The management of electronic records in Botswana, Namibia and South Africa: Opportunities and challenges

This study focuses on the opportunities and challenges in the management of electronic records in Botswana, Namibia and South Africa. It explores the background to information communication and technology (ICT) development and how it impacts on recordkeeping practices in the three countries. In addition, it examines strategies employed by the national archives of the three countries in the management of electronic records. ICT is impacting on the way organisations function and is playing an important role in the information society. In spite of this, the information and records generated by use of this technology are not properly managed. This is posing a threat to accountability and good governance. This study outlines and examines the environment in which ICT in the three countries is developing. Further, the study exposes the computerisation strategies in government agencies and examines the role of the national archives in the management of electronic records in these countries. In doing the above, data was collected using questionnaires, interviews and discussions with key personnel within the ICT industry, government agencies and national archives in the three countries. ICT infrastructure was found to be limited in rural areas resulting in a need to bridge the urban-rural divide. A need to review policies and coordination frameworks in ICT development was identified. Further, ICT development was limited due to scarce human and financial resources. However, governments in the three countries, together with the private sector were making significant efforts. The increasing use of ICT in the three countries has impacted on recordkeeping practices in government agencies by enabling creation, capture, maintenance, use and disposition of electronic records. In Botswana and Namibia no policies and procedures were found to be in place to enable the management of electronic records whereas these were present in South Africa. Gaps were identified in staffing levels and professional training for the management of electronic records in the three countries. It was found that Botswana and Namibia do not have clearly laid out strategies for managing electronic records whereas such strategies do exist in South Africa. Amongst the three countries, South Africa emerged as a good model of a country that has updated its legal provision to enable the management of electronic records. In spite of the challenges faced, ICT has developed well and impacted positively in recordkeeping in the three countries. South Africa has taken great strides in developing policies, procedures, strategies and legislation for the management of electronic records in government agencies. Botswana and Namibia are seen as lagging behind in these areas. The study end, by making a number of recommendations, including the need for training and human capacity building for the management of electronic records

Memoirs of an archivist: festschrift in honour of Prof Mnjama

As a commemoration of Professor Nathan Mwakoshi Mnjama’s benevolence in archives and records management, Memoirs of an archivist: festschrift in honour of Prof Mnjama offers an excellent volume of essays that recognise his contribution to the archival profession in east and southern Africa. Prof Mnjama is one of archival leaders who pioneered the issue of ‘migrated archives’ following the cry that perturbed most African countries post-colonization. This festschrift covers Mnjama’s work on migrated archives, from the humble beginning as an archivist at the National Archives of Kenya, where he was seconded to United Kingdom to tackle ‘migrated archives’. It also covers his journey as an academic both at Moi University and the University of Botswana, where he supervised many students. Individuals, scholars, academic institutions, and private entities interested in understanding the transition of archives through a ‘mirror-image’ of the practical experiences and impact made by a leading archivist will find this festschrift stimulating and worthwhile.Information Scienc

Management of Electronic Mail: A Challenge for Archivists and Records Managers in Botswana, Namibia and South Africa

While the use of electronic mail (e-mail) is common in most government agencies, there seem to be no proper systems and procedures in place for the systematic capture and management of this format of records. A study I carried out in Botswana, Namibia and South Africa, which forms part of my PhD thesis, found that most government agencies in Botswana and Namibia do not have policies that guide the creation and management of e-mails whereas these exist in South Africa. This article looks at the use of e-mail in government agencies and how the records generated are handled. Further, the article argues that archivists and records managers need to be seriously involved in advising record creators on proper capture and management of records generated by use of e-mail systems as these form an important part of the organisations' recordkeeping system. Keywords: Electronic Mail, Botswana, Namibia, Recordkeeping, South Africa ESARBICA Vol. 27 2008: pp.72-8

Policies and Procedures for the Management of Electronic Records in Botswana, Namibia and South Africa

This article focuses on policies and procedures for the management of electronic records in Botswana, Namibia and South Africa. Using the data collected in 2003 and 2004 as part of the author's doctoral research, the article reports that policies and procedures for the management of electronic records were non-existent in Botswana and Namibia. These policies and procedures are, however, important for directing and guiding records officers on better approaches to the management of electronic records. In contrast, South Africa was advanced in the area of policy development. The article makes recommendations on how Botswana and Namibia could proceed in their effort to develop policies and procedures for the management of electronic records in their countries

Management of electronic records in Botswana, Namibia and South Africa : opportunities and challenges

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Automated Records Management Systems in the ESARBICA Region

Significant advances have been made in recent years in the study of archives administration and records management. This research stream has seen archives and records management becoming an important theoretical issue receiving considerable attention from researchers within the fields of information management and systems. Many researchers in their contributions have found that archives and records which form a part of a wide range of information resources are as important to organizations as human and financial resources and that their management is important. Equally important is understanding the relationship between “memory” and “archive”, “event “ and the “record”, and “justice” and the “law”. These issues might appear superfluous but evidence from South Africa’s Commission for the Restitution of Land Rights gives credence to the archivist’s need to grapple with these issues. Computers have increasingly occasioned new dynamics in archives administration and records management. It is evident that the shift is from traditional record keeping systems to computerization and management of electronic records. With increased government activities there has been increased data, and computerization will ensure timely services and easy storage of information. The advent of computers has brought new problems for the archivist in transference from manual systems to automated ones, as it is possible for information to be distorted. As Bearman would have asked, “do electronic records tell the truth?” Attempting to understand the myriad of questions takes us to automating archival information systems and managing electronic records; archival institutions, other organizations, public and private sectors. Automating archival information systems includes assimilating the arcades of memory and hallways of events; conversion of existing records and data. On the other hand, managing electronic records incorporates specifications, strategies and considerations for capturing, handling and accessing such records. Archival institutions were for a long time bastions of old records and have now become banks of information, reservoirs of data and shopfloors for information creators and consumers of information. Latter day archivists work with other professionals such as auditors, systems designers and IT specialists, risk analysts and other stakeholders in both the private and public sectors. For example, IT specialists design systems for the management of electronic records in collaboration with archivists. Information in electronic format has increased dramatically and it will continue to grow as many office transactions that have been paper-based are now performed electronically. With the massive shift from paper to digital information a lot of emphasis has been placed on the management of electronic information. This involves automating services such as online databases and using websites as a source of distribution of key documents such as policies, manuals and other publications. ESARBICA Journal Vol.21 2002: 41-4

A Critical Review of the Literature on Electronic Records Management in the ESARBICA Region

This article provides a critical review of existing articles addressingthe management of electronic records in the Eastern and SouthernAfrican Regional Branch of the International Council on Archives(ESARBICA) region. The article argues that while the literature indeveloped countries has come up with practical solutions to themanagement electronic records, this has remained theoretical in mostdeveloping countries. In particular, the article argues that the literaturein the ESARBICA region has not provided sufficient guidancethat could help practitioners deal with the management of electronicrecords in this developing region. Further, the article concludes thatacademics in the area of archives and records management need togenerate challenging debates based on critical thinking that can helppractitioners come up with practical solutions to the management ofelectronic records in the region

Costing and Budgeting for Preservation and Conservation in the East And Southern Africa Regional Branch of the International Council on Archives (ESARBICA) Region

Within the Eastern and Southern Africa Regional Branch of the International Council on Archives (ESARBICA) region, little or no information is available on budgeting systems for archival institutions in the region to enhance preservation and conservation programs. Preservation and conservation requires both economic time management and fiscal prudence. With limited budgets throughout the region, there is an acute need for proper budgeting and costing in an effort to maximize the limited resources. This paper attempts to highlight the importance of budgeting and costing in conservation and preservation practices by archival institutions in the ESARBICA region. The paper concludes by proposing the need for preservation and conservation managers to formulate a deliberate and conscious strategy aimed at promoting best and sound accounting practices to ensure maximization of resources. This would convince the skeptics of the necessity of channeling more funding to promote preservation and conservation activities. ESARBICA Journal Vol.23 2004: 68-7

Data protection in Botswana: opportunities and challenges for records management

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

Records management as a means to fight corruption and enhancing accountability in Botswana

Botswana is the only country in sub-Saharan Africa to have sustained uninterrupted record of liberal democracy and political stability as well as good governance since independence. However, as observed by Transparency International, there is evidence to suggest that even the most democratic countries are prone to corruption. This article, therefore, contends that corruption of various kinds does exist in Botswana and that efforts should be made to fight it if the country is to uphold its democratic stability and good governance and retain its accolades as an “African success story” and “An African Miracle”. The article discusses fundamental flaws in Botswana’s anti-corruption strategy and argues particularly that proper recordkeeping, albeit important, is not recognized as essential to the country’s anti-corruption strategy. Further, the article argues that inappropriate records management aid corruption and non accountability and that proper records management is imperative in corruption prevention and accountability. It is recommended that Botswana’s anti-graft strategy should be revamped to inter alia include proper recordkeeping and new legislation. The article particularly proposes stringent measures to modernize record keeping in the public sector as this would aid accountability and prevention of corruption