The claim of archivists to be a scholarly profession is dependent upon their ability to methodically study and understand the meaning of the records in their care. Without such contextual information about the record as the name of its creating agency, the reason for its creation, and the authority by which it was created, archivists and researchers are in a poor position to assess the value and validity of its informational content. Without knowledge of the relationship of the record to other record series, they are likely to overlook additional supporting and/or contradictory documentation and thereby miss a part of the truth they seek. This thesis is directly concerned with the means by which archival sources might be assessed to determine the value of the historical evidence they contain. It proposes a conceptual framework by which study of the original, primary, and secondary meanings of the archival record might be approached. Examples are drawn from close examination of the records of the Corporation of the City of Nanaimo surviving from the period 1875-1904. While acknowledging that extensive study of the significance of documentation might be impossible for archivists in their daily work, this thesis concludes that closer attention must be paid to sources documenting the contextual environment of the record. Such sources are essential to the furtherance of understanding which is the information profession's ultimate goal. / Arts, Faculty of / Library, Archival and Information Studies (SLAIS), School of / Graduate

Organizations are experiencing problems with the control of information in computer-based information systems. Records management is a system that consists of a number of elements to control recorded information over its life cycle. Previous studies have ranked various records management activities. However, these studies were not conducted in Australia, were not specifically related to computerbased information systems, and were based on the frequency with which records management tasks, or duties and responsibilities were being performed by records management personnel rather than the perceived importance of records management elements for overcoming problems. This study is conducted in Australia on the role of records management within the context of computer-based information systems. It has two purposes: to determine whether there is an appreciable difference in the perceived importance of the various records management elements for overcoming excessive quantity, poor quality and storage media problems in computer-based information systems by RMAA individual members; and to determine whether regardless of professional involvement and level of education of RMAA individual members, there is no statistically significant difference in the perceived importance of the various records management elements in computer-based information systems for overcoming these three problems. To carry out the research a questionnaire was devised and distributed to individual members of the Records Management Association of Australia. The survey obtained a usable response rate of 53.1 percent from a population of 399 individual members of the Association. The study indicated that there is a difference in the perceived importance of the various records management elements for overcoming excessive quantity, poor quality and storage media problems in computer-based information systems. There was evidence to suggest that respondents frequently involved in professional activities are more likely to consider certain records management elements more important than respondents not frequently involved in these activities. The study also found that level of education is associated with the selection of certain records management elements. In particular, those respondents with no tertiary qualifications are more likely to consider the records management elements mail management and a records retention and disposition schedule important than respondents with tertiary qualifications.

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.

A dissertation submitted to the Faculty of Arts in fulfilment of the requirements for the Doctor Of Philosophy in Library and Information Science in the Department of Library and Information Studies at the University of Zululand, 2018 / E-records readiness is key to the implementation of electronic records management programmes and ultimately the e-Government in the public sector. However, past studies about Swaziland show no evidence of research that ascertains the depth of e-Records readiness in the context of the current e-Government strategy. Studies that have been documented on records management systems in the country have largely focused on paperbased records management in government ministries. The aim of the study was to assess e-Records readiness in the Swaziland government ministries with a view to conceptualising framework for the effective management of e-Records as a facilitating tool for e- Government. The study sought to establish the national legal and policy framework governing management of electronic records in Swaziland’s government ministries in the context of e-Government; the level of compliance to policies, standards, tools, procedures and responsibilities for e- Records management in the government ministries; establish the e-Records management products and technologies existing in the government ministries; examine resource capacity and training for e-Records management staff; find out if there is internal awareness of the link between the e-Record management and the e-Government strategy; as well as explore the depth of the government wide digital preservation strategy. The IRMT (2004) E-Records Readiness Tool was adapted and used as the analytical framework for this study. This tool is designed to assist organizations to benchmark themselves and to determine where they stand in respect to the management of electronic records. The study mainly used the quantitative research approach exploiting a survey that utilized a questionnaire as a data collection instrument. The quantitative approach was however complemented by a qualitative research approach which utilized observation and interview techniques. Using both quantitative and qualitative approaches made it possible to triangulate and validate the findings. The unit of analysis was the Swaziland government ministries, with a survey design involving all the 19 Government Ministries. The target study participants comprised of the Directorate of Swaziland National Archives, the Directorate of Computer Services, the Directorate of E-Government, the records officers and the action officers.

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.

Thesis (M.A. Information Studies (Electronic Records Management)) -- University of Limpopo, 2021 / There is a strong argument for a direct link between records management and delivery of justice to citizens in that to an extent that a country is ready to embrace information and communication technology (ICT), the lower the level of corruption in that country. This study investigated the role of electronic records management for effective delivery of justice in Limpopo Province police stations (LPPS) with the adoption of the exploratory survey research design based on quantitative and qualitative research approaches. The study adopted a pragmatic worldview to sample 100 police detective officers and 6 records managers with a 65% response rate in Lebowakgomo and Mankweng clusters of Limpopo province with the use of questionnaire and interview as data collection instruments. The study analysed quantitative data through SPSS for Windows while adopting Thematic Analysis for qualitative data. This study found that the LPPS had inadequate human resource and ICT infrastructure capacity for effective electronic records management and delivery of justice to citizens; that e-docket system had a positive impact in enhancing electronic records management, specifically with 24hour access and timely sharing of records; that poor internet connection emerged as the most prominent challenge faced when managing records; and that monitoring of the e-docket system and increased human resource and ICT infrastructure capacity could improve electronic records management. The study made the following recommendations in order to enable effective delivery of justice to citizens through electronic records management in LPPS: that there be minimum training requirements for those working with records in order to cultivate a culture of appreciating proper records management; that police stations be provided with enough computers with adequate network capacity; that a qualified records manager be appointed to administrate the management of records; and that offsite backup be implemented to ensure system recovery in case of disaster. / National Research Foundation (NRF)

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

Database systems maintain integrity of the stored information by ensuring that modifications to the database comply with constraints designed by the administrators. As the number of users and applications sharing a common database increases, so does the complexity of the set of constraints that originate from higher level business processes. The lack of a systematic mechanism for integrating and reasoning about a diverse set of evolving and potentially interfering policies manifested as database level constraints makes corporate policy management within relational systems a chaotic process. In this thesis we present a systematic method of mapping a broad set of process centric business policies onto database level constraints. We exploit the observation that the state of a database represents the union of all the states of every ongoing business process and thus establish a bijective relationship between progression in individual business processes and changes in the database state space. We propose graphical notations that are equivalent to integrity constraints specified in linear temporal logic of the past. Furthermore we demonstrate how this notation can accommodate a wide array of workflow patterns, can allow for multiple policy makers to implement their own process centric constraints independently using their own logical policy models, and can model check these constraints within the database system to detect potential conflicting constraints across several different business processes. A major contribution of this thesis is that it bridges several different areas of research including database systems, temporal logics, model checking, and business workflow/policy management to propose an accessible method of integrating, enforcing, and reasoning about the consequences of process-centric constraints embedded in database systems. As a result, the task of ensuring that a database continuously complies with evolving business rules governed by hundreds of processes, which is traditionally handled by an army of database programmers regularly updating triggers and batch procedures, is made easier, more manageable, and more predictable.

The study sought to investigate the viability of digital records management in the Office of the Premier (OTP) in the Eastern Cape Province. The objectives of the study were to establish the current status of digital records management in the OTP, determine the compliance with the legal framework, identify the requisite infrastructure for digital records management (DRM), describe the security and preservation measures for DRM, and the challenges of managing digital records. Purposive sampling was used to select 40 participants. A questionnaire was used to collect data. The study revealed that the OTP has taken a number of initiatives aimed at establishing records management practices. However, the study found that the OTP is faced with a number of challenges in trying to use the Electronic Document and Records Management System (EDRMS). The majority of the employees did not have any qualification in records management. This lack of skills and competencies affects the implementation of the new system. The findings of the study showed that most of the employees were resisting using the new system because they were not comfortable with it. The study recommends that the department should encourage its staff to get training to be knowledgeable in the use of EDRMS which generates records; the staff should work closer with the consultancy in order to gain skills and knowledge to facilitate the change process, and the security and preservation of digital records should be enhanced.