A dissertation submitted in partial fulfillment of the requirements for the degree of Masters in Information Science at the University of Zululand, South Africa, 2012. / Records management seeks to efficiently and systematically control the life-cycle of records that are routinely generated as a result of activities and transactions. Records are a vital asset in ensuring that the institution is governed effectively and efficiently, and is accountable to its staff, students and the community that it serves. Records support decision-making, organize documents, provide evidence of policies, decisions, transactions and activities, and support the university in cases of litigation. There have been many instances at the University of Zululand whereby records were reported to be misplaced or missing thus raising a question on how are records managed and what system and policies are used in terms of records management. This Master‘s dissertation sought to investigate the status of records management at the University of Zululand. The study used the survey research method, with the questionnaire as the primary data collection instrument. The study targeted both administrative and academic (Heads of Departments) employees at the University of Zululand. Purposive sampling was used to select 26 academic Heads of Departments and 24 administrative employees, resulting in a total of 50 respondents. The findings revealed that the University of Zululand still has a long way to go with respect to day-today records management. Apart from the Integrated Tertiary Software (ITS) which is an Enterprise Management System, no formal records management system was identified at the University of Zululand that deals with either paper-based or electronic records such as emails. There also appeared to be no specific policy for records management. There were no qualified records management practitioners at the University of Zululand, even though there are employees who are hired by the university as so-called =records officers‘. Proper training, workshops and skills in records management are therefore lacking amongst academic and administrative practitioners at the University of Zululand. v The study recommends the development and adoption of an official records management policy, the appointment of a records manager, and the establishment of a records management training program for staff. Furthermore, the study recommends the acquisition and implementation of a suitable campus-wide records management model such as Windows SharePoint Server (WSPS) or other relevant system, and the establishment of a formal records department for record keeping.

M.Inf. / The introduction of technology has affected the service standards of most service organizations. Organizations were either negatively or positively affected. (Polokwane Municipality is no exception). Records management as a major function of service organizations needs to be developed to cope with the challenges brought about by technology. The study, therefore, investigated the possible role of electronic records management in a service organization. The aim of electronic records management is to improve service quality. By making use of an electronic records management system, organizations can render quality service. The introduction of technology in records management affects several aspects such as space, time, costs, customer satisfaction and the role of the records manager. Although technology may improve the standard of service in organizations, it is important for organizations to embark on staff development programmes. Employees should be trained to use the existing system, and encouraged to further their studies. Furthermore, organizations should encourage employees to affiliate with professional organizations, as the latter enables employees to embark on a process of lifelong learning. Once a well-trained workforce has been established, responsibilities must be allocated. Employees should be made aware of their limitations. Some should be tasked only with scanning in new information, while others could be made responsible either for maintaining or disposing of records. The most senior member of staff in the records management section should be responsible for any actions with regard to the disposal of records. Other departments such as Information Technology (IT) should assist with their expertise.

The study sought to investigate the management of medical records for healthcare service at the Victoria Public Hospital in the Eastern Cape Province. The objectives of the study were to describe the present records management practices in Victoria Hospital; find out the existing infrastructure for the management of patient medical records at the Victoria Hospital; determine the compliance of patient medical records management in Victoria Hospital with relevant national legislative and regulatory framework; find out the security of patient medical records at the Victoria Hospital. Quantitative and qualitative approaches were employed. The sample was drawn from the service providers and from the healthcare service users. Questionnaires, interviews and observation were used to collect data. The findings showed that Victoria Hospital uses manual records management system in the creation, maintenance and usage of records. In the findings, there were challenges related to misfiling and missing patient folders which sometimes lead to the creation of new patient folders. Also, the study discovered that the time spent in the retrieval of patient folders could negatively affect the timely delivery of healthcare services. The study recommended the adoption of electronic records management system as most public healthcare institutions in the country are rapidly shifting to electronic records management system. The use of electronic records management system is believed to be efficiently and effectively promoting easy accessibility, retrieval of patient medical records and allows easy communication amongst the healthcare service institutions and healthcare practitioners.

Submitted in partial fulfillment of the requirements for the Masters Degree in Information Studies, Department of Library & Information Studies, University of Zululand, South Africa, 2011. / The aim of this study was to investigate records management practices in government ministries in the Kingdom of Swaziland. The study sought to determine how records are generated, used and disposed of in the government ministries; the types of records that are generated within the Swaziland government; how the records are organized and retrieved; the training needs of the Swaziland government’s registry staff; the attitude of staff towards records management practices; the level of staff awareness sound records management practices; the suitability of records storage facilities; and the challenges of e-records management in the government of Swaziland. A mixed method research paradigm consisting of a survey and observation was used to carry out the study. The target population consisted of action officers and records officers (registry staff) from government ministries in Swaziland. 92 action officers and 29 registry staff were involved in the study. 31 of the action officers were from top management, 31 from middle management, and 30 from lower level management. The results revealed that government ministries in Swaziland do not practice sound records management in line with the Swaziland National Archives Act (No. 5 of 1971). There was no uniformity with respect to filing methods and the manner in which records were destroyed or deleted. There were no control measures for ensuring the care and safe custody of records. Electronic records management policy, filing procedure manuals and a disaster recovery plan did not exist at the time of writing. The lack of records management practices directly and indirectly affects the information flow within the ministries. It is expected that the findings of this study will inform policy on records management in the government of Swaziland; facilitate effective records management in the government; create awareness about sound records management; help inform a records management training plan; and help establish integrity and transparency in the functioning of government. The study recommends that research should be extended to parastatal organisations in Swaziland to ensure that the management of records, both in the government and the public sector, is harmonized to enhance service delivery, accountability and transparency in the management of the country’s public affairs.

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.

Historians and other researchers regularly turn to news media as primary sources for studies on a wide range of topics. Generally, the materials used are the end products of the news-publishing process – newspaper clippings, radio and television broadcasts, and web programming. These published documents, beyond relating specific events, reflect the values and perspectives of the societies in which they have been created. As products of a creative and editorial process, these news media documents can provide a rich source of information about the media. Government records, personal papers, and published memoirs of those in the media industry, along with media trade publications, are also often studied for insights into the news publishing process. What is lacking in these studies is an examination of the varied records -- internal correspondence, memos, minutes, and forms, for example -- made and used to perform and manage the media's work itself, rather than to present it in final published form. These records are not usually archived by the media. This has handicapped historical understanding of the media and contributed to the underdevelopment of the literature on the history of the Canadian news media. There is irony in this. The media often claims the vital role of holding others to account for their actions, especially government and political institutions. It often does so by championing and using access to information legislation and criticizing lax recordkeeping on the part of these organizations. And yet, the records that would hold the media itself to account are rarely archived and made available. How the problem of the underdevelopment of media archives in Canada can be addressed needs to be explored. This thesis will do so. This is important given the powerful past and present role of the media in our society.

Every municipality in Manitoba has a distinct and valuable history, but many stories are already lost, and many more are at risk due to poor recordkeeping and archiving. Municipal records document local decisions, actions, finances, the relationship between governments and citizens, and much more. Most of this information is only available in municipal government records; it does not exist anywhere else. Additionally, despite municipal reliance on local records and archives in their day-to-day operations, and as a key source in constructing specific community identities, many municipal government offices have neglected, forgotten, or no longer see the value in maintaining an archive. As a result, municipal governments cannot be held fully accountable for their actions and are unable to abide by the archival requirements of the Municipal Act and the access and privacy provisions outlined in the Freedom of Information and Protection of Privacy Act. They are also thereby failing to take advantage of the archival services offered through the Archives of Manitoba as outlined in the province’s Archives and Recordkeeping Act. This project examines how municipal employees and citizens view recordkeeping, particularly how archival records are considered. In order to learn how municipal officials deal with both their current and archival records a survey was sent to all the municipalities in Manitoba outside of Winnipeg, which was excluded because it had made considerable recent progress by establishing a city archives. Driven by a concern that municipal records outside of Winnipeg are not being adequately managed and archived, this thesis studies the way municipalities are treating both their operational and archival records. These findings are contextualized by looking at municipal archives and archival practices across Canada. Finally, the thesis provides some suggestions for improving recordkeeping practices in Manitoba’s municipalities.

Historians and other researchers regularly turn to news media as primary sources for studies on a wide range of topics. Generally, the materials used are the end products of the news-publishing process – newspaper clippings, radio and television broadcasts, and web programming. These published documents, beyond relating specific events, reflect the values and perspectives of the societies in which they have been created. As products of a creative and editorial process, these news media documents can provide a rich source of information about the media. Government records, personal papers, and published memoirs of those in the media industry, along with media trade publications, are also often studied for insights into the news publishing process. What is lacking in these studies is an examination of the varied records -- internal correspondence, memos, minutes, and forms, for example -- made and used to perform and manage the media's work itself, rather than to present it in final published form. These records are not usually archived by the media. This has handicapped historical understanding of the media and contributed to the underdevelopment of the literature on the history of the Canadian news media. There is irony in this. The media often claims the vital role of holding others to account for their actions, especially government and political institutions. It often does so by championing and using access to information legislation and criticizing lax recordkeeping on the part of these organizations. And yet, the records that would hold the media itself to account are rarely archived and made available. How the problem of the underdevelopment of media archives in Canada can be addressed needs to be explored. This thesis will do so. This is important given the powerful past and present role of the media in our society.

M.A. / Information plays a very significant role in the economic development of the enterprises. It is increasingly used as a corporate resource to improve productivity, efficiency and effectiveness. This means that information in the form of records, is a strategic weapon to gain competitive advantage for the enterprise that creates and receives them. The study explores the problems that are facing terminology in the study of information management and records management. The problems that exist in terms of terminology are so intense that there is yet no universally acceptable definition for records and records management. The basic elements of records management are explored in attempt to position records management as an information management function. It demands records as vital information resources be managed throughout their life cycles, at a strategic level in much the same way as other economic resources such as people, money and land. In managing records effectively, the education and training of records managers is regarded as imperative. In order to test the information management function of records management, a survey is administered within Enterprise ABC to observe the records management practices amongst the records staff. The findings of the survey reveal that the records management practices within Enterprise ABC are chaotic in the sense that there are no standards and procedures that govern the flow of records within the enterprise.

The purpose of this thesis is to verify the SAP RM configuration's possibility to fulfill the requirements of MoReq2 standards. The theoretical part revealed the characteristics of Records Management, MoReq2 standard and SAP Records Management software. Records Management is introduced in the connection with Enterprise Content Management and Document Management. There are other standards mentioned, but Moreq2 due to its importance for the practical part of the thesis is being described closely. SAP Records Management component is explored from its conceptual and technological aspects. The practical part is composed of analysis of MoReq2 requirements in SAP RM environment and of the description of the system configuration, which enables MoReq2 requirements' fulfillment. The configuration is described in details only if SAP RM fulfills MoReq2 requirements.