.ajol.info/index.php/jsasa/article/view/202315 <p>Student affairs records are essential components in addressing basic functionalities in the university environment as they serve diverse purposes such as the life of a student on the campus. However, these records are often not preserved properly especially at universities in rural settings.&nbsp; &nbsp;This study assessed student affairs records, with consideration to preservation strategy at the University of Venda in South Africa. Data were collected through interviews with ten purposively selected staff members from student affairs division. The key findings reveal that while the university has an archive service within the library, the responsibility of preserving student records lies with records management division that resides within the registrar’s office. However, there is no preservation strategy for student affairs records. It is concluded that collaboration between student affairs and records and archives department enhance to collect the student affairs records. A comprehensive study on the management of student affairs records in South African universities is recommended.</p> Sidney Netshakhuma Copyright (c) 2020 Journal of the South African Society of Archivists https://www.ajol.info/index.php/jsasa/article/view/202315 Wed, 16 Dec 2020 00:00:00 +0000