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.

Thesis (Ph.D.)-University of KwaZulu-Natal, Pietermaritzburg, 2005.

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)

This study focuses on records management in support of service delivery in the public health sector of Limpopo Province, South Africa. The study sought to investigate whether the current records-keeping practices support or undermine service delivery and the e-health readiness level. Mixed methods were used for the survey. Questionnaires, observation and interviews were used to collect data. Purposive sampling method was used to identify interview participants and stratified random sampling for questionnaire participants. The total population of the study was 324 from which 210 participants were sampled. The response rate was 77% (162). The study discovered that records management negatively affected timely and effective health care services. This resulted in long patient waiting times and patients being treated without their medical history records. The study recommended the introduction of an electronic records management system capable of capturing and providing access to a full patient record and tracking paper record movement. / 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.

In this paper, I have examined the records management functions during extraordinary events from the perspective of what is documented, archived and made available regarding voluntary staff participation. Work organization during extraordinary events, also called emergency prepardness system, is based on work resources from regular employees in state and local government and in addition voluntary human resources. Records management is essential for organizations and society to protect and preserve reliable documents that evidence that the measures implemented and to support future actions, decisions and lessons learned. I chosed to perform an instrumental case study on the forest fire in Västmanland 2014 to create an image of the records management in extraordinary events. The survey has been focused on how the volunteer staff have been included in the documentation and where and how much is retained and archived. The case study has been carried out on the basis of grounded theory with data processing and analysis of documents and interview responses. The results of data processing gave a picture that records management was deficient during the fire and also afterwards with archiving and accessibility. Various professional groups performed the documentation for different purposes, in different records management systems, but without common practice and no one had overall responsibility for records management. It is missing a lot of written documentation regarding the voluntary efforts of staff at the extraordinary event, both among non-governmental organizations NGOs, voluntary defence organizations and authorities. Documentation is available only to a small extent and with varying factual content which makes it impossible to get an overall picture and it is difficult to know where the documents are archived. A further analysis of the results from the grounded theory-processing and some policy documents generated suggestions for improvements to include volunteer staff into the documentation in extraordinary events. The proposals deals with: a coordinating organization given the task of coordinating the guidelines for records management so that they are applicable for extraordinary events, and customized for different scenarios of events and different types of organizations participating in the work; that the archive theoretical model records continuum is used in the creation of strategies; to observe the laws and regulations that concern records management and extraordinary events; to appoint a person responsible for records management of each organization in emergency preparedness system; that authorities, municipalities and county councils continually train and practice their regular staff, elected officials and voluntary agreements personnel in processes of records management during extraordinary events; to introduce a common archive authority that collects, preserve and provide documentation regarding the work of extraordinary events. / I den här uppsatsen har jag undersökt hur dokumenthanteringen fungerar vid extraordinära händelser utifrån perspektivet vad som dokumenteras, arkiveras och tillgängliggörs gällande frivilligpersonals medverkan. Arbetsorganisationen vid extraordinära händelser, även kallat  samhällets krisberedskap, är uppbyggd på arbetsresurser ifrån ordinarie anställd personal i stat och kommun samt därtill frivilliga personalresurser. Dokumenthantering är väsentligt för organisationer och samhället för att skydda och bevara tillförlitliga dokument som belägg för att åtgärder genomförts och som stöd för framtida åtgärder, beslut och lärdomar. Jag valde att utföra en instrumentell fallstudie på skogsbranden i Västmanland 2014 för att skapa en bild av dokumenthanteringen vid extraordinära händelser. Undersökningen har gällt hur frivillig-personal har inkluderats i dokumentationen samt var och hur mycket som finns bevarat och arkiverat. Fallstudien har genomförts utifrån grundad teori med databehandling och analys av dokument och intervjusvar. Resultatet från databearbetningen gav en bild att dokumenthante-ringen var bristfällig under branden och även efteråt med arkivering och tillgängliggörande. Olika yrkesgrupper utförde dokumentation för olika ändamål, i olika dokumenthanterings-system, utan gemensamma rutiner och ingen hade ett övergripande ansvar för dokument-hanteringen. Det saknas en hel del skriftlig dokumentation om frivilligpersonalens insats vid den extraordinära händelsen, både hos frivilligorganisationer, frivilliga försvarsorganisationer och myndigheter. Dokumentation finns bara i liten utsträckning och med varierande faktainnehåll vilket gör det omöjligt att få en helhetsbild och det är svårt att veta var dokumentation finns arkiverad. En fortsatt analys mellan resultatet från grundad teori-bearbetningen och några styrdokument genererade förslag till förbättringar för att dokumentation om frivilligpersonal ska bli inkluderad vid extraordinära händelser. Förslagen behandlar: att en samordnande instans får uppdraget att samordna riktlinjer för dokument-hanteringen så att de blir tillämpbara vid extraordinära händelser och anpassade för olika scenarion av händelser och olika typer av organisationer som deltar i arbetet; att arkivteoretiska modellen records continuum används i skapandet av strategier; att beakta de lagar och förordningar som finns för dokumenthantering och extraordinära händelser; att utse en ansvarig för dokumenthantering hos varje aktör inom samhällets krisberedskap; att myndigheter, kommuner och länsstyrelser kontinuerligt ska utbilda och tillsammans öva sin ordinarie personal, förtroendevalda och frivillig avtalspersonal i processer av dokumenthantering vid extraordinära händelser; att införa en gemensam arkivinstans som samlat kan bevara och tillhandahålla dokumentation gällande arbetet med extraordinära händelser.

This master's thesis deals with documents and records management using the computer information systems in the Enterprise Content Management. The thesis explains basic terms relating to the implementation of information systems and incorporates such systems into the structure of enterprises information systems. Further it describes all main features of currently used systems for the Enterprise Content Management and it explains the fundamental legislative aspects of operation of such information systems. The second part of this thesis practically prepares the implementation of the Enterprise Content Management System in a specific organization of the public sector. The preparation of the implementation is performed from the initial analysis of processes in the organization to the definition of requirements on a specific information system. The knowledge of benefits from the use of an information system in an organization is the precondition of an effective use of such an information system in documents and records management and that is why this thesis proposes a method for measuring of benefits arising from the use of document and records management system in the organization.