Search

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]

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]

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]

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]

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]