Thesis (MPAM.) -- University of Limpopo, 2021 / The study investigated the challenges faced by CoGHSTA department in records management and disposal with the sole purpose of developing some mechanisms to address the above-mentioned challenges. The study was conducted at CoGHSTA in Limpopo Province. The overall challenges faced in both records management and disposal are discussed. Data was collected from various sources e.g., primary, and secondary sources of data. Literature written by different authors – from international, national, and provincial contexts - namely government legislations, books, journals, websites office records such as procedure manuals and service standards, was investigated, to explore the topic under study. The population for this study was all 21-records management staff within the two divisions of the Information management unit such as general records and human resource records. The study employed a qualitative research approach that relies on phenomenology because the researcher intends to find out what challenges are faced by CoGHSTA records management staff on records management and disposal. The study adopted purposive sampling because its respondents have the characteristics and knowledge to answer the research problem of this study. For this study, data were collected from 17 participants using semi-structured interviews. The study findings revealed the following as major challenges faced in records management: Lack of resources - human and financial; lack of storage facilities; lack of Senior Management support. The following were raised as challenges experienced on the disposal of records: delay in the approval of memo(s) for disposal of records by the Head of Department; delay by the Provincial Archives to give authority to dispose of records; lack of storage facilities for active and inactive records and shortage of staff to arrange records for disposal. It is out of those findings that the study proposed several recommendations which included the need to implement records management policies, standards, guidelines, and procedures. The study recommended that the records management unit be allocated sufficient resources (human and financial) as other units that the department of strategic business deems to be performing the department’s (CoGHSTA) core functions. This is because the records management unit equally plays a key role in the management of the records from various CoGHSTA units which are regarded as core units. It is also recommended that the allocation of storage facilities that meet the records storage xi facilities standard be prioritised and attended to as a matter of urgency because the records management unit could function effectively and efficiently without such an important infrastructure. The study deems it necessary for the Head of Department as the Accounting Officer to delegate - in writing - the authority to the Records Manager or his/her supervisor to sign and approve the memorandum for disposal of records after a thorough appraisal of such records is done by the records staff to avoid the delays that are experienced during the approval of the memorandums. The study further recommends that the Provincial Archives have three (3) to four (4) employees amongst its staff establishment dedicated to each government department dealing with all records management issues including an appraisal of records to address the delay by the Provincial Archives when authorising the disposal of records.

Doctors can experience difficulty in accessing medical information of new patients. One reason for this is that the management of medical records is mostly institution-centred. The lack of access to medical information may negatively affect patients in several ways. These include new medical tests that may need to be carried out at a cost to the patient and doctors prescribing drugs to which the patient is allergic. This research investigates how patients can play an active role in sharing their personal health records (PHRs) with doctors located in geographically separate areas. In order to achieve the goal of this research, existing literature concerning medical health records and standards was reviewed. A literature review of techniques that can be used to ensure privacy of health information was also undertaken. Interview studies were carried out with three medical practices in Port Elizabeth with the aim of contextualising the findings from the literature study. The Design Science Research methodology was used for this research. A Hybrid Model for Managing Personal Health Records in South Africa is proposed. This model allows patients to view their PHRs on their mobile phones and medical practitioners to manage the patients’ PHRs using a web-based application. The patients’ PHR information is stored both on a cloud server and on mobile devices hence the hybrid nature. Two prototypes were developed as a proof of concept; a mobile application for the patients and a web-based application for the medical practitioners. A field study was carried out with the NMMU health services department and 12 participants over a period of two weeks. The results of the field study were highly positive. The successful evaluation of the prototypes provides empirical evidence that the proposed model brings us closer to the realisation of ubiquitous access to PHRS in South Africa.

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.

The purpose of this study was to critically analyse the evidence-based revelations from the South African Office of the Auditor-General on the records management challenges being encountered in the local government sector. The aim of the study was the analysis of available evidence and the proposal of solutions for collaborative planning and implementation. The lack of strategic planning in ensuring the accessibility of authentic information sources required during auditing remains unchallenged by the South African public archivists and records managers. These audit reports are required to demonstrate governance, transparency and accountability. This information held in the records of local government is also required to satisfy service delivery and plan development ventures. The World Bank, International Monetary Fund and United Nations formulated an ambitious agenda to eradicate world poverty by 2025. Eight millennium development goals were identified that would provide impoverished communities with better access to basic services and conditions spurring sustainable development. Governance-based criteria were identified as barometers to gauge transparency, accountability, respect for the rule of law and citizens’ rights. Consolidated audited reports from 2000 to 2013 were scrutinised to unravel the conundrums relating to governance, transparency and the management of public sector information sources. According to the 2013 report, only 5% of the local government sector managed to attain clean audits. Related evidence revealed in the unclean audit reports and media narratives related to service delivery and community protests. The approach used for the study was the qualitative methodology, regarded as an appropriate method for the archival discipline. This research method allowed for the incorporation of interdisciplinary and multidisciplinary fields of interest. The case study method design enabled the focus of the study to be on local governments and six selected community development ventures in different areas of South Africa. The latter method enabled information collection from records officials and persons involved with socio-economic development projects. Sound interventions are needed to ensure evidence-based governance. This, in turn, would create favourable conditions for development endeavours in post-apartheid South Africa. / Information Science / D. Litt. et Phil. (Information Science)

The purpose of this study was to critically analyse the evidence-based revelations from the South African Office of the Auditor-General on the records management challenges being encountered in the local government sector. The aim of the study was the analysis of available evidence and the proposal of solutions for collaborative planning and implementation. The lack of strategic planning in ensuring the accessibility of authentic information sources required during auditing remains unchallenged by the South African public archivists and records managers. These audit reports are required to demonstrate governance, transparency and accountability. This information held in the records of local government is also required to satisfy service delivery and plan development ventures. The World Bank, International Monetary Fund and United Nations formulated an ambitious agenda to eradicate world poverty by 2025. Eight millennium development goals were identified that would provide impoverished communities with better access to basic services and conditions spurring sustainable development. Governance-based criteria were identified as barometers to gauge transparency, accountability, respect for the rule of law and citizens’ rights. Consolidated audited reports from 2000 to 2013 were scrutinised to unravel the conundrums relating to governance, transparency and the management of public sector information sources. According to the 2013 report, only 5% of the local government sector managed to attain clean audits. Related evidence revealed in the unclean audit reports and media narratives related to service delivery and community protests. The approach used for the study was the qualitative methodology, regarded as an appropriate method for the archival discipline. This research method allowed for the incorporation of interdisciplinary and multidisciplinary fields of interest. The case study method design enabled the focus of the study to be on local governments and six selected community development ventures in different areas of South Africa. The latter method enabled information collection from records officials and persons involved with socio-economic development projects. Sound interventions are needed to ensure evidence-based governance. This, in turn, would create favourable conditions for development endeavours in post-apartheid South Africa. / Information Science / D. Litt. et Phil. (Information Science)

The historical evolution of South Africa’s health sector, dating back to the 17th century, is significantly different from that of other African countries. Throughout the four centuries of development there have been numerous advances in health policy, legislative instruments and health system progress. Against this background this dissertation critically analysed the management of records in public health care institutions in South Africa. The study did this by addressing three objectives: assess the legislative, policy and regulatory contextual framework of South Africa’s health care system; assess the effectiveness of records management within public health care institutions; and identify appropriate interventions to address the challenges facing records management in the health care system. The study used purposive sampling to identify respondents with diverse expertise in three main sectors: the public sector, the private sector as well as in academic and research institutions. Using interview research technique the study solicited data that was analysed in order to provide a composite picture in addressing the research objectives. The analysis of data revealed three overarching themes. First, there is substantial legislative and regulatory dissonance in the management of health records in the country. While there are extensive legislative, regulatory and policy instruments that could be used to manage records, many lack coherence with records management issues such as records retention. Second, understanding the complex interplay of different legal and regulatory instruments is a critical first step, but it remains the beginning of the process towards building a sophisticated implementation process. For this process to be successful, study respondents argued that records compliance would have to be the backbone of all other compliance processes. Third, while there were substantial areas of weakness in the management of records in South Africa’s public health sector, there have been a number of pockets of excellence. These include the efforts towards complying to access to information legislation by the Limpopo Department of Health and Social Development as well as the successful introduction of Enterprise Content Management systems in health care institutions by the Western Cape Department of Health / Information Science / D. Litt. et Phil. (Information Science)

The historical evolution of South Africa’s health sector, dating back to the 17th century, is significantly different from that of other African countries. Throughout the four centuries of development there have been numerous advances in health policy, legislative instruments and health system progress. Against this background this dissertation critically analysed the management of records in public health care institutions in South Africa. The study did this by addressing three objectives: assess the legislative, policy and regulatory contextual framework of South Africa’s health care system; assess the effectiveness of records management within public health care institutions; and identify appropriate interventions to address the challenges facing records management in the health care system. The study used purposive sampling to identify respondents with diverse expertise in three main sectors: the public sector, the private sector as well as in academic and research institutions. Using interview research technique the study solicited data that was analysed in order to provide a composite picture in addressing the research objectives. The analysis of data revealed three overarching themes. First, there is substantial legislative and regulatory dissonance in the management of health records in the country. While there are extensive legislative, regulatory and policy instruments that could be used to manage records, many lack coherence with records management issues such as records retention. Second, understanding the complex interplay of different legal and regulatory instruments is a critical first step, but it remains the beginning of the process towards building a sophisticated implementation process. For this process to be successful, study respondents argued that records compliance would have to be the backbone of all other compliance processes. Third, while there were substantial areas of weakness in the management of records in South Africa’s public health sector, there have been a number of pockets of excellence. These include the efforts towards complying to access to information legislation by the Limpopo Department of Health and Social Development as well as the successful introduction of Enterprise Content Management systems in health care institutions by the Western Cape Department of Health / Information Science / D. Litt. et Phil. (Information Science)

Text in English with summaries in English, Afrikaans and Zulu / Bibliography: leaves 102-115 / The study investigated the management of medical records in the Primary Health Care services (PHCs) of Diepsloot. The study investigated the regulatory framework, records infrastructure, records security, records management staff skills and the filing system. A qualitative design guided by the interpretive paradigm was used to guide the case study. Interviews, focus groups, and observations generated data from 50 participants. The study revealed that the regulatory instruments used to manage records lack implementation and compliance. There was a lack of security measures, a shortage of records management infrastructure and inconsistency in the filing system. There is a low level of skill in the records management staff. The study recommended the implementation of a regulatory policy that will guide and ensure effective governance of records in PHCs. Records should be secure from misuse by unscrupulous individuals. PHC records need to be managed by experienced professionals. The filing system should be easily accessible. / Die studie het ondersoek ingestel na die bestuur van mediese rekords in die Primêre Gesondheidsorgdienste (PHC's) van Diepsloot. Die studie het ondersoek ingestel na die regulatoriese raamwerk, rekord van infrastruktuur, rekord sekuriteit, vaardighede vir rekordbestuur en die liasseerstelsel. 'n Kwalitatiewe ontwerp gelei deur die interpretatiewe paradigma is gebruik om die gevallestudie te lei. Onderhoude, fokusgroepe en waarnemings het gegewens van 50 deelnemers gegenereer. Die regulatoriese instrumente wat gebruik word om rekords te bestuur, het geen implementering en nakoming nie. Die studie het aan die lig gebring dat daar 'n gebrek aan veiligheidsmaatreëls was, 'n tekort aan infrastruktuur vir rekordbestuur en teenstrydigheid in die liasseringstelsel. Die personeel in rekordbestuur het 'n lae vlak van vaardigheid. Die studie het die implementering van 'n regulatoriese beleid aanbeveel wat die doeltreffende bestuur van rekords in PHC's sal lei en verseker. Rekords moet beskerm word teen misbruik deur gewetenlose individue. PHC-rekords moet deur ervare professionele persone uitgevoer word. Die liasseerstelsel moet maklik toeganklik wees. / Lolu cwaningo luphenywe ngokuphathwa kwamarekhodi ezokwelashwa emnyangweni Wezokunakekelwa kwempilo okuyisisekelo (i-PHCs) eDiepsloot. Ucwaningo luphenywe ngohlaka lokulawula, ingqalasizinda yamarekhodi, ukuphepha kwamarekhodi, amakhono okuphathwa kwamarekhodi nohlelo lokufayila. Umklamo olungaqanjwa uqondiswa yi-paradigm yokutolika wasetshenziselwa ukuqondisa ucwaningo lwesigameko. Izingxoxo, amaqembu okugxila kanye nokubukwa kukhiqize idatha evela kubahlanganyeli abangu 50. Izinsizakusebenza zokulawula ezisetshenziselwa ukuphatha amarekhodi zingenakho ukusebenza nokuhambisana. Ucwaningo luveze ukuthi bekukhona ukuntuleka kwezindlela zokuphepha, ukushoda kwengqalasizinda yokuphathwa kwamarekhodi kanye nokungahambelani ohlelweni lokugcwalisa. Kunezinga eliphansi lekhono kubasebenzi bokuphathwa kwamarekhodi. Ucwaningo lincome ukusetshenziswa kwenqubomgomo yokulawula ezohola futhi iqinisekise ukuphathwa kwamarekhodi kuma-PHCs ngendlela efanele. Amarekhodi kufanele avikeleke ekusetshenzisweni kabi ngabantu abangathembekile. Amarekhodi we-PHC adinga ukuqhutshwa ngochwepheshe abanolwazi. Uhlelo lokufayila kufanele lutholakale kalula. / Information Science / M. Inf.