Effective e-records management is considered an integral part for successful implementation of e-government. While many previous studies have been carried out on e-government implementation, few investigated e-records management in supporting successful implementation of e-government in Tanzania with a view to developing the best framework. The specific objectives of the study were to: determine e-records readiness in the Tanzania Public Service; assess e-government implementation status in the Tanzania Public Service; establish the effectiveness of existing e-records legal, policy and regulatory framework in support of e-government; determine the e-records knowledge and skills of staff in the Public Service; find out the extent to which the National Archives (RAMD) is involved in the management of e-records and e-government implementation in the Public Service; and to develop a framework for the management of e-records and e-government implementation. The study based on interpretive research paradigm and adopted qualitative research method. A sample size of 50 respondents was drawn from four public offices namely: the Ministry of Public Service (PO-PSM), Tanzania Communications Regulatory Authority (TCRA), E-Government Agency (e-GA) and the Records and Archives Management Department (RAMD). Data was collected through interviews and personal observation and was analysed using thematic analysis. Findings revealed that although there is evidence of availability and use of e-records across government institutions in Tanzania, the e-records readiness and efficiency levels in support of e-government were low; the management of e-records is not yet streamlined to the majority registries; and e-Government implementation maturity level is low. Findings revealed that although there is evidence of availability and use of e-records across government institutions in Tanzania, the e-records readiness and efficiency levels in support of e-government were low; the management of e-records is not yet streamlined to the majority registries; and e-Government implementation maturity level is low. Further findings indicated that the existing legislations, policies and regulations are inadequate and ineffective particularly on matters relating to e-records management and e-government implementation; records personnel, action officers and IT staff were not conversant with procedures and practices of e-records management; and that, there is poor involvement of RAMD in ERM a situation that slows down implementation e-government. The study concluded that, the current practices for managing electronic records in support of e-government implementation in Tanzania were inadequate. Even the existing national e-government strategy does not incorporate the management of electronic records as an important aspect towards successful implementation of e-government in the country. The study has recommended a framework for effective management of e-records in support of e-government implementation; e-records management training for records personnel, IT staff and secretaries; development of RAMD website; identification of ERM software specifications; customization of ISO standards to suit Tanzanian environment; amendment of the existing Archival legislation; and benchmarking from successful governments. / Information Science / D. Litt. et Phil.(Information Science)

Effective management of electronic records (MER) facilitates implementation of e- government. While studies have been carried out on management of records in Kenya, none of these studies has focused on MER in support of e-government implementation in Kenya. To address the knowledge gap, the current study sought to establish the current state regarding MER in support of e-government in Kenya. The study investigated how MER supported e-government in Kenya with a view to develop a best-practice framework for MER in support of e-government. The specific objectives of the study were to: ascertain current status of MER in government ministries in Kenya; determine the current level of e-government utilization; establish the effectiveness of existing practices for MER in supporting e-government; identify challenges faced by ministries in MER that could impact on implementation of e- government; propose recommendations that could improve MER in ministries to support e-government effectiveness and develop a framework for MER in support of e-government. The theoretical framework was the European Commission’s (2001) Model Requirements for Electronic Records Management (MoReq) and the United Nation’s (2001) five-stage e-government maturity model. The study was anchored on the interpretive research paradigm and adopted qualitative research methodology using phenomenological design. The study sample consisted of 52 respondents drawn from eighteen government ministries, the Kenya ICT Authority (ICTA), the Kenya National Archives and Documentation Service (KNADS) and five e- government service areas. Maximum variation sampling technique was used. Data was collected through face-face interviews and analysed using thematic analysis. The findings established that: the general status of MER in government ministries is inadequately positioned to support e-government; utilization of e-government in Kenya had grown significantly and more ministries were adopting e-government services; although some initiatives have been undertaken to enhance MER, the existing practices for MER require improvement to ensure they adequately support e-government; there exists several challenges in the MER that impact on implementation of e-government. The study concluded that the current practices for managing electronic records in support of e-government implementation were not adequate. Recommendations and a best-practise framework for managing electronic records in support of e-government have been provided. Suggestions for further research are provided. / Information Science / D. Litt. et. Phil. (Information Science)

The global perspective on digital revolution is one that has received a rapturous approval from information professionals, scholars and practitioners. However, such an approval has come at a great cost to memory institutions as the preservation of digital information has proved to be a complex phenomenon to memory institutions. Guided by the multi method design and underpinned by the triangulation of questionnaires, interviews, observation and document analysis, the study examined digital preservation of e-government in Ghana. Findings revealed that the creation of databases, digital publication, emails, website information and tweets were often ocassioned by the use of ICT, e-government, and application of legislations and public policies. It observed that these types of digital records were in urgent need for preservation as most of the ministries and agencies were unable to access their digital records. While the application of a digital preservation tool (Lots of Copies Keeps Stuff Safe) was a familiar terrain to the ministries and agencies, there was expressed lack of awareness about digital preservation support organisations and digital preservation standards. The study identified funding, level of security and privacy, skills training and technological obsolescence as factors that pose key threats to digital preservation. It noted backup strategy, migration, metadata and trusted repositories as the most widely implemented preservation strategy across the ministries and agencies. On the other hand, cloud computing, refreshing and emulation were the least implemented preservation strategies used to address the digital preservation challenges . The study recommends that the ministries and agencies can address many of the digital preservation challenges if they leverage on collaborative and participatory opportunities. Such collaborative and participatory opportunities involve the use of experts from other institutions to share resources and use a common protocol through cloud computing and Open Data. It further recommends that the process of developing a digital preservation policy can be guided by a template document from other jurisdictions / Information Science / D. Litt et Phil. (Information Science)

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)

Owner companies should consider all elements of Document Management during a project’s life cycle, identify shortcomings and address them successfully to ensure successful completion of projects and ultimately to also ensure legal compliance as stipulated by contractual agreements. Proper governance during the execution of projects involves, amongst others, the establishment of structures and processes, with appropriate checks and balances built into these structures and processes, to enable all stakeholders to be in a position to have access to relevant documentation. Executing projects makes a huge demand on the flow and management of project related documentation through the different phases of these projects. The research, as documented in this dissertation, investigates and evaluates whether Sasol Technology, as the project execution agent for the Sasol Business Units, has efficient governing Document Management processes and procedures in place to support the successful execution of capital projects. Sasol Technology uses a stage gate model, associated with project life cycles, as a systematic approach for the execution of capital projects. Document Management is a new business function that was established in 2008. Not all the functions involved in the life cycle of project execution are fully aligned with the central function managing documentation. There is thus a need for a fully integrated Document Management System, involving all the functions of Sasol which are involved during the different phases of project execution. The literature study analyses existing world best document management and records management practices and procedures and points out that meticulous and strict document and records management practices form the backbone of organisational authentic evidence compliance. The research design method that was chosen to authenticate the research question is an Exploratory Qualitative Approach, combined with a Descriptive Approach. Results are obtained from a combination of three methods. Published and available existing data of how documents are managed in Sasol was gathered and secondary findings are established. Focused and structured interviews were then conducted with experienced team members from the different functions involved in project execution and lastly, e-mail administrated questionnaires were developed and distributed to relevant project team members within Sasol Technology to assess the current system and to determine additional requirements for an enhanced Document Management System, specifically applicable to owner companies in the project execution environment. Whereas the scrutiny of the secondary sources provides a background and the progress iii made with regard to setting requirements for a standardised Document Management System for the execution of projects in the Sasol Technology and some of the other Sasol Business Units, the primary data findings indicate how the project team members perceive the existing Sasol Technology Document Management System to be. Key findings include, that documentation life cycle management is not fully developed and needs to be addressed in the Sasol Technology project execution environment. Furthermore, integration of the documentation management of the various departments, functions and structures in Sasol will enable better and improved management of project documentation. The specific output of this dissertation is the recommendation of an improved Document Management System to allow the different functions within Sasol Technology and some other Sasol Business Units to have access to an integrated system, included in it all relevant documentation requirements during the life cycle of projects. An added deliverable is a framework of requirements to be included in a document management philosophy, not only for Sasol, but also for other owner companies during project execution. / Thesis (M.Ing. (Development and Management Engineering))--North-West University, Potchefstroom Campus, 2010.

Owner companies should consider all elements of Document Management during a project’s life cycle, identify shortcomings and address them successfully to ensure successful completion of projects and ultimately to also ensure legal compliance as stipulated by contractual agreements. Proper governance during the execution of projects involves, amongst others, the establishment of structures and processes, with appropriate checks and balances built into these structures and processes, to enable all stakeholders to be in a position to have access to relevant documentation. Executing projects makes a huge demand on the flow and management of project related documentation through the different phases of these projects. The research, as documented in this dissertation, investigates and evaluates whether Sasol Technology, as the project execution agent for the Sasol Business Units, has efficient governing Document Management processes and procedures in place to support the successful execution of capital projects. Sasol Technology uses a stage gate model, associated with project life cycles, as a systematic approach for the execution of capital projects. Document Management is a new business function that was established in 2008. Not all the functions involved in the life cycle of project execution are fully aligned with the central function managing documentation. There is thus a need for a fully integrated Document Management System, involving all the functions of Sasol which are involved during the different phases of project execution. The literature study analyses existing world best document management and records management practices and procedures and points out that meticulous and strict document and records management practices form the backbone of organisational authentic evidence compliance. The research design method that was chosen to authenticate the research question is an Exploratory Qualitative Approach, combined with a Descriptive Approach. Results are obtained from a combination of three methods. Published and available existing data of how documents are managed in Sasol was gathered and secondary findings are established. Focused and structured interviews were then conducted with experienced team members from the different functions involved in project execution and lastly, e-mail administrated questionnaires were developed and distributed to relevant project team members within Sasol Technology to assess the current system and to determine additional requirements for an enhanced Document Management System, specifically applicable to owner companies in the project execution environment. Whereas the scrutiny of the secondary sources provides a background and the progress iii made with regard to setting requirements for a standardised Document Management System for the execution of projects in the Sasol Technology and some of the other Sasol Business Units, the primary data findings indicate how the project team members perceive the existing Sasol Technology Document Management System to be. Key findings include, that documentation life cycle management is not fully developed and needs to be addressed in the Sasol Technology project execution environment. Furthermore, integration of the documentation management of the various departments, functions and structures in Sasol will enable better and improved management of project documentation. The specific output of this dissertation is the recommendation of an improved Document Management System to allow the different functions within Sasol Technology and some other Sasol Business Units to have access to an integrated system, included in it all relevant documentation requirements during the life cycle of projects. An added deliverable is a framework of requirements to be included in a document management philosophy, not only for Sasol, but also for other owner companies during project execution. / Thesis (M.Ing. (Development and Management Engineering))--North-West University, Potchefstroom Campus, 2010.

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)

This study investigated the use and management of electronic mail (email) in Zimbabwe’s central government. Employing a mixed method research approach, the study used a pluralist ontological paradigm and a pragmatic epistemological paradigm within the convergent mixed methods research design. Quantitative responses from questionnaires were corroborated by qualitative findings from semi-structured interviews, personal observation and document reviews. The study was restricted to Zimbabwe’s central government, focusing on head offices of 22 government ministries situated in Zimbabwe’s capital city of Harare. The population of the study was 670. The Corona Virus Disease 2019 (COVID-19) lockdown imposed in Zimbabwe as from 30 March 2020 negatively affected data collection as some targeted respondents could not be accessed as the researcher had initially planned, leading to an overall response rate of 37.3%. Nonetheless, 12 out of 22 government ministries participated in the study. Quantitative data were analysed using Microsoft Excel 2010® and descriptive statistics while qualitative data were analysed thematically using Atlas.ti®. The study conformed to ethical standards of research as espoused in the University of South Africa’s ethical review guidelines. The study revealed that due to the adoption of electronic government and the inherent relative advantages of email, among other factors, there was increase in use of email as an official record in Zimbabwe’s central government. Nonetheless, management of email was still in its nascent stages and was largely poorly articulated. Poor email classification, filing, appraisal, security, preservation and disposal were largely traceable to deficiencies in legal, policy and procedural frameworks as well as skills and information and communication technology infrastructural challenges. These in turn triggered email retrieval, access, preservation and authenticity challenges. This study was a first local research to address both the use and management of email in a single study and one which proposed a framework for the effective use and management of email where a call was made to match increase in use of email with increase in professional management of the same. The proposed framework may go a long way in influencing proper and professional use and management of email in Zimbabwe’s central government and similar organisations. / Information Science / D. Phil. (Information Science)