Records Management Processes Research Articles

Adoption of artificial intelligence to enhance records management practices at Gauteng Department of Education in South Africa

Purpose This study aims to examine the adoption of artificial intelligence (AI) to enhance records management practices at the Gauteng Department of Education (GDE) in South Africa. Design/methodology/approach The study used a convergent mixed-methods research approach, employing interviews and questionnaires for data collection. Analysis of the collected data involved both verbatim and statistical methods, and the results were presented through tables and figures. Findings The study revealed that AI can proficiently and effectively execute all records management practices across the entire records lifecycle. Originality/value Consequently, the study proposed a framework that can be used as a guiding tool for the implementation and use of AI. This framework aims to enhance records management processes, not only within the GDE but also within the broader archives and records management industry.

An assessment of senior management support for the records and information management function in Zimbabwe’s central government

PurposeUsing a case study of Zimbabwe’s central government, this study aims to empirically examine the extent to which senior management was supportive of the records management function as well as the reasons why such levels of support subsisted.Design/methodology/approachThis mixed methods research made use of the explanatory sequential research design where quantitative responses from records and information supervisors were either confirmed or disconfirmed by open-ended interview responses from finance and administration directors. Fifteen records and information supervisors and eight finance and administration directors participated in the study. Document reviews and personal observation were also used in soliciting data.FindingsThe study revealed that top management was not very supportive of the records management function as a result of lack of knowledge about records management and because of negative perceptions and attitudes harboured by some senior managers towards the functional area. The study also revealed that organisational structural factors also played a part as the records and information management section was poorly represented by finance and administration directors at the top, who by virtue of their training had little knowledge about and interest in records management.Originality/valueThe study raises the importance of senior management in records management processes, projects and programmes. It highlights that without senior management support, records management initiatives are bound to fail. Thus, the study is important as it raises the need to incorporate senior management as part of organisations’ tactical and operational strategy.

Influence of principals' use of management information system in managing public senior secondary schools in Central Senatorial Zone, Kaduna State, Nigeria

The study assessed principals’ use of management information systems (MIS) in managing public secondary schools in Central Senatorial Zone, Kaduna State. The study was guided by three research questions with corresponding 3 objectives and 3 null hypotheses. The research design used for this study was descriptive survey research design. The total population of the study consisted of 168 principals and vice principals drawn from all 168 public senior secondary schools in the central senatorial zone of Kaduna State. The sample size of the study consisted of 84 respondents drawn from 84 secondary schools using a simple random sampling technique. The researcher’s self-developed instrument which consisted of 24 items was used for data collection. The instrument was validated and it yielded 0.63 as the logical validity index. The instrument was pilot tested on 20 principal and vice principal and the coefficient of internal consistency of 0.72 was obtained. Descriptive statistics of mean and standard deviation were used to answer the research questions while Pearson product moment correlation was used to test all the hypotheses at a 0.05 level of significance. The major findings of the study indicated that MIS is effective in managing various aspects of staff and students' records and shows a significant relationship between MIS use and the management of students’ records, administrative competence, and teachers’ computer skills in recording students’ scores in public senior secondary schools in Central Senatorial Zone of Kaduna State. This implies that no meaningful records management process can ignore the impact of MIS in effective records management since it is clear that information creation, storage and retrieval have gone from pictorial representations on the walls of caves and artefacts to the invention of writing and computers. The study recommends that efforts should be intensified by government and stakeholders in education in collaboration with the School Based Management Committee (SBMC) to introduce and ensure its implementation of the use of modern technology such as Education Management Information System (MIS) for improved method of record management of students in public senior secondary schools of Central Senatorial Zone, Kaduna State.

Records Management Audit Using the ARMA Information Governance Maturity Model: A Case of the Department of Teacher Training and Technical Education (DTT&TE), Botswana

The information environment is rapidly growing due to increased data from business transactions and processes. This calls for records management to support decision-making and business functions. This is possible through what we refer to as information governance. This paper aims to bridge the gap between existing records management practices and the ideal state by undertaking a records management audit at the Department of Teacher Training and Technical Education (DTT&TE) using the ARMA Information Governance Maturity Model, ultimately improving information governance and records management processes. The study employed a qualitative case study approach. Data was collected through observations and interviews with three respondents, including the chief, principal, and senior records officers. The study's key finding reveals that DTT and TE are at level 3 (essential) of the maturity level. This finding implies that DTT&TE has well-defined regulatory requirements and processes. However, the study also revealed that the organisation does not meet the required maturity level (5). To this end, this poses risks such as poor performance due to a lack of accountability, poor execution of records management practices, low levels of compliance with requirements, and backlogs of records resulting from a lack of retention and disposition schedules in the organisation. Furthermore, the study reveals that the above risks result from challenges such as shortages of storage, security issues, and inadequate staffing, among others. To address these challenges, the paper recommends that DTT&TE review records management policies, adopt compliance frameworks, and provide staff training by DTT & TE.

Analisis Sistem Pengelolaan Arsip Inaktif di PT Prima Mitra Elektrindo

Records management processes that are not carried out according to procedures will result in the administration process within the company not being optimal. Therefore, the management of active and inactive records must be considered carefully. Management of inactive records must be carried out according to procedures which include storage, maintenance and destruction. This research uses a qualitative descriptive approach, namely by formulating problems that guide research to explore or photograph the social situation that will be researched thoroughly, broadly and in depth. The data sources in this research use primary and secondary sources obtained from observations, interviews and documentation. Meanwhile, secondary data was obtained through books, previous research, and journal articles related to the research. This research aims to find out how the inactive records management system at PT. Prima Mitra Elektrindo. The results of this research indicate that the records management system is inactive at PT. Prima Mitra Elektrindo is quite good even though there are several things that need attention in the inactive records management system, the process of destroying inactive records, and the process of maintaining inactive records. Such as infrastructure that supports management and following guidelines in the management process.

Financial Management Strategies and the Sustainability of Small-Scale Business in River State Public Universities, Nigeria

The study examined financial management strategies and the sustainability of small-scale business in River State public universities, Nigeria. The population of the study comprised sixty-five (65) small-scale business operators that registered with the university management in the study area. A 20-item questionnaire titled “Financial Management Strategies and the Sustainability of Small-Scale Businesses (FMSSSSB)” tool was utilized for data collection. Fifteen (15) small-business owners from the University of Calabar were used to test the internal consistency that produced an overall reliability coefficient of 0.79. The study issues were addressed employing the mean (X) and standard deviations (SD), bar graph, line graph and an independent t-test was employed to assess the null hypotheses at the 0.05 level of significance. Results show that records management techniques and inventory management control influence the Sustainability of Small-Scale Businesses in River State public universities. It was determined that records are crucial to the management of small businesses' sustainability and that they must be treated carefully throughout their creation, maintenance, and disposal. As records are the cornerstone and foundation upon which modern business exists, it was also advised, amid other things, that owners of small businesses try to get involved in the records management process.
 
 Received: 18 August 2023 / Accepted: 21 October 2023 / Published: 5 November 2023

THE COMPOSITION AND CONTENT OF BUSINESS CORRESPONDENCE MATERIALS OF THE COUNCIL OF PEOPLE’S COMMISSARS OF THE CHUVASH ASSR ON THE MAIN ACTIVITIES DURING THE GREAT PATRIOTIC WAR

The relevance of research. During the Great Patriotic War, the Soviet public administration system was subjected to a severe test for strength and viability. The activities of national regulatory and administrative authorities were primarily aimed at meeting the wartime needs. One of the most important mechanisms for its implementation was state record-keeping. The historical experience of its transformation in extreme conditions seems to be in demand in modern life realities, taking into account the identified gaps in historical knowledge. The scientific novelty lies in the very formulation of the problem. For the first time, data from archival sources are linked to the issues of restructuring the organization of paperwork management at the level of a Soviet regional government institution in 1941–1945.
 
 The purpose of the study is to analyze the main activities carried out by the Council of People’s Commissars of the Chuvash ASSR and the process of their documentation support during the Great Patriotic War.
 
 Materials and methods. The work is based on the source studies analysis of business correspondence documents of the Council of People’s Commissars of the Chuvash ASSR, stored as part of the fund P-203 at the State Historical Archive of the Chuvash Republic.
 
 Study results. In 1941–1945 the documentation support of the Council of People’s Commissars of the Chuvash ASSR was carried out the General Affairs Department. In military conditions, it was designed to ensure prompt transmission of information through business correspondence, which was dominated by telegrams and telephone messages. They reflected actual problems of the main activity carried out by the government of the autonomous Republic: in June 1941–1942 – calling specialists, providing the transportation service with transport and fuel, supplying the Red Army, constructing new enterprises in the rear, and others; in 1943 – in the spring of 1945 – restoring the economy of the western regions of the USSR liberated from occupation, improving urban and rural settlements, etc. others. Throughout the war, special attention was paid to working with citizens’ appeals related to the protection of their legitimate rights and interests. The business correspondence also included issues of organizing the paperwork management in the region. Along with this, there were significant changes in the style of presenting the content of business correspondence materials.
 
 Conclusions. During the Great Patriotic War, the current agenda of the activities carried out by the government of the Chuvash ASSR changed dramatically, which strongly depended on the development of the situation at the front. The efficiency of the organizing the records management processes in the work of the Council of People’s Commissars of the Chuvash ASSR noticeably increased. The ethics of business communication significantly transformed, which was specifically reflected in the business correspondence of the period under review.

A Case Study on Records Management Practices of the Open University of Sri Lanka

Records management plays a significant role in universities in effectively delivering programmes for the students, carrying out research activities, and performing all the administrative functions of the University while ensuring the quality of those services and operations. The study was carried out at the Open University of Sri Lanka with the main objective of evaluating the current records management practices adopted by the Open University of Sri Lanka and suggesting potential improvements needed for enhancing the effectiveness of records management practices. The study used the life cycle model in discussing records management procedures adopted by the Open University of Sri Lanka in its service delivery. The qualitative research method was used, taking both primary and secondary data. The primary data were mainly collected through observations and personnel experiences, and secondary data were obtained from internal university records. The study documented the records management practices followed by the Open University of Sri Lanka in compliance with the records life cycle theory. The study detailed the records numbering system adopted by the Open University of Sri Lanka which is an essential process to retrieve records effectively for different institutional purposes. Lack of awareness and proper raining on records management practices among staff members, lack of adequate resources to support records management practices, inadequate documentation and accessibility to documents on records management policies, regulations of the university, and absence of online centralized records management practices are the main challenges faced by the university in performing records management practices. Based on the challenges, the study suggested several improvements needed to be initiated at the university level to ensure an effective records management process.

PERANCANGAN PROGRAM KEDATANGAN DAN KEBERANGKATAN KAPAL PERIKANAN DI PELABUHAN PERIKANAN NUSANTARA KARANGANTU

The purpose of this study is to further ease in accessing the data - the data and preparing reports required by the parties - those in need . The method used in this study is the waterfall method ( waterfall model) that begins with research on a running system , design , coding , and maintenance of records management system that archives information management and records management report generation can run fast , precise and accurate . The results obtained from this study is the management information system that is integrated with the database records to support records management process easily , quickly , and accurately .The conclusion that can be drawn from this information system that records management can be well documented because it is equipped databases , storage has become a single entity , can reduce redundancy or duplicate data, it can display the file management information is needed so as to facilitate officers in preparing reports of record-keeping . For this reason , the authors take the title of real practice ( PKN ) is as follows: "RECORDS MANAGEMENT SYSTEM ANALYSIS OF FINANCIAL MANAGEMENT DEPARTMENT OF REVENUE AND PROVINCIAL BANTEN "

Digital records management practices in the public sector in Manicaland Province of Zimbabwe

The paper assesses the digital records management practices in government ministries in Manicaland province. The study employed a qualitative and interpretive multiple case study research design in the assessment of digital records management practices in the ministries. The study established that most of the digital records management practices in government ministries in Manicaland province do not meet the measure of best practice as envisaged by several international records management standards, particularly the generic standard ISO 15489-1 2016. The lack of clear provisions for digital records in the NAZ Act, absence of policies for digital records and failure to implement international records management standards for digital records, as recommended by NAZ, is having a negative influence on the management of digital records in government ministries in Manicaland province. The performance of digital records management processes such as records creation and capture, classification, access and security control, storage, preservation, and digital records disposal is not adhering to international standards for digital records management. It was further revealed that personnel managing digital records lack the critical competencies required for digital records management work. The study recommended the review of the NAZ Act to include specific provisions for digital records, formulation of digital records management policies and the implementation of standards recommended by NAZ, improvement of records officers’ competences through short courses on digital records management and adherence to international standards for records management in the performance of digital records management processes.

Archives and records management strategies to support academic service delivery at the Universities of Witwatersrand and Universities of Venda

The purpose of this study was to investigate the alignment of archives and records management processes with the overall university management strategy. The South African universities’ strategies are not aligned with records management processes. A qualitative method was used to collect data from the source points through purposeful sampling. At both universities of Venda and Witwatersrand, the study revealed that records management is not align aligned with the university's broad strategy. The findings have practical implications for academic service delivery, governance, compliance and risk exposure. Other related institutions can also use the findings as a reference point in planning the implementation of similar studies.

Value accorded to electronic records as a reflection of information culture among selected parastatals in Botswana

Sound records management has always been hailed to achieve organisational efficiency and effectiveness, and to set goals. However, electronic records management remains a challenge to many organisations despite the importance of records to organisations. Given the persisting challenges, the study examined Botswana's electronic records management issues in three selected parastatals. This study investigated the value of records (behaviour and attitudes) as a reflection of information culture in these parastatals and the state of electronic records creation and capture in selected parastatals. An information culture assessment framework was used to investigate the behaviour and attitudes of employees towards records management. The study adopted a mixed method approach, in which both qualitative and quantitative approaches were applied. One hundred and one employees from the three selected parastatals participated in an online survey and were sampled through listed-based random sampling. In the mixed methods approach, the survey plays an exploratory role. Five interviews were conducted with records managers and chief executive officers’ representatives. The target population was 139 respondents; 106 employees from the three parastatals participated. A questionnaire link was sent to 133 randomly selected participants; 101 responded to the survey. Five interviews were conducted out of the six targeted respondents. The study's findings revealed policies and procedures for records creation were not followed. Employees did not know the proper metadata to capture. Furthermore, the findings revealed that different behaviours and attitudes were given to records management. The attitudes and behaviour manifested in the following use and non-use of electronic records, willingness to carry out records management procedures, willingness to participate in records management training, treating records as everybody's responsibility and senior management support. The study recommends that organisations should carry out in-house training and develop strategies that ensure that employees are well conversed with records management processes and procedures to change their behaviour and attitudes towards records.

Periodyzacja formowania się elektronicznego zarządzania dokumentacją w Ukrainie (1991–2020)

The article presents the periodization of the development of electronic records management in Ukraine between 1991–2020. Based on a historical approach, there are five main periods of formation of electronic records management in Ukraine singled out. The main сharacteristics of automation of records management processes, appropriate to each of the selected periods, are delineated. The priorities of the government of 2015–2021 in the field of electronic records management are also clarified, the main of which are the provision of electronic services and the implementation of a system of electronic interaction of executive authorities. The article presents data on the state of connections of Ukrainian organizations to the system of electronic interaction of executive authorities. Based on the above data, it is concluded that the part of implementation of automated information systems, in particular, electronic records management systems in the activities of organizations and their integration with the system of electronic interaction of executive authorities increased in the last two years.

Understanding the management of personal records at home: a virtual guided tour

Introduction. This paper considers how we can better manage personal records in the home by addressing questions such as how and why personal records are retained in an electronic form and how they are managed. Method. A qualitative method with semi-structured interviews was used. Participants were recruited through social media. The interviews included virtual guided tours of personal records. There were thirty participants in twenty-two interviews (some interviews were with couples). Analysis. Each stage of the personal records management process described by participants was observed and categorised, resulting in an inclusive flow diagram. Results. The management of personal records at home can be categorised and described in terms of a flow. Some commonalities were found between personal information management in the workplace and at home, such as the frequent use of e-mail to manage records and the use of micro-notes and reminders. Conclusion. Personal records management at home can be described as a flow through which records progress. The fact that the study of personal information management has rarely addressed personal information management at home offers many opportunities for fruitful future research.

Effective Records Management Program in Organization

Records are vital to the efficient and successful running of an organization, perhaps even more so than any other government activity. Despite the fact that the records management procedure is simpler to use, some businesses still fail to meet the record management requirement. They disregard the records management process since it provides no benefits to them. The effectiveness of record management in an organization is the subject of this research study. Organization of Statutory Bodies was being chosen as an organisation for a case study in this research. This research intends to analyse the factors that contribute to an effective records management programme in organisations, as well as the factors that contribute to an effective records management programme. The findings demonstrate that the three elements described in this study are related and mutually beneficial. In order to find a solution to this problem, further research into these concerns will be carried out.

EFFICACY OF INFORMATION SYSTEMS IN MANAGING ARCHIVES IN INDONESIA'S MINISTRY OF RELIGION'S OFFICE

The exponential growth of data, which occurs every day, can wreak havoc on records management. The more data, the more important the data collection process. It is very important to have reliable records management so that the records management process can run well. Information technology is one solution that can be used. Archive management using information technology is a method that allows archives to be easily organized according to their purpose and search. Information technology-based archive applications are very useful in terms of archive administration and the process of sharing archives with other units. The purpose of this study is to see how effective the use of information technology is in managing archives at the Ministry of Religion Office of Lhokseumawe City. Qualitative descriptive technique was used in this study, with data collection through interviews or conversations, as well as literature study. The results of this study indicate that the use of information systems in archive management, as well as the use of technology in archive management at the Office of the Ministry of Religion of Lhokseumawe City, is very useful and effective. Network constraints and the lack of human resources at the Office of the Ministry of Religion of Lhokseumawe City are one of the obstacles to its management.

Redesign of the Records Management Process at the Production Stage for Long-Term Electronic Records Preservation: A Focus on Cloud On-Nara System

Redesign of the Records Management Process at the Production Stage for Long-Term Electronic Records Preservation: A Focus on Cloud On-Nara System

Driving patient’s records management process on the healthcare service delivery using records life cycle as a tunnel towards quality patients care

It cannot be overemphasised that healthcare institutions are mandated to ensure that health records are properly filed, archived, stored, disposed and retrievable using appropriate system as required by legislation, and that appropriate security measures are in place to ensure secured health records in the healthcare workflow and storages. The study was partially extracted from the author’s PhD research dissertation completed in 2016, to investigate a typical framework for management of patients records on the healthcare service delivery practice following the records life cycle for quality patients care. This multimethod study used stratified random sampling method to collect quantitative data using questionnaire. Sample was drawn from records management officials in 40 hospitals of Limpopo Province in South Africa. The statistical data in questionnaire was supported with a triangulation of data from observation and document/system analysis to clarify statistical information. The study discovered that medical records were not properly managed at different stages of the records life cycle during healthcare service workflow. The study recommended a strategic framework that may be adopted by the healthcare institutions to improve manageability of their medical information, with an electronic record tracking system for file content management and records movement tracking. This will assist healthcare institutions in taking care of the file content completeness in case they maintain creation of information contained in paper-based records. They will also able to track the location of each file while also keeping track record of the file usage (audit trail) for user accountability.

Establish a new file plan in a diocese of the German Catholic Church

In the article, the author presents a diocese-wide records management project in Germany that began in 2010. Also, the results of the processes are discussed, as well as the various steps in implementing a new file plan. The need for a new file plan in the diocese’s parishes has a historical context in the history of the German Catholic Church over the last two decades. Because the Catholic Church has the same administrative system from the Vatican to diocese to parish in almost every country in the world, the article’s findings can be transferred into the parish records management processes of the dioceses of other countries.

A framework to align patient records management practices with healthcare provisions in the public hospitals in Limpopo province

Records management frameworks have always played a central role in ensuring effective records management in organisations, but if not properly aligned with business systems and workflow, patients’ records become difficult to manage effectively. The ineffective management of records creates problems for service providers or records end-users and their clients. For instance, records may be lost or misfiled, which eventually makes it impossible for patients healthcare service providers or records end-users and their clients to access the patient’s health and medical history. This study sought to propose a framework for use by healthcare institutions to align their medical records management processes with the healthcare service business process or workflow in the Limpopo province, South Africa. The researcher used a questionnaire to collect quantitative data, supported by data collected using the observation method. The author discovered that the current practice of records management in the healthcare institutions of the Limpopo province in South Africa is not aligned with healthcare service delivery, which has a negative impact on the safety and security of medical records. This resulted in healthcare providers not having access to the medical records of their patients, which is vital in assessing patients’ medical status. The recommendation made here is that healthcare institutions should use a recommended medical records management framework to align their records management processes with healthcare service delivery, so as to strengthen safety and security and allow healthcare providers appropriate access to medical records, as part of the workflow process.