EDiscovery readiness at the Ministry of Transport and Communications in Botswana

Abstract

This article presents the findings of the study which sought to assess e-discovery readiness at the Ministry of Transport and Communications (MTC) in Botswana and make recommendations to improve the e-discovery process. The assessment adopted the Document Labs’ (Doculabs) Discovery Maturity Curve to examine: the e-discovery process; policies, procedures, and guidelines of e-discovery; and information organisation. Both qualitative and quantitative data collection tools were used. Semi-structured interviews with the records manager and IT manager were carried out to gain an insight into the state of e-discovery at the MTC and to allow the participants to describe the phenomena. With regard to quantitative data, the respondents were selected from 56 staff members in the IT, records management and administrative division, as they deal with the management of records. Data was analysed thematically and presented according to the objectives of the study. The study established that MTC was not e-discovery ready as the components that determine success in e-discovery such as undefined e-discovery processes, lack of policies, procedures as well as guidelines that promote successful e-discovery and the lack of a data map were not there. It is recommended that to be successful in e-discovery, MTC needs to develop and implement policies, procedures and guidelines for e-discovery; e-records retention policy; and a data map.