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As the responsibility for governments to account and be transparent evolves, access to information is becoming a significant tool in that regard. As such, most countries prioritised access to archives to uphold accountability and transparency, particularly in democratic states. However, for some institutions, access to archives is still a challenge. In this regard, this paper sought to assess the factors that affect access to archives at the Botswana National Archives and Records services (BNARS) with the aim of finding solutions to improve access to archives in Botswana. The study adopted a qualitative approach to review literature on the factors that affect access to archives. The study found that access to archives at BNARS is impacted by copyright issues; weak and lacking appropriate legislative framework; distance barriers; as well as logistical barriers. Ultimately, the paper reflects that several solutions such as the development and review of the legislative framework regarding access to archives, improvement of logistical and operational standards, and implementation of policies are recommended. These interventions should be implemented in line with the International Council on Archives (ICA) principles of access to archives. This would pave way for improved access to archives and archival repositories in Botswana and the ESARBICA region at large. [ABSTRACT FROM AUTHOR]

Archival institutions worldwide face the challenge of collection deterioration through the handling and use of archives, inadequate or lack of records management standards and noncompliance with archival legislations. This study aimed at assessing the handling practices and use of archival collections in Botswana. The study adopted the pragmatist paradigm and consequently used questionnaires, interviews, and observations to collect data. The study sample consisted of sixteen (16) Botswana National Archives and Records Services (BNARS) staff purposively selected for interview and 297 BNARS users randomly selected to complete the questionnaire. The findings revealed that, although the staff of the surveyed institution demonstrated reasonable commitment to collection care or preservation of archives, and BNARS does not consistently respond to proper collection care and compliance programme. Furthermore, the study revealed that inappropriate handling and use of archives practices, lack of training in preservation, inadequate supervision of the study area, and failure to enforce compliance to archives legislations contribute to archives collection deterioration. The study recommended that the development of guidelines on good handling practices, preservation policy, handling manual, compliance programme, among others. [ABSTRACT FROM AUTHOR]

National archival institutions are responsible for the acquisition, preservation and making accessible of their nation’s documentary heritage. It is on this basis that the Department of Botswana National Archives and Records Services (BNARS) acquires records through the normal transfer of public records from government agencies as well as donations of private archives. The main purpose of this paper is to analyse the processing of private archives of a prominent “Kgosi” in the history of Botswana, Kgosi Bathoen II of the Bangwaketse ethnic group. This is a qualitative study that used literature review to collect data. It also uses the author’s personal observation, as she was involved in the acquisition and processing of the Bathoen II archives. The key findings suggest that even though Batswana have not been donating their private archives in high numbers, BNARS have made strides in collecting private archives of prominent individuals in the country. Unlike public records, private archives collections may not come in any logical arrangement, which may be a tormenting exercise for the archivist to process and select what is worth preserving. This paper concludes that despite the difficulties encountered in processing a huge collection of private papers with no order, private papers should follow the normal archives’ practice of arrangement and description for eventual access by researchers or users. Additionally, the significance of private archives in filling the gaps found in the national repositories was revealed through Bathoen II collection, as it has information on various aspects of Botswana life, customs, traditions and the people. As such, the collection provides diversity to the nation’s documentary heritage and serves as a rich resource for research. This paper also presents lessons learnt in the preservation of private archives in Botswana. [ABSTRACT FROM AUTHOR]

Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates' courts of Botswana as one of the government's public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs. [ABSTRACT FROM AUTHOR]

This paper is part of InterPARES Trust (IP Trust) four projects which is a multi-disciplinary and multinational research project that explores issues concerning digital records entrusted to the Internet worldwide. As part of the e-government transition in the public sector, Botswana is grappling with a change from manual recordkeeping practices to digital ones, where records might be supported by ICTs or generated within ICTs themselves. Digital records generated within and managed by Enterprise Content Management systems (ECMs) optimized for recordkeeping may require intervention both to be identified as records and integrated in a networked environment where they can be managed for effective e-government services. The paper draws on a bibliography of over 50 published articles in order to examine the state of enterprise-wide systems and ECM applications in the Botswana public service; determine their relationship (if any) to existing archives and records management (ARM) practices; and to contextualize these enterprise-wide systems and ECM applications with acknowledged ARM challenges in Botswana and Africa. It is hoped that the paper will provide evidence and lay the future foundation for the integration of ARM practice in the Botswana e-government drive. [ABSTRACT FROM AUTHOR]

The importance of and need for digital curation has increased significantly in recent years owing to the myriad of risks facing digital assets. These risks include problems of hardware and software obsolescence, media fragility, rapid technological developments and the frequent absence of sufficient metadata. Additionally, digital records face risks of improper handling, corruption and alteration, unauthorized access and accidental erasure. These issues necessitate continuous discussions amongst information professionals, including records managers and archivists, on how best they can be circumvented in the face of changing technologies. Hence, digital curation has gained world-wide acceptance and recognition today as a sound strategy for ensuring the continued accessibility of digital assets. This article discusses the International Council on Archives (ICA) Programme Commission (PCOM) initiative which focuses on capacity building for records and archives management in the African region. In particular, the paper discusses the 2019 Digital Records Curation Programme (DRCP) Study School held in Gaborone, Botswana, which brought together archival educators from various countries across the African continent. The study school provided a forum for the trainers and participants to share knowledge and shape the digital curation agenda for the future, including roll-out of a newly developed digital records curation curriculum for international adoption. This paper recommends the adoption of the DRCP by archival educators in African Universities. It is also recommended that the ICA make provision for continuous professional development training for the trained archival educators. [ABSTRACT FROM AUTHOR]

The Botswana government uses social media platforms to communicate with its citizens. This interaction results in liquid communication which needs to be managed. Liquid communication is the type of communication that can easily go back and forth and is therefore difficult to control. This study collected qualitative data through interviews to develop a faucet to control the flow of liquid communication with a view to ensuring the trustworthiness of the content. The study established that measures to ensure the integrity of liquid communication generated through the use of social media by the Botswana government were deficient. The study recommends a framework to control and manage liquid communications [ABSTRACT FROM AUTHOR]

Background: In Botswana, the public sector has been fully active in utilising social media platforms as part of the e-government programme, thereby generating liquid communication in the process. The content in social media platforms, which is referred to as liquid communication, is so fluid that its management becomes a challenge. This is so because one moment a post is available on a social media platform and the next moment it disappears. The unstable nature of liquid communication calls for its governance according to established national and international records management principles. Objectives: This study utilised the principles of information governance of the Association of Records Managers and Administrators (ARMA) as a theoretical framework to examine how liquid communication generated through social media platforms is governed by the Botswana government. Method: Qualitative data were collected through document analysis and interviews with officials from government departments concerned with the management of information. Results: The study revealed that despite the active presence on social media by the Government of Botswana in communicating with the public, there is a lack of a framework to govern liquid communication. This resulted in weak accountability, protection, compliance, transparency and integrity, as well as retention and disposition for governance of liquid communication. Conclusion: The study concludes by arguing that failure to manage and preserve liquid communication would result in a loss of digital heritage for the country. A framework for liquid communication governance in the Botswana public sector is suggested. [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]

Records and information professionals have in recent years, seen themselves grappling with new technologies in order to ensure that records generated in the process are captured and preserved for business requirements. It has been evident that the availability of information and communication technologies (ICTs) and their associated benefits have resulted in an increased number of organisations adopting and using social media to reach out to customers and clients. With social media issues like security, privacy, service agreements and standards are continually added and can change instantly. These frequent changes and unreliable environments call for organisations adopting social media initiatives to be aware of the risks and opportunities involved, thereby ensuring that resultant records are controlled, monitored and preserved accordingly or stand the risk of losing their digital information. This conceptual study used documentary reviews to collect data in the analysis of opportunities and risks brought by social media in the records management field and explore alternatives for records management. This study found that social media presents a volatile environment with both the good and the bad. Therefore, this study recommends that organisations that adopt and use social media platforms should put measures in place for the management of social media records to meet legal and business requirements. [ABSTRACT FROM AUTHOR]

Social media as a communication tool has enabled governments around the world to interact with citizens for customer service, access to information and to direct community involvement needs. The trends around the world show recognition by governments that social media content may constitute records and should be managed accordingly. The literature shows that governments and organisations in other countries, particularly in Europe, have social media policies and strategies to guide the management of social media content, but there is less evidence among African countries. Thus the purpose of this paper is to examine the extent of usage of social media by the Botswana government in order to determine the necessity for the governance of liquid communication. Liquid communication refers to the type of communication that goes easily back and forth between participants involved through social media. The study adopted a qualitative case study approach where data were collected through documentary reviews and interviews among purposively selected employees of the Botswana government. This study revealed that the Botswana government has been actively using social media platforms to interact with its citizens since 2011 for increased access, usage and awareness of services offered by the government. Nonetheless, the study revealed that the government had no official documentation in terms of policies and strategies that dealt with the governance of liquid communication. This study recommends the governance of liquid communication to ensure timely, efficient and accurate retrieval when needed for business purposes. [ABSTRACT FROM AUTHOR]

The Coronavirus Disease (COVID-19) heralded a dreadful global disaster that had a collateral effect on many businesses. It affected people, information, and global economies. However, its impact on public records and archives management is under-researched in Africa, particularly in The Gambia. Hence, the purpose of this study was to assess the impact of the COVID-19 pandemic on public records and archives management in The Gambia. Adopted for the survey is pragmatic research paradigm, which employs mixed methods using a purposive sample of 65, constituting 31% of a population of 211, comprising heads of Public Records and Archives staff and National Records Advisory Committee members. The ISO 31000:2018 Risk Assessment tool was employed as the theoretical framework. A questionnaire and telephone-based interview were administered to collect data. Quantitative data was analysed descriptively using IBM Statistical Packages for Social Science (IBM SPSS), while qualitative data was analysed based on the study objectives. The research shows that a significant minority confirmed information leakage during the COVID-19 pandemic, primarily through social media, phone, and email. Most records and archives are in physical format, as established by 59.1% of respondents. The records sector responded poorly due to inadequate capacity, emergency policies, and interventions. Most respondents claimed a lack a disaster plan, with 67.7% of respondents finding it ineffective in mitigating COVID-19's impact on records and archives, and 82.4% confirming inadequate documentation during the pandemic. Although the COVID-19 pandemic has moderately impacted Public Records and Archives Management in The Gambia, with staff being protected more than information, the effect severely affected archival services. The study recommends robust risk plans, digitalisation, professional capacity building, adequate resources, effective monitoring, and decentralisation, among others. [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]

Archival legislation is the basis for records and archives management in any country. The National Archives Act of Botswana was enacted in 1978 to give the Botswana National Archives and Records Services (BNARS) its mandate to provide a framework for conducting records and archival functions in Botswana. It mandates BNARS to collect, preserve and make accessible the nation's documentary heritage. In recognition of its deficiencies, amendments were made in 2007 to incorporate the management of current records, electronic records and recognition of private archives. A review of this legislation reveals that these amendments fared way below expectations as the Act currently has serious weaknesses that need to be addressed to improve archival practice in the country. Hence, the purpose of this paper is to examine the National Archives and Records Services Act in Botswana and its implications on archival practice in the country. This paper took a qualitative approach utilising documentary review to collect data and content analysis. This is an original study using a documentary review to review the archival legislation in Botswana. The findings of this paper would contribute towards the literature in archival legislation in Botswana and the ESARBICA region. [ABSTRACT FROM AUTHOR]