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This paper presents the challenges of post custodial management of digital records in the context of Botswana. This is a qualitative study which used a focused review literature supplemented by interviews with seven (7) purposively selected records management experts. The study has revealed that the post-custodial management of digital records is a challenging vocation in Botswana. Such challenges include poor information and communication technology infrastructure, lack of capacity for digital records management, and an inadequate legal and policy framework conceptualized upon the capability to guide digital records preservation. These challenges suggest that records creating agencies may not be prepared and capacitated to manage digital records in a post custodial context. This study recommends that funds be made available to Botswana National Archives and Records Services to set up a digital archive that meets best practice standards in digital records preservation. [ABSTRACT FROM AUTHOR]

The deployment of digital systems in the delivery of public services by the Government of Botswana has seen an increase in the generation of digital records. Without preservation efforts over time, the continued availability of digital records is not guaranteed. The reverse side of this is that a focused records preservation regime ensures access to and accurate digital records in the long term, regardless of the challenges of media failure and technological change. Lack of an adequate legal and policy framework on digital material preservation; gaps in human resources in terms of knowledge, skills, and competencies to drive digital material preservation; lack of appropriate standards for digital records preservation; and limited collaborative efforts towards digital records preservation are some of the challenges in digital records preservation in Botswana. Despite these challenges related to digital records preservation, developing countries in Africa are increasingly embracing the use of cloud computing technology for the management and preservation of digital records due to its benefits. In the developed world, cloud computing has matured into a viable option for the management and preservation of digital records. This study utilised a review of literature, supplemented by document analysis, to propose a framework for digital preservation of records in the cloud in the context of e-government in the Botswana public sector. It is guided by concepts from the Policy, Strategy and Resources troika model as a lens to frame the study. The model provides the key elements of policy, strategy, and resources as necessary for the preservation of records in Botswana's public sector, using cloud computing as a platform. The proposed framework for the preservation of digital records may benefit public sector organisations that endeavour to adopt cloud computing for records preservation. [ABSTRACT FROM AUTHOR]

This paper aims to determine the inclusion of specified Fourth Industrial Revolution (4IR) technologies in the curriculum of library and information schools at the University of Botswana in Botswana (UB) and the University of Fort Hare (UFH) in South Africa. The said 4IR technologies are cloud computing, artificial intelligence and machine learning as well as blockchain technology. This study used content analysis on the website of the two universities, documentary review and literature as data sources in the endeavour to resolve the research problem. The two universities were selected purposively because they were comprehensive universities using the South African context. In addition, the selection was also informed by the LIS curriculum offered by the universities. The study revealed that UB offered a Bachelor of Information and Knowledge Management with specialisation in archives and records management, knowledge management, and library and information studies, and the Bachelor of Information Systems (information management). At postgraduate level, the UB offered a master's degree in archives and records management, a master's degree in library and information studies, and a Master of Philosophy/Doctor of Philosophy in Library and Information Studies. UFH offered a Bachelor of Library and Information Science and a Postgraduate Diploma in Archives and Records Management at undergraduate and the postgraduate levels. Regarding the inclusion of the specified 4IR technologies in their curriculum offerings, the study found that both the UB and the UFH were not included. The study recommends the inclusion of the specified 4IR technologies in the library and information science school to prepare graduates for the disruptive 4IR work environment. [ABSTRACT FROM AUTHOR]

Records are important assets in the decision-making process and promote transparency and accountability. The successful provision of educational and training services in public schools relies on reliable and authentic records. Thus, evidence-based decision-making can help address the challenges in the basic education sector in public schools. The challenges manifest as weaknesses between the different sectors and departments responsible for early childhood development services and poor quality of school education outcomes in public schools. The said challenges were identified in the National Development Plan 2030 and their resolution can contribute to the achievement of education and training goals. The main purpose of this study was to outline the role played by records and information management in supporting evidence-based decision-making in public schools in South Africa. This study adopted the qualitative research approach and used content analysis to identify challenges hindering national development plan goal achievement in the basic education sector. A content analysis of available literature consisting of policy documents, internet sources, books and journal papers was used to identify and describe the challenges and propose solutions. It is guided by the Association of Records Managers and Administrators' Generally Accepted Record Keeping Principles as a framework. The study found that poor educational outcomes could be improved through proper records management practices enabling evidence-based decision-making to thrive. The study recommends that governmental bodies in South Africa utilise the power of records and information management to enable goal achievement, with the professional assistance rendered by the National Archives and Records Service of South Africa (NARSSA) and provincial archives. [ABSTRACT FROM AUTHOR]

National archival agencies are mandated to manage public sector archives and records. They provide guidance by issuing, among others, guidelines, policies, and procedures. With advances in technology, and in the spirit of e-government, it is expected that national archival agencies should have websites through which key documents that provide guidance on the management of archives and records are made accessible online. The purpose of this study was to compare the websites of Botswana National Archives and Records Services (BNARS) and the National Archives and Records Services of South Africa (NARSSA) with specific reference to key documents providing guidance on the proper management of public archives and records. This study is qualitative and obtained data from a content analysis of the websites of the two organisations. These were supplemented by interviews from selected key officers responsible for public archives and records management programmes. It is notable that BNARS has a website that can be accessed through Botswana's Department of Information Technology. On the website, the only downloadable guidance document is an archives search room inquiry form. Comparatively, NARSSA has a more comprehensive website with downloadable guidance documents such as file plans, templates records management policies, records retention and disposable schedules, and functional specifications for electronic records management systems, to mention just a few. It is recommended that BNARS should have a comprehensive website with guidance documents posted on it to provide guidance for proper public archives and records management practices. [ABSTRACT FROM AUTHOR]

Determining the authenticity of digital records to support the audit process is problematic due to a lack of criteria to declare the authenticity of records. This study is part of a larger study (Mosweu 2018) that explored the authenticity of records in a government accounting system in Botswana. The current study utilised a literature review to demonstrate the need for a framework for digital diplomatics of records to support the audit process in a government accounting system in Botswana. The study used concepts from archival diplomatics as a theoretical lens. It was established that records in a government accounting information system are presented to auditors even when their authenticity is questionable, leading to their rejection as audit evidence. A framework is suggested with the hope that, if implemented, it would transform public sector audit processes and lead to improvements in accountability for monies expended as the government delivers services to the people. [ABSTRACT FROM AUTHOR]

The purpose of this paper was to assess whether Botswana’s Government Accounting and Budgeting System (GABS), an enterprise resource planning (ERP) system, generates digital records and maintains them as authentic over time. GABS was deployed by the Accountant General’s Department (AGD) in the Ministry of Finance and Economic Development (MFED) to manage accounting and financial management processes from budgeting to expenditure. Business applications such as ERPs generate digital records whose authenticity over time may not be guaranteed because, by design, they are not recordkeeping systems. This qualitative study used concepts influenced by archival diplomatics as a theoretical lens to assess the authenticity of records generated and stored in GABS. Data was collected through systems analysis and interviews with purposively selected information and communication technology (ICT) professionals at AGD. The study found that GABS generates authentic digital records as theorised by archival diplomatics. The records are thus authentic enough to support auditing processes in the public sector of Botswana. [ABSTRACT FROM AUTHOR]

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. [ABSTRACT FROM AUTHOR]

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. [ABSTRACT FROM AUTHOR]

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. [ABSTRACT FROM AUTHOR]

Authenticating digital records to support the audit process requires appropriate skills and competencies. The Government of Botswana implemented a government-wide enterprise resource planning (ERP) referred to as the Government Accounting and Budgeting System (GABS) in order to improve financial management in the public sector. However, records professionals and auditors are not trained on how to authenticate records stored in GABS. This qualitative study sought to establish the skills and competencies required to authenticate digital accounting records in GABS. Interviews were conducted with a purposively selected sample of records management professionals, information and communication technology (ICT) professionals, and auditors from the Department of Botswana National Archives and Records Services, Accountant General's Department, Department of Internal Audit, Office of the Auditor General of Botswana, Department of Corporate Services and the Department of Information Technology (DIT). The study established that digital forensic knowledge of the types of integrity, processes of access, reproduction, identification and extraction is needed in order to authenticate digital records. However, such skills are lacking in the public sector in Botswana among records professionals and auditors. The study recommends continuous capacity-building training for records management professionals and auditors to enable them to keep up with technological developments and to operate effectively in the face of the everchanging ICTs. [ABSTRACT FROM AUTHOR]

Enterprise Resource Planning (ERP) systems are often implemented in the public sector value chains for purposes of improving business processes. In 2004, the government of Botswana implemented the Government Accounting and Budgeting System (GABS), an ERP to facilitate improved management of financial records. The custodian of the system is the Accountant General's Department (AGD) in the Ministry of Finance and Economic Development (MFED). This descriptive study adopted a qualitative approach and collected data through interviews and documentary analysis. The study sample was selected purposively from six (6) departments with the mandate of each as a determining factor in relation to answering the research questions. The collected data were analysed thematically in accordance with research objectives. The main purpose of this study was to investigate records management practices related to the management of authentic digital accounting records generated and stored in GABS to support the audit process in Botswana's public sector. The study revealed that although there is a national legislative and policy framework in place, it has not been operationalised through guidelines and procedures to guide the management of digital records generated by the system. Furthermore, records retention and disposal through the system have not been catered for, resulting in the system being clogged by old records since it was commissioned in 2004. Amongst others, this study recommends the development and implementation of guidelines and procedures to guide the management of records produced by the system. [ABSTRACT FROM AUTHOR]

Most curriculum components of archival graduate programmes consist of contextual knowledge, archival knowledge, complementary knowledge, practicum, and scholarly research. The practicum, now commonly known as experiential learning in the global hub, is now widely accepted in library and information studies (LIS) education as necessary and important. It is through experiential learning that, over and above the theoretical aspects of a profession, students are provided with the opportunity to learn by doing in a workplace environment. The University of Botswana's Master's in Archives and Records Management (MARM) programme has a six weeks experiential learning programme whose purpose is to expose prospective archivists and/or records managers to the real archival world in terms of practice as informed by archival theory. The main objective of the study was to determine the extent to which the University of Botswana's experiential learning component exposes students to real-life archival work to put into practice theoretical aspects learnt in the classroom as intended by the university guidelines. This study adopted a qualitative research design and collected data through interviews from participants selected through purposive and snowball sampling strategies. Documentary review supplemented the interviews. The data collected were analysed thematically in line with research objectives. The study determined that experiential learning does indeed expose students to the real world of work. It thus helps to bridge the gap between archival theory and practice for students without archives and records management work experience. For those with prior archival experience, experiential learning does not add value. This study recommends that students with prior archives and records management experience should rather, as an alternative to experiential learning, undertake supervised research, and write a research essay in a chosen thematic area in archives and records management. [ABSTRACT FROM AUTHOR]

Background: Cloud-based services are increasingly used by organisations around the world and Africa is no exception. Literature has revealed that organisations adopt them as they offer efficient and cost-effective services. Notably, Africa is generally at an infant stage in the adoption of cloud-computing services in records management. Objectives: This article presents and deliberates on the implications of cloud-computing services in archives and records management in Africa and determines whether such services are challenged by the inherent weaknesses faced by Africa in the digital age. Method: This study adopted a qualitative research approach. It utilised content analysis of the reviewed literature related to cloud computing in records management. Results: Cloud computing offers good tools for organisations to conduct businesses efficiently and improve their records management practices. However, issues related to records storage, jurisdiction, privacy, security and the digital divide, to mention a few, are a challenge that need to be surmounted if Africa is to benefit fully from cloud-based records management services. Conclusion: Although cloud-computing services in records management promise huge benefits for Africa, the continent is not ready to fully embrace such technologies and benefit from them. Actually, cloud-based records management services are an Achilles heel for Africa. [ABSTRACT FROM AUTHOR]

Court records are a vital source of information for the judicial system. They are mainly used by legal researchers, legal practitioners and policymakers for decision-making. The invention of modern technology systems has seen courts around the world adopting electronic systems to manage these records. Consequently, records management has gained prominence since a systematic, efficient and organised records management system is crucial in guaranteeing unbiased decisions through trusted records by the courts. The computerisation of court records has its own challenges that may be peculiar to the justice system in any country. The creation, management and preservation of digital records have an impact on policies, standards, copyright, metadata and other technical issues. Although the use of technologies reduces delays, improves economy, efficiency and effectiveness and promotes confidence in the justice system, due process, impartiality and independence should also be carefully taken into account given the nature and importance of the judiciary. This is especially so when structural and procedural changes, such as the ones driven by the introduction of new technologies, take place. Through a review of literature, this paper seeks to examine the implementation of electronic court records management systems in selected African countries with a view to ascertaining whether the intended objectives for their deployment have been achieved. Generally, this study found that justice systems in the selected countries implemented computerised court records systems and derived some benefits as anticipated. However, the implemented systems were confronted with some challenges that can be resolved in due course to ultimately facilitate the systems to enhance delivery of justice. [ABSTRACT FROM AUTHOR]

Governments in Africa are spending significant funds in their drive towards putting public business processes and services online. Although this drive has different names, such as electronic government (e-government), open government and open data, the motivation is hinged upon achieving overall efficiency and effectiveness in public services and is based on the notion of freedom of information. In Botswana's public services, diverse interventions are being put in place to facilitate business automation and electronic records management. The then-Ministry of Trade and Industry (MTI), now Ministry of Investment, Trade and Industry (MITI), has joined the drive by implementing the Document Workflow Management System (DWMS) as an e-records management system. This study probes the determinant factors influencing meaningful adoption and usage of the DWMS for effective records and information management within MITI. Multivariate analysis is employed to understand which factors have the highest variance in adoption and use of the DWMS. The study utilises the adapted Unified Theory of AccGovernments in Africa are spending significant funds in their drive towards putting public business processes and services online. Although this drive has different names, such as electronic government (e-government), open government and open data, the motivation is hinged upon achieving overall efficiency and effectiveness in public services and is based on the notion of freedom of information. In Botswana's public services, diverse interventions are being put in place to facilitate business automation and electronic records management. The then-Ministry of Trade and Industry (MTI), now Ministry of Investment, Trade and Industry (MITI), has joined the drive by implementing the Document Workflow Management System (DWMS) as an e-records management system. This study probes the determinant factors influencing meaningful adoption and usage of the DWMS for effective records and information management within MITI. Multivariate analysis is employed to understand which factors have the highest variance in adoption and use of the DWMS. The study utilises the adapted Unified Theory of Acceptance and Use of Technology (UTAUT) as the conceptual framework in its design. Quantitative data was collected from a population of sixty-one officers, from which fifty-three (86.9%) responses were received and included in the analysis. Effort expectancy, behavioural intention, social influences and facilitating conditions were the key determinants for adoption and use accounting for 55% of variance. The study identifies to what degree each of the potent factors contribute to adoption and use of the DWMS at MITI. The major limitation of this study is that it was impossible to identify all the factors influencing behaviour intention, as human behaviour is difficult to measure. Other unidentified factors account for 45% of variance not accounted for by the predictor factors. This is an indication that there is a need for an in depth study, preferably a longitudinal study, that critically probes the factors of technology adoption in work processes by a large set of individuals in a developing world context. [ABSTRACT FROM AUTHOR]

Increasingly, public sector organizations are implementing records management systems with a view of improving service delivery. However, adoption and use of these systems has been found to be wanting. This study investigated the factors that influence the adoption and usage of a Document Workflow Management System at the Ministry of Trade and Industry in Botswana using a modified Unified Theory of Acceptance and Use of Technology (UTAUT) as a theoretical lens. The study adopted a survey research design hinged on a positivist approach. A questionnaire, with both open and closed-ended questions, was administered to all 61 Action Officers (with response rate of 87%) who were the key users of the system. The findings of the study indicate that the four major UTAUT constructs accounted for 55% of the variance in explaining behavioural intention to adopt and use the Document Workflow Management System. The study found technophobia, negative attitudes to system use, perceived system complexity and incompatibility with existing information systems as key factors contributing to low adoption and usage of the system. The study proposes a conceptual adoption framework that may be used to guide research and practice in similar contexts. [ABSTRACT FROM AUTHOR]

This study compared and contrasted access to information in Botswana, South Africa and Zimbabwe, with the view to finding disparities and parities and how accessible or inaccessible information is in the three countries. The study reviewed literature on information to access laws in the three countries. The study was qualitative and a case study research design was applied. Document analysis was used to analyse documents which included legislation, research articles, journal publications, PhD theses and reports, inter alia. There is an abundance of research on freedom of information (FoI) conducted by various scholars but none has made a comparative study of the three aforementioned countries. The findings of the study showed that of the three countries, South Africa has a constitution and FoI legislation which better provides for access to information; Zimbabwe has a constitution and FoI legislation which provides for access to information, but has a lot of restrictions; while Botswana has no FoI legislation and the constitution is not clear-cut on issues of access to information. The study recommends the enactment of FoI legislation in Botswana and the amendment of FoI legislation in Zimbabwe in line with the Model Law on Access to Information for Africa and international FoI legislation. The study also recommends that South Africa should work towards implementing provisions set out in its FoI legislation and its constitution. Further, the governments of the three countries are urged to get rid of traditionallegislation which was inherited from colonial masters aimed at depriving locals of access to information. [ABSTRACT FROM AUTHOR]

The quest by the Government of Botswana to leverage the benefits brought about by the utilization of information and communication technologies (ICTs) in the delivery of public services has seen an increase in the implementation of electronic document and records management systems (EDRMS) in the public sector. According to the Commonwealth of Australia (2011), an EDRMS is a software application that manages a range of digital information, including word-processed documents, spreadsheets, emails, images and scanned documents. It combines the features of an electronic records management system and an electronic document management system. The Ministry of Trade and Industry (MTI) implemented an EDRMS, called the document workflow management system (DWMS), for its electronic records. Literature on the implementation of EDRMS shows that certain factors are critical for the adoption of EDRMS, which are referred to as critical success factors. They include top management support, good recordkeeping awareness and practice, early development of a records classification scheme, adequate and ongoing training and support, and well thought through change management strategies. This paper reports on the findings of an empirical study that investigated factors affecting the adoption and use of DWMS by action officers and records officers at the MTI. Although the study was mainly positivistic in nature and was supplemented by an interpretivist approach, this paper reports only the findings from interviews and documentary reviews. The study revealed that change management was poorly handled; top management support was partially lacking; a functional records classification scheme was hastily developed and put to use as part of DWMS implementation; training of system users was inadequate, to mention just a few. This paper posits that the EDRMS implementation is not just about dealing with technological factors as there are other non-technological factors that are critical for its success and these need to be well understood and appreciated by organizations as they contribute to the success of EDRMS implementation. [ABSTRACT FROM AUTHOR]

Purpose – Public sector organisations in the developing world contexts have hugely invested in procuring information management systems such as the electronic document and records management system (EDRMS). The procurement and implementation of these systems come at a huge cost to taxpayers. Unfortunately, most of these systems remain white elephants due to reluctance by the anticipated users to adopt and use them in their information management endeavours. This study aims to understand Action Officers’ perceptions of, adoption and/or usage of the document workflow management system (DWMS) at the Ministry of Trade and Industry in Botswana. The DWMS is one type of EDRMS. Design/methodology/approach – The survey uses a questionnaire distributed in Gaborone, Botswana to gather data on the perceptions of anticipated users of the DWMS. The study used a modified form of UTAUT as a theoretical lens to explore user’s perception on the adoption and use of DWMS at the Ministry of Trade and Industry, Botswana. The population of the study was 68. A total of 53 (86.89 per cent) out of 61 users of DWMS were purposively sampled and responded to the questionnaire. The rest took part in interviews. Findings – Negative attitudes to computers, computer anxiety, the complexity of DWMS and its incompatibility to current working practices influences Action and Records Officers’ unwillingness to adopt and use the DWMS. Research limitations/implications – This study was limited to the Ministry of Trade and Industry (MTI)’s Department of Corporate Services, so its findings cannot be statistically generalized to the MTI as a whole. Another limitation relates to the secretive nature of staff in some government departments which lead them to provide partial information related to the study. Finally, the additional technology adoption factors discovered from interviews (i.e. computer anxiety, incompatibility of DWMS to current work practices, negative attitudes to system use and complexity of the system) have not been empirically tested to ascertain their validity. This provides an opportunity for a future study to empirically test the said additional factors. Practical implications – To mitigate the lower DWMS adoption and usage, robust change management and communication were identified as some of the critical factors that should be considered. The identified factors may be used in drafting a model to aid the implementation of DWMS in Botswana or in a contextually similar environment in the developing world. Originality/value – This study provides empirical evidence from an original study. [ABSTRACT FROM AUTHOR]