The problem of records retention is often viewed as simply deleting records when they have outlived their purpose. However, in the world of relational databases there is no standardized notion of a business record and its retention obligations. Unlike physical documents such as forms and reports, information in databases is organized such that one item of data may be part of various legal records and consequently subject to several (and possibly conflicting) retention policies. This thesis proposes a framework for records retention in relational database systems. It presents a mechanism through which users can specify a broad range of protective and destructive data retention policies for relational records. Compared to naïve solutions for enforcing records management policies, our framework is not only significantly more efficient but it also addresses several unanswered questions about how policies can be mapped from given legal requirements to actions on relational data. The novelty in our approach is that we defined a record in a relational database as an arbitrary logical view, effectively allowing us to reduce several challenges in enforcing data retention policies to well-studied problems in database theory. We argue that our expression based approach of tracking records management obligations is not only easier for records managers to use but also far more space/time efficient compared to traditional metadata approaches discussed in the literature. The thesis concludes with a thorough examination of the limitations of the proposed framework and suggestion for future research in the area of records management for relational database management systems.

The problem of records retention is often viewed as simply deleting records when they have outlived their purpose. However, in the world of relational databases there is no standardized notion of a business record and its retention obligations. Unlike physical documents such as forms and reports, information in databases is organized such that one item of data may be part of various legal records and consequently subject to several (and possibly conflicting) retention policies. This thesis proposes a framework for records retention in relational database systems. It presents a mechanism through which users can specify a broad range of protective and destructive data retention policies for relational records. Compared to naïve solutions for enforcing records management policies, our framework is not only significantly more efficient but it also addresses several unanswered questions about how policies can be mapped from given legal requirements to actions on relational data. The novelty in our approach is that we defined a record in a relational database as an arbitrary logical view, effectively allowing us to reduce several challenges in enforcing data retention policies to well-studied problems in database theory. We argue that our expression based approach of tracking records management obligations is not only easier for records managers to use but also far more space/time efficient compared to traditional metadata approaches discussed in the literature. The thesis concludes with a thorough examination of the limitations of the proposed framework and suggestion for future research in the area of records management for relational database management systems.

MPM / Oliver Tambo Institute of Governance and Policy Studies

(in English) The topic of the diploma thesis is to compare the WebArchiv with selected foreign Web Archives, which are responsible for preserving the national cultural heritage. The introduction briefly explains the history of Web Archives and typology of harvesting. Next parts deal with the history, legal aspects of archiving, selected types of harvesting, Web resources, systems, accessing and evaluation the Czech (WebArchiv), Australian (Pandora) and British archive (United Kingdom Web Archive). The text continues with an evaluation of the selected archives that mentions strong and weak properties and possible solutions. In conclusion, outlines the problematic aspects of archiving, which must be addressed in the future. [Author's abstract]

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)

Archival legislation is a crucial tool for the public sector to ensure the management, preservation and access of a country’s national documentary heritage. In Mozambique, archival legislation has been enacted which sets the scene for records appraisal and disposition, as well as classification schemes and retention schedules for administrative records of governmental bodies falling under the auspices of the Act. As a result, public agencies in Mozambique are required by the archival legislation to adopt a systematic and organized approach to the management of their records from creation to disposal. Despite this, the records management processes of many public entities in Mozambique have remained ineffective and inefficient. This study utilized the record life cycle concept as a framework to assess the state of implementation of the National Archives and Records Management Act at Eduardo Mondlane University (EMU) in Mozambique. The study applied a quantitative research approach with triangulation of data collection tools, namely, questionnaire and document analysis. The study revealed that EMU has only established one central records appraisal and disposal committee for its directorate units, which has not coped with the records management demands from other academic units such as faculties, schools and research centers. In most of the academic units the records management staff were not involved in the training, records appraisal and disposal processes, as well as in the destruction and/or transfer of records to the Mozambique Historical Archives (MHA), as required by legislation. The study concludes that most EMU units do not comply with archival legislation resulting in few provisions of the Act being implemented. The study therefore recommends that the records management function at EMU should put in place the basic procedures of control for records management systems with the leadership taking a proative role in the strategic planning, budgeting and monitoring. A further empirical study on the assessment of the state of implementation of the National Archives and Records Management Act throughout the entire public sector in Mozambique is recommended. / Information Science / M. Inf. (Archival 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)