D. Litt. et Phil. / The purpose of this study was to determine the extent to which the information user’s behaviour and proper records management contribute to the performance of an organisation to ensure competitive survival. The purpose of records management in an organisation, the records life cycle in an organisation from the creator to the end-user and electronic records management were thoroughly explored. A survey was conducted to investigate the current position of the records management function at South African National Parks (SANParks) as well as the manner in which records as information sources are used by end-users (employees). Based on the survey results, it was discovered that SANParks as an organisation does not practice sound records management as preached by Section 13 of the National Archives and Records Service of South Africa Act (No. 43 of 1996 as amended). There is no consistency with regard to filing methods and the manner in which records are destroyed or deleted tells that there is no officially appointed records manager at SANParks. Even though information is considered the most vital resource for the future survival of SANParks, records as the main source of information are neglected and managed voluntarily by end-users themselves. There are no control measures for ensuring care and safe custody of records. An e-mail policy, filing procedure manual and disaster recovery plan do not exist. End-users are seen managing records on their own and there is no policy or guideline to ensure proper measurement and effective control of records. The lack of records management at SANParks indirectly affects the information user behaviour of employees to achieve competitive performance. The current means of communication dictates the manner in which records are managed. Since electronic means of communication are used most often, records management at SANParks is drastically shifting from manual to electronic. Recommendations for records management procedures within the context of empirical survey findings, the statutory framework and international standards are made. In conclusion, it is recommended that the records management function should form part of performance appraisal evaluation and that all members of staff should be evaluated in terms of their record-keeping skills.

Orientadora: María Manuela Moro-Cabero / Coorientadora: Marta Lígia Pomim Valentim / Banca: Márcia Cristina de Carvalho Pazin Vitoriano / Banca: Luana Maia Woida / Banca: Ana Célia Rodrigues / Banca: Duñia Llanes Padrón / Resumo: Considera-se que para a efetividade do acesso às informações/documentos que subsidiam o processo decisório organizacional é necessário que haja uma gestão de documentos de qualidade. Para tanto, é essencial conhecer e mapear os fluxos informacionais das organizações, mais especificamente os fluxos formais, foco desta pesquisa. Além disso, iniciar o processo de gestão de documentos, por meio da identificação, uma vez que são as atividades inter-relacionadas à identificação que propiciam a execução das demais funções arquivísticas, entre elas a avaliação de documentos, processo complexo e essencial ao processo decisório, visto que estabelece o valor dos documentos gerados organicamente. Analisar a inter-relação entre esses três processos, quais sejam: mapeamento dos fluxos, identificação de tipos documentais e avaliação documental possibilita à organização a obtenção de diferenciais competitivos que, por sua vez, resulta em tomadas de decisão assertivas, bem como em ações estratégicas de médio e longo prazos mais consistentes constitui-se no objetivo geral desta pesquisa. Como procedimentos metodológicos definiu-se a pesquisa descritiva-exploratória, cujo método aplicado foi a Metodologia Sistêmica Soft, de natureza qualitativa e as técnicas de coleta de dados consistiu-se em observação direta e indireta, bem como, aplicação de entrevistas. Como resultado foi possível propor e validar um modelo conceitual que apresentou a inter-relação entre esses elementos e sua dinâmica relac... (Resumo completo, clicar acesso eletrônico abaixo) / Abstract: Considered that for the effectiveness of access to the information/documents that subsidize the organizational decision-making process, it is necessary to have a quality records management. For this, it is essential to know and map the organizations information flows, more specifically the formal flows, focus of this research. In addition, initiate the process of records management, through identification, since it is the interrelated activities of identification that facilitate the execution of other archival functions, among them the appraisal, complex and essential decision-making process, since it establishes the value of the documents generated organically. Analyzing the interrelationship between these three processes, which are: mapping of flows, identification of documentary types and documentary evaluation allows the organization to obtain competitive differentials that, in turn, results in assertive decision making, as well as in strategic actions longer and more consistent is the general objective of this research. As methodological procedures, the descriptive-exploratory research was defined, the method applied was the Soft Systemic Methodology, of a qualitative nature and the data collection techniques consisted of direct and indirect observation, as well as the application of interviews. As a result, it was possible to propose and validate a conceptual model that presented the interrelationship between these elements and their dynamics related to decision making ... (Complete abstract click electronic access below) / Doutor

Orientadora: Marta Lígia Pomim Valentim / Banca: Ieda Pelógia Martins Damian / Banca: Cássia Regina Bassan de Moraes / Banca: Letícia Gorri Molina / Banca: Elaine da Silva / Resumo: Organizações são sistemas que geram, processam e aplicam informações e conhecimentos direcionados a um tipo de negócio no intuito de aumentar a competitividade, mas as informações e os conhecimentos somente são efetivos se transformados em estratégias de ação. Constituir uma memória organizacional com foco no valor da informação como negócio é transformá-la em matéria-prima e commodity que, por sua vez, potencializa os processos organizacionais, cujos elementos envolvidos em sua constituição são interpretativos, seletivos e transmissores de informação e conhecimento produzidos e organizados, por meio da memória repositório e da memória repertório. A pesquisa apresenta como objetivo geral analisar a informação como negócio/commodity para a constituição da memória organizacional. Em relação aos procedimentos metodológicos evidencia-se que a pesquisa é de natureza qualitativa, caracterizada tipologicamente como descritiva exploratória. O método aplicado é o 'Estudo de Caso Único' realizado no Instituto Senai de Tecnologia da Informação e Comunicação no Paraná. Para a coleta de dados utilizou-se de três fontes de evidências: documentação institucional, entrevista, observação direta e fez-se uso também do questionário. Para a análise dos dados coletados, optou-se pelo método 'Análise de Conteúdo', mais especificamente a técnica 'Análise Categorial'. Com base nas análises, foi possível evidenciar que a literatura sobre memória e valor da informação, ainda, são incipientes na área d... (Resumo completo, clicar acesso eletrônico abaixo) / Abstract: Organizations are systems that generate, process and apply information and knowledge directed to a type of business in order to increase competitiveness, but information and knowledge are only effective if transformed into action strategies. To constitute an organizational memory focused on the information value as a business is to transform it into raw material and commodity that, in turn, enhances the organizational processes, whose elements involved in its constitution are interpretive, selective and transmitters of information and knowledge produced and organized through repository memory and repertoire memory. The research presents as general objective to analyze the information as business/commodity for the constitution of the organizational memory. Regarding the methodological procedures, it is evident that the research is qualitative in nature, typologically characterized as exploratory descriptive. The method applied is the 'Single Case Study' conducted at the SENAI Institute of Information and Communication Technology in Paraná. For data collection, using three sources of evidence: institutional documetntation, interview, direct observation and also made use of the questionnaire. For the analysis of collected data, the method "Content Analysis" was chosen, more specifically the technique "Categorical Analysis". Based on the analyzes, it was possible to show that the literature on memory and information value are still incipient in the area of Information Science. Fr... (Complete abstract click electronic access below) / Doutor

Open government relies heavily on reliable records to uphold service delivery and access to information. Without proper records management of business transactions and activities of an organization, the primary objective of openness becomes obscured and difficult to achieve. Within the digital space and environment, establishing good record- keeping procedures is challenging to both paper and e-records, because of a scarcity of clarity in the processes and measures in place, as well as as a result of lack of suitable ICT infrastructure plus skilled human resources to help facilitate good e-records management. The aim of this research was to provide a structure for the integration of records into open government initiatives in Botswana with the aim of assisting access to information and service delivery, and a subsequent transparent, accountable and open government. This is a mixed research study framed within the interpretivism epistemological inquiry model, and used Open Government Implementation Model and Action research being a theoretical lense in this study. Document analysis was used to gather information, complemented by interviews and questionnaires with participants and respondents alike purposively selected from the Ministry of Local Government and Rural Development (MLGRD). According to the findings, the legislative as well as regulatory frameworks in order to manage both paper and e-records were available in Botswana although inadequate. Similarly, the research showed that legislation that gives the citizens access to information and subsequently make compulsory for organizations to avail information upon request is absent. Furthermore, it was established through the study findings that information management practitioners are particularly are ill equipped and inexperienced to manage paper and electronic records. Due to the inavailability of ICT infrastructure to help facilitate both paper and e-records management was noted. In addition, open government initiatives were identified as producing e- records, but there were no defined protocols to help aid in their management. Therefore, this weakness can be addressed by integrating records management into open government initiatives, and be able to utilize suitably identified Enterprise Content Management (ECM) or Electronic Document and Records Management System (EDRMS). Currently, open government remains ensured through the reliance of only open government initiatives, without leveraging on good records management. This project study suggests a structure to integrate records management into open government initiatives anchored on legislation and regulatory frameworks with the confidence that its employment would support better information and service accessibility by the citizens. Finally, because of poor records management and a lack of legislation that encourage access to information, there will be continued reliance on the discretion of records professionals by the citizens to have information access. Similarly, without proper records management procedures, Information Communication Technologies (ICTs) will remain underutilized. Thus, it is a recommendation that MLGRD should develop proper records management procedures to guide and improve on the management of records. A further study to establish the level of e-readiness of the Botswana government to fully automate and guarantee the success of open government is recommended. / Information Science / D. Litt et Phil (Information Science)

Thesis (MPA)--University of Stellenbosch, 2011. / ENGLISH ABSTRACT: The research study assessed records management practices in the Limpopo Department of Agriculture (LDA), with the focus being on human resources records. Human resources records management practices were assessed in four key performance areas, namely: policy and regulatory framework, storage requirements, integrity of paper-based and electronic records, and efficiency and effectiveness of the registry system. The assessment tool, as prescribed in the Best Practice Model for Keeping and Managing Paper-Based Employee Records, was used. Research findings showed that LDA's performance in terms of records management practices do not comply with the set policies and regulatory framework and that the storage conditions are insecure. Research findings were evaluated and possible strategies for improving the management of human resources records are recommended. The adoption of awareness campaigns for staff, a coordinated training programme as well as the provision of support of top management, are some of the strategies recommended. / AFRIKAANSE OPSOMMING: In hierdie navorsingstudie is rekords van bestuurpraktyke in die Limpopo Departement van Landbou (LDL) geassesseer, met die fokus op menslikehulpbronrekords. Die menslikehulpbronrekords is geassesseer op grond van vier kernprestasie-areas, naamlik die beleids- en regulatoriese raamwerk, bergingsvereistes, integriteit van papiergebaseerde en elektroniese rekords, en doeltreffendheid en effektiwiteit van die registerstelsel. Die assesseringstelsel soos voorgeskryf deur die Best Practice Model for Keeping and Managing Paper-Based Employee Records is gebruik. Navorsingsbevindings het getoon dat die LDL se prestasie ten opsigte van rekordbestuurpraktyke nie voldoen aan beleide nie en dat ‟n regulatoriese raamwerk en veilige bergingstoestande nie bestaan nie. Navorsingsbevindings is geëvalueer en moontlike strategieë om die bestuur van menslikehulpbronrekords te verbeter, is aanbeveel. Die ingebruikneming van bewusmakingsveldtogte vir personeel, 'n gekoördineerde opleidingsprogrm en ook die verskaffing van steun deur topbestuur is van die strategieë wat aanbeveel word.

This Master thesis focuses on the concept of Records Management (RM) and Electronic Records Management (ERM) and how the adoption of an Electronic Document Records Management System (EDRMS) affects a business setting. The research focuses on the factors of perceived efficiency and on the costs that exist in a company. More specifically, this Master thesis is a qualitative exploratory case study which's aim is to examine and present the experiences and the attitudes of 4 individuals who are working in companies that possess an EDRMS. In order to acquire this deeper understanding, the data collection methods that were used were the in person semi structured interviews and the observation. During the research was examined how the perceived efficiency and the costs in a company are affected by a proper RM/ERM program. The analysis of the collected data shown that the specific individuals in the specific firms are benefited by the EDRMS and that their work is improved.

No description available.

MPM / Oliver Tambo Institute of Governance and Policy Studies

The application of information communication technologies (ICTs) in records management in many organisations underscores the need for the assessment of e-records readiness. This provides a useful guide in benchmarking, gauging progress and comprehending e-records management. This study examined e-record readiness in labour organisations with a view to proposing a framework for labour organisations in Botswana. The study was largely guided by a quantitative paradigm and used a survey research strategy. This was complemented by methodological triangulation of both quantitative and qualitative data collection methods. All the 50 registered labour organisations in Botswana were surveyed, 45 of which responded, representing a response rate of 90%. Data was obtained through structured questionnaires, semi-structured interviews, document review and observations. The study established that e-records readiness in labour organisations in Botswana was evident, low and evolving, evidenced by the slow adoption of ICTs; inadequate records management standards and practices; and low integration in the national e-readiness framework. The study confirmed that most labour organisations had embraced the utilisation of ICTs in their work; exhibited some form of records management function and acknowledged the existence of national policy directives and strategies on e-readiness. However, traditional ICTs mainly the fax and telephone, were more prevalently adopted and used than newer ones such as e-mail and the Internet. The use of social media technology (Web 2.0 - Facebook, YouTube, and Twitter) was yet to be explored. The management of both paper-based and electronic records was not satisfactory and fell short of best recognised records management standards and practice. The integration of labour organisations into national e-readiness initiatives as espoused in key policy proclamations within the context of the pursuance of a holistic knowledge and information society was slow and remained challenging. In order to foster successful e-records readiness in labour organisations, several recommendations were advanced that underscored effective ICT adoption and use, implementation of best records management practices and rigorous integration of labour organisations into the information and knowledge society in Botswana. In addition, an integrated framework for examining and understanding e-records readiness in labour organisations was proposed and documented. / Information Science / D. Litt. et Phil. (Information Science)

Den här uppsatsen handlar om hur organisationer som omfattas av offentlighethetslagstiftningen men samtidigt bedriver affärsverksamhet på en konkurrensutsatt marknad uppfyller både offentlighetslagstiftningens krav kring hantering av allmänna handlingar och de krav som uppkommer från verksamheten. Syftet med uppsatsen är att ge kunskap om vilka faktorer som påverkar uppfyllnad av offentlighetslagstiftningens krav kring allmänna handlingar i offentligt affärsverksamhet som agerar på en konkurrensutsatt marknad. Uppsatsen är baserad på en fallstudie av affärsverket Luftfartsverket (LFV) och omfattar intervjuer, litteratur och dokumentstudier av både interna och externa dokument samt granskning av ett antal kammarrättsdomar rörande utlämnade av allmänna handlingar från LFV där beslutet har nekats med hänvisning till affärssekretess och sedan överklagats till kammarrätten. Uppsatsen huvudsakliga slutsatser är:  Lagstiftningen ger möjligheter att skydda affärskritisk information. Det finns dock en oro både inom verket och hos samarbetspartners att de som är satta att tillämpa regelverket vid begäran om utlämnade inte har tillräcklig kunskap att bedöma vad som är affärskritiskt för olika organisationer  Det finns viss administration kopplat till hantering av allmänna handlingar i ett affärsverk som en konkurrent som inte omfattas av offentlighetsprincipsregelverket inte har. Det finns både positiva och negativa effekter för ett affärsverk av denna administration och det har inte i denna studie kunnat påvisas vilket som överväger.  Vid förändringar i omvärlden är det av stor vikt att man gör en konsekvensanalys över hur regelverken ska tolkas och hanteras internt i organisationen om detta inte görs så kan det innebära att olika individer och grupper av medarbetare hanterar regelverken olika.  Medarbetarnas kunskap, insikt och tillämpning är avgörande för framgång.