Records Management Strategy Research Articles

Influence of Information Culture on Records Management: A Review of Contemporary Literature

This study conducts a systematic literature review spanning from 1993 to 2024 to examine the pivotal role of information culture in shaping records management practices within organizations. Utilizing databases such as ScienceDirect and Emerald Insight, the researcher selected and analyzed 35 peer-reviewed articles to identify key themes, trends and gaps in the literature. The findings highlight that organizations fostering strong information cultures experience enhanced operational efficiency and decision-making through effective records management strategies, integrating technological advancements where appropriate. Global challenges persist, necessitating comprehensive strategies including improved training and modern systems. The study concludes with recommendations to cultivate robust information cultures, integrate technology judiciously, and promote continuous improvement in records management practices to meet evolving organizational needs and global standards.

Invigorating Records Management Success through Archival Services in the Limpopo Provincial Government, South Africa

The study that informed this paper investigated the possibilities of invigorating records management success through archival services in the Limpopo provincial government in South Africa. A multi-method research approach was used, with a questionnaire and interviews to collect data. It was discovered that provincial archive institutions in the Limpopo Province were under-resourced and, therefore, unable to render supportive services to the departments to enhance their records management. The provincial archives could not render services like training and support visits owing to a shortage of staff and lack of transport, among other reasons. The study provides a framework for invigorating records management success through archival services in the Limpopo provincial government, South Africa. This may help the provincial government of Limpopo to avoid audit disclaimers and litigation costs, to list only a few. The findings and recommendations of the study may serve as a resource and benchmark for organisational policymakers and strategists in improving records management services. Implementation of the proposed framework and recommendations may assist organisations in coming up with the best practices for the effective use of resources and support for smart records management strategies. Implementation of the recommendations of the study may also result in the best practices to properly manage records of enduring value, thereby preserving the memory and heritage of the state for citizens’ access. It will also strengthen proper administration and accountability for public services in the departments.

Analysis of a Records Management Systems at the Northern Region Water Board in Malawi

ABSTRACT As organizations grow, so does the volume of records they produce when conducting their business with the resulting large customer base. Studies have established that all forms of organizations that do not have a well-coordinated records management system face a variety of risks and challenges that can collapse the business operations of these organizations. This qualitative study employs interview and observation guides to analyse records management practices at the Northern Region Water Board, a public organization in Malawi. Specifically, the study focuses on establishing records creation practices, records management strategies and the challenges that that affect records management. The study establishes that the institution creates both electronic and paper-based records. The electronic records are stored and preserved in a networked system called Enterprise Resource Planning; some are kept in free standing devices such as personal computers. Paper-based records are kept in files and folders locked in drawers and cabinets while some are kept on shelves. The institution faces four key challenges in managing its records namely, lack of management support, lack of records management skills, poor infrastructure and absence of formal policies, strategies and guidelines.

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.

Records Management Strategies and Professional Performance of Administrative Staff

This study correlated the records management strategies of the administrative staff at Laguna State Polytechnic University with their professional performance. The descriptive quantitative research involved 59 administrative staff through the researcher-made survey questionnaire distributed through Google forms. The results of the study proved that there is a significant difference in the records management strategies when grouped according to age, gender, job tenure, and job position in the department. However, there was no significant difference among the professional performances when grouped according to age, gender, job tenure, and job position in the department. The study also confirmed that records management strategies have a positive significant relation to professional performance. The findings can help improve the university policies, procedures, and strategies in managing records. Therefore, it is recommended to provide training programs and improving implementation of evaluation and assessment to the administrative staff to expand their professional proficiencies.

Effectiveness of human resource records management strategies at a university in Ghana

PurposeHuman resource records are very important in the successful management of organisations. Despite their importance, they are ignored in records management studies. This study aims to bring to the limelight human resource records management issues that are overlooked despite the numerous studies on records management by examining the effectiveness of human resource records management strategies at a university in Ghana.Design/methodology/approachA descriptive survey was used in this study. A combination of census and simple random sampling was used to administer questionnaires to administrators who handle master or working personal files regularly. Data of 228 respondents was processed using SPSS and analysed in frequencies, percentages, mean and standard deviation.FindingsThis study revealed that while most vital documents were found on staff personal files, some documents like medical reports, passport pictures and birth certificates were somewhat unavailable. It was also found that the University had no human resource records policy in its corporate strategic thrust, which is a barrier to effective human resource records management, but the records creation strategies were effective. However, regarding the maintenance, and retention and disposition of human resource records, the strategies were ineffective. Overall, the findings fell short of the ISO 15489 framework for managing records.Originality/valueThis study seeks to bring to the fore human resource records management issues that seem to be overlooked despite the numerous studies on records management.

Assessment of the appraisal of records: Case of the University of Witwatersrand and the University of Venda

PurposeThe purpose of this study is to assess the appraisal of records at the University of Witwatersrand and the University of Venda. Furthermore, the study intends to recommend appraisal of records to recognize African culture, reviewing records management policy to include an element on the appraisal of records, raise awareness on the appraisal of records, capacity building and develop electronic records management strategy to appraise records.Design/methodology/approachThis study is based on the qualitative research technique. The research approach is a multiple case study comparing the previously advantaged and disadvantaged universities in South Africa.FindingsThe study found that archives and records management legislation, archives and records management policy, re-appraisal of records, capacity building are essential for the appraisal of university records. Lack of appropriate appraisal theory and strategy by the University of Witwatersrand and the University of Venda leads to a loss of institutional memory.Research limitations/implicationsThis research is limited to the University of Witwatersrand and the University of Venda. These two institutions are a sample of the state of archiving in South Africa.Originality/valueThere is very little, if any, research on the appraisal of South African universities' records. The outcome of this research will benefit universities that are seeking to develop and implement appraisal strategies.

Electronic records management strategies by government agencies in Kenya

Background of the study: Libraries have various challenges in maintaining their existence as information providers. Libraries must have support so that users do not turn to other services, have special strategies to connect themselves, establish good relationships, and provide user loyalty.Purpose: The purpose of this agreement is to describe the promotion strategy as an effort to encourage the loyalty of university library users.Method: The method used in this research is literature study and also uses the author's active participation observation method as a librarian in the university library.Findings: According to the results of research and literature study by the author, various university libraries provide various types of businesses. The results of the author's discussion there are several discussions about the library promotion strategy arrangement published; (1) Discussion of steps and targets in publicizing and promoting information services; (2) determining the promotion goals by specifying the type of user; (3) a budget is issued; (4) selecting the media used for publication and promotion; (5) evaluating various types of media that have been used; (6) the promotion process in terms of human resources, infrastructure, and various types of librarian activities.Conclusion: With the arrangement of the strategic promotion library model, the authors submit an opinion about the college library that provides a promotional strategy as a promotional container and guarantee self-existence.

Information culture in a government organization

PurposeThe purpose of this paper is to use information culture assessment tools (from work by Curry and Moore) to examine the information culture within a regulated, government environment. In particular, it aims to study the relationship between records management training provided to staff, staff self‐perceptions of records management competencies and compliance with a formal records management program.Design/methodology/approachThe survey employs a questionnaire to gather the data from a provincial government ministry in Ontario, Canada. A questionnaire was used for data collection from a sample of 350 records management personnel from a population of 3,510 in five divisions of the ministry. A total of 207 participants responded and the copies of their questionnaire were found valid for analysis. The response rate realized was 66.7 percent.FindingsThe results from this study show that the there is a potential relationship between formal training delivered to staff, and the self‐perceived level of records management competency, namely that the more training staff receive, the more staff perceive the need for further training, and the greater level of compliance with the records management program. However, as the records management training strategy is informal in nature, it is difficult to determine a holistic influence of the training program on the organization's information culture.Research limitations/implicationsThe study is based on one ministry with an informal training records management strategy in place. The findings may not apply to organizations where there is a more formal training strategy. The findings should also be tested in private sector organizational settings.Practical implicationsKnowledge and understanding of the features of information culture will assist with identifying gaps in addressing the challenges of organizational record management training and its effect on compliance with organizational information and record management programs.Originality/valueThis research adds to the body of knowledge about information culture and user‐information behavior, particularly in regards to connections between training and compliance in government organizations. This paper provides evidence from an original study.

Records preservation in developing countries with special reference to Tanzania

There is no Librarian / Documentalist today who can shy away from the fact that the Information World stands the imminent risk of losing so much of its valuable written heritage. The situation is more alarming in developing countries especially in Africa South of Sahara, where a large number of documents are in their advanced stage of deterioration due to the interplay of factors not very prominent in developed countries. Tanzania is a good example where preservation issues are not accorded high priority. The paper discusses and highlights enemies of Library materials, which cause deterioration. The paper also discusses the importance of records preservation policies in libraries and their implementation. Finally the paper suggests alternative records management strategies. University of Dar es Salaam Library Journal Vol.6(2) 2004: 108-123

Implementing a records management strategy for the uk parliament: the experience of using keyword AAA

Since 1999, the Parliamentary Archives has been engaged in a project to improve records management in the UK Parliament. One of the main features of the strategy is the introduction of a functional classification scheme for files, based on the Australian product Keyword AAA. This article explains the context into which the scheme is being introduced, and provides a detailed explanation of how Keyword AAA has been adapted for use. This may provide a model for implementation elsewhere in the UK public sector.

Grasping the Nettle

The increasing utilization of computer technology in the public and private sectors, particularly since the mid-1980s, has brought about significant changes in the way organizations do their business. It has led to improvements in productivity, more timely delivery of services, and more efficient business communication; it has also had significant cultural impact. The technology has transformed our working environments, but there has not been an equivalent transformation in records and archival practice. If the 1980s was the decade in which the tidal wave of electronic change hit us, the 1990s has seen the gradual realization that the new technology alone, without appropriate information and records management strategies, generates substantial risks. While the technology is promoted as the solution to all information management requirements, this message glosses over some critical issues. These issues go to the heart of the preservation of the corporate memory of our society. In this article the author introduces us to major issues in electronic records management from an archival perspective. He illustrates these points through reference to policy development at the Australian Archives.

Continuing professional development for the information discipline of records management. Part 2: report of a research project

Presents the results of a research project into the continuing vocational education (CVE) training needs of records management practitioners. Makes suggestions on the implications for the career development of records managers and other information professionals. Highlights pertinent areas of other research not covered within the scope of the CVE research. Conclusions include the acknowledgement that there is some overlap of skills between library and information professionals and records management practitioners, and that, in the current business climate of perpetual change, organizations need an effective records management strategy operated by people with the appropriate skills.

A framework for identifying the business benefits of electronic document management

This paper proposes a framework for determining the potential benefits to be obtained from electronic document management systems as part of an integrated records management strategy.

Records: a neglected information resource in Africa

The author describes the current condition of records management as an emerging professional discipline in Africa, which itself is undergoing extensive economic, political and social changes. He suggests that lack of awareness of records management is widespread in many public and private sector organisations. This manifests itself through inadequate policies, standards and guidelines, as well as inefficiency and lack of management continuity. He argues that each organisation in Africa should integrate their record and information systems, developing records management strategies as well as participating in co‐operative networks to exchange ideas. In Rwanda and Bosnia ethnic killing has so far gone unpunished. But Ethiopia will try ‘Butcher’ Mengistu for his war crimes. Mengistu's totalitarian regime was not alone in perpetrating grotesque abuses of human rights to keep itself in power. But it may be unique in one respect — it kept a detailed record of every abuse. Orders for mass arrests, tortures, even summary executions were all put down on paper and authorised by the people empowered to authorise them. When Mengistu wondered aloud whether no one would rid him of a turbulent priest, there was someone on hand to note it down. Thousands died, more thousands were imprisoned and tortured. The documentation for the killings is voluminous. These records were preserved when the rebel tanks rolled into Addis Ababa, and form the core of what will be the biggest international trial for the crimes against humanity since the Nuremberg trials nearly 50 years ago.