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

A qualidade de vida do trabalhador, assim como sua saúde têm sofrido grandes impactos ocasionados pela evolução da indústria, da tecnologia e dos processos de produção. O profissional especialista em Odontologia do Trabalho tem por compromisso a identificação e prevenção de doenças relativas ao trabalho, com manifestações bucais, além da implementação de ações de promoção e preservação da saúde dos trabalhadores. A reunião dos dados relativos à saúde dos indivíduos, dados estes baseados em seus prontuários e colhidos quando da realização dos exames odontológicos para fins trabalhistas, podem dimensionar as condições, ou seja, o nível de saúde de determinada população. Com o aumento progressivo de dados, tão intenso no mundo todo,e frente às deficiências apresentadas no fluxo das informações relativas à saúde do trabalhador por meio de documentos físicos, nos propusemos a desenvolver um software direcionado ao registro e gerenciamento de dados, específico para Odontologia do Trabalho, que abrangesse, agregasse e vinculasse, de maneira concomitante, as informações referentes às empresas contratantes, aos funcionários e às condições de saúde bucal dos mesmos. Para tanto tivemos o apoio financeiro da OT BRASIL - excelência em saúde ocupacional bucal. Os sistemas foram produzidos para interface Web, podendo ser acessado através de qualquer computador conectado à Internet. Utilizou-se o moderno conceito AJAX proporcionando mais dinâmica, criatividade, suavidade e produtividade para as aplicações. O software recebeu o nome de OT BRASIL e é constituído por módulos integrados, devidamente personalizados, proporcionando melhor adaptação à empresa. O acesso é seguro e controlado por login, senha e níveis de usuário. Concluiu-se que o software OT BRASIL proporciona um ganho inestimável à Odontologia do Trabalho, no que diz respeito ao registro e gestão de informações, relativas à saúde dos trabalhadores; viabiliza a elaboração de um prontuário digital para Odontologia do Trabalho; possibilita obtenção de registros longitudinais dos exames trabalhistas realizados e oportuniza o planejamento e implementação de ações de promoção, prevenção e preservação da saúde bucal dos trabalhadores. / The quality of life of the employee, as well as their health has suffered major impacts caused by the development of industry, technology and production processes. The Occupational Dentistry specialist is committed to identifying and preventing work related diseases with oral manifestations, in addition to implementing actions to promote and preserve the health of workers. The gathering of data on the individuals health such data is based on their dental records and harvested when performing dental examinations for labor purposes, can determine the scale of health conditions, that is, the level of health of a given population. Due to the progressive increase of data, so intense worldwide, and attributable to the deficiencies in the flow of information relating to workers health through paper documents; we set out to develop a software directed to the registration and management of data, specific to Occupational Dentistry, encompassing, aggregating and linking in a concomitant manner, the information related to the contractors, employees and their oral health conditions. Thereunto, we had the financial support of OT BRAZIL- excellence in occupational oral health. The system was produced for Web interface and with access through any Internet-connected computer. The modern AJAX concept was used providing a more dynamic, creative, smooth and productive application. The software named OTBRAZIL and it is composed of integrated modules, duly customized, providing better adaptation for the company. The access is secure, controlled by username and password, and user levels. It was concluded that the OTBRAZIL software provides an invaluable gain to Occupational Dentistry, with regard to the registration and management of information concerning the workers health; enables the development of a digital medical record for Occupational Dentistry; permits the obtaining of longitudinal records of work exams and favors the planning and the implementation of actions to promote, prevent and preserve the employees oral health.

A qualidade de vida do trabalhador, assim como sua saúde têm sofrido grandes impactos ocasionados pela evolução da indústria, da tecnologia e dos processos de produção. O profissional especialista em Odontologia do Trabalho tem por compromisso a identificação e prevenção de doenças relativas ao trabalho, com manifestações bucais, além da implementação de ações de promoção e preservação da saúde dos trabalhadores. A reunião dos dados relativos à saúde dos indivíduos, dados estes baseados em seus prontuários e colhidos quando da realização dos exames odontológicos para fins trabalhistas, podem dimensionar as condições, ou seja, o nível de saúde de determinada população. Com o aumento progressivo de dados, tão intenso no mundo todo,e frente às deficiências apresentadas no fluxo das informações relativas à saúde do trabalhador por meio de documentos físicos, nos propusemos a desenvolver um software direcionado ao registro e gerenciamento de dados, específico para Odontologia do Trabalho, que abrangesse, agregasse e vinculasse, de maneira concomitante, as informações referentes às empresas contratantes, aos funcionários e às condições de saúde bucal dos mesmos. Para tanto tivemos o apoio financeiro da OT BRASIL - excelência em saúde ocupacional bucal. Os sistemas foram produzidos para interface Web, podendo ser acessado através de qualquer computador conectado à Internet. Utilizou-se o moderno conceito AJAX proporcionando mais dinâmica, criatividade, suavidade e produtividade para as aplicações. O software recebeu o nome de OT BRASIL e é constituído por módulos integrados, devidamente personalizados, proporcionando melhor adaptação à empresa. O acesso é seguro e controlado por login, senha e níveis de usuário. Concluiu-se que o software OT BRASIL proporciona um ganho inestimável à Odontologia do Trabalho, no que diz respeito ao registro e gestão de informações, relativas à saúde dos trabalhadores; viabiliza a elaboração de um prontuário digital para Odontologia do Trabalho; possibilita obtenção de registros longitudinais dos exames trabalhistas realizados e oportuniza o planejamento e implementação de ações de promoção, prevenção e preservação da saúde bucal dos trabalhadores. / The quality of life of the employee, as well as their health has suffered major impacts caused by the development of industry, technology and production processes. The Occupational Dentistry specialist is committed to identifying and preventing work related diseases with oral manifestations, in addition to implementing actions to promote and preserve the health of workers. The gathering of data on the individuals health such data is based on their dental records and harvested when performing dental examinations for labor purposes, can determine the scale of health conditions, that is, the level of health of a given population. Due to the progressive increase of data, so intense worldwide, and attributable to the deficiencies in the flow of information relating to workers health through paper documents; we set out to develop a software directed to the registration and management of data, specific to Occupational Dentistry, encompassing, aggregating and linking in a concomitant manner, the information related to the contractors, employees and their oral health conditions. Thereunto, we had the financial support of OT BRAZIL- excellence in occupational oral health. The system was produced for Web interface and with access through any Internet-connected computer. The modern AJAX concept was used providing a more dynamic, creative, smooth and productive application. The software named OTBRAZIL and it is composed of integrated modules, duly customized, providing better adaptation for the company. The access is secure, controlled by username and password, and user levels. It was concluded that the OTBRAZIL software provides an invaluable gain to Occupational Dentistry, with regard to the registration and management of information concerning the workers health; enables the development of a digital medical record for Occupational Dentistry; permits the obtaining of longitudinal records of work exams and favors the planning and the implementation of actions to promote, prevent and preserve the employees oral health.

Background: Diabetes prevalence in Scotland is increasing at ~4.6% annually; 247,278 (4.7%) in 2011. My Diabetes My Way (MDMW) is the NHS Scotland information portal, containing validated educational materials for people with diabetes and their carers. Internet-based interventions have potential to enhance self-management and shift power towards the patient, with electronic personal health records (PHRs) identified as an ideal method of delivery. In December 2010, a new service was launched in MDMW, allowing patients across Scotland access to their shared electronic record. The following thesis aims to identify and quantify the benefits of a diabetes-focused electronic personal health record within NHS Scotland. Methods: A diabetes-focused, population-based PHR was developed based on data sourced from primary, secondary and tertiary care via the national diabetes system, Scottish Care Information - Diabetes Collaboration (SCI-DC). The system includes key diagnostic information; demography; laboratory tests; lifestyle factors, foot and eye screening results; prescribed medication and clinical correspondence. Changes are tracked by patients over time using history graphs and tables, data items link to detailed descriptions explaining why they are collected, what they are used for and what normal values are, while tailored information links refer individuals to facts related to their condition. A series of quasi-experimental studies have been designed to assess the intervention using subjectivist, mixed-methods approaches incorporating multivariate analysis and grounded theory. These studies assess patient expectations and experiences of records access, system usage and uptake and provide preliminary analysis on the impact on clinical process outcomes. Survey questionnaires were used to capture qualitative data, while quantitative data were obtained from system audit trails and from the analysis of clinical process outcomes before and after the intervention. Results: By the end of the second year, 2601 individuals registered to access their data (61% male; 30.4% with type 1 diabetes); 1297 completed the enrolment process and 625 accessed the system (most logins=346; total logins=5158; average=8.3/patient; median=3). Audit trails show 59599 page views (95/patient), laboratory test results proving the most popular (11818 accesses;19/patient). The most utilised history graph was HbA1c (2866 accesses;4.6/patient). Users are younger, more recently diagnosed and have a heavy bias towards type 1 diabetes when compared to the background population. They are also likely to be a more highly motivated ‘early adopting’ cohort. Further analysis was performed to compare pre- and post-intervention clinical outcomes after the system had been active for nearly two and a half years. Results of statistical significance were not forthcoming due to limited data availability, however there are grounds for encouragement. Creatinine tests in particular improved following 1 year of use, with type 1 females in particular faring better than those in patient other groups. For other clinical tests such as HbA1c, triglycerides, weight and body mass index improvements were shown in mean and/or median values.96% of users believe the system is usable. Users also stated that it useful to monitor diabetes control (93%), improve knowledge (89%) and enhance motivation (89%). Findings show that newly diagnosed patients may be more likely to learn more about their new condition, leading to more productive consultations with the clinical team (98%). In the pre-project analysis, 26% of registrants expressed concerns about the security of personal information online, although those who actually went on to use it reported 100% satisfaction that their data were safe. Engagement remains high. In the final month of year two, 44.6% of users logged in to the system. 55.3% of users had logged in within the previous 3 months, 78.9% within the previous 6 months and 91.4% within the previous year. Some legacy PHRs have failed due to lack of uptake and deficiencies in usability, so as new systems progress, it is essential not to repeat the mistakes of the past. Feedback: "It is great to be able to view all of my results so that I can be more in charge of my diabetes".Conclusion: The MDMW PHR is now a useful additional component for the self-management of diabetes in Scotland. Although there are other patient access systems available internationally, this system is unique in offering access to an entire national population, providing access to information collected from all diabetes-related sources. Despite its development for the NHS Scotland environment, it has the potential to connect to any electronic medical record. This local and domain-specific knowledge has much wider applicability as outlined in the recommendations detailed, particularly around health service and voluntary sector ownership, patient involvement, administrative processes, research activities and communication. The current project will reach 5000 patients by the end of 2013.

For thesis abstract select View Thesis Title, Contents and Abstract

This study examines the preservation practices of academic law libraries and argues that the survey results illustrate the growing gap between current preservation practices and new technology. The introduction to the study discusses challenges for libraries and cultural institutions in the digital age. In the second section, the paper analyzes U.S. copyright law and the effect of recent amendments on library preservation activities. The third section reports the results of a preservation practices survey. In the fourth section, the paper explores options for future law library preservation including institutional repositories and collaborative preservation efforts. The paper concludes that a new approach to scholarship and preservation is necessary to ensure that future generations have access to historically important legal literature.

This thesis is about problems related to design of information systems in which records are born and managed. The proactive approach has been derived from new archival theories suited for electronic recordkeeping, and implies that electronic records must, at the time of creation fulfil their current and future requirements. Information systems where records are born and managed should, based upon a proactive approach, meet recordkeeping requirements. This thesis is based upon a four-year research effort and consists of seven research articles that present the results of the research. The objective is to contribute to knowledge of design recommendations for information systems, in which records are born and managed. The main result of this thesis is identification of five areas that can affect and improve the design of information systems in which records are born and managed. First: A set of empirically and theoretical grounded characteristics of records are presented. Those characteristics have to be complemented with organization-defined characteristics. Second: this research has contributed a conceptualization of use of records and users of records. The notion of known use/user, and unknown use/user has been introduced. Design becomes difficult because requirements of unknown users are difficult to conceptualize. Third: The Recordkeeping Quality Assessment model (RQAM) is presented. The model implies a holistic quality approach to recordkeeping, and intends to be used as a basis for quality assessment, and as a reference model in design situations to achieve high recordkeeping quality. Fourth: Two dominant different views on records are presented. Private organizations appraise records principally upon business values, and public organisations base their appraisal criteria upon accountability and legislative values. The two views on records should be brought into one view and form a risk management-like appraisal. Fifth: Proactivity is a way of thinking and should be applied on several levels in the recordkeeping environment: to the electronic record, to the information system where the electronic record is born and managed, to the organization, and to the user. / Denna avhandling handlar om hur informationssystem skall designas, i vilka arkivinformation skapas och hanteras över tid. Modern arkivteori förordar en proaktiv ansats vid hantering av elektronisk arkivinformation. Proaktiviteten innebär att arkivinformationen senast vid sin tillkomst måste uppfylla arkivvetenskapliga krav. Det medför att design av informationssystem, i vilka arkivinformation skapas och hanteras måste uppfylla arkivvetenskapliga krav och följa en proaktiv ansats. Denna avhandling är ett resultat av fyra års forskning och består av sju vetenskapliga artiklar, vilka utgör avhandlingens resultat. Syftet med avhandlingen har att bidra med ny kunskap till hur informationssystem, i vilka arkivinformation skapas och hanteras över tid, skall designas. Avhandlingens huvudsakliga resultat är fem områden som alla kan påverka och förbättra design av sådana informationssystem. 1. Ett antal karaktäriska egenskaper hos arkivinformation har identifierats utifrån både teori och empiri. Dessa har visats sig behöva kompletteras med organisationsspecifika karaktäristiska egenskaper. 2. Begreppen användare av arkivinformation och användning av arkivinformation har konceptualiserats. Begreppet känd och okänd användare/användning av arkivinformation har introducerats. Design för okända användare är en svår utmaning, bland annat då krav från okända användare är svåra att fånga. 3. En kvalitetsmodell (RQAM) är presenterad som anger att kvalitet kring hantering av arkivinformation måste ske med en holistisk ansats. Modellen skall kunna användas som en hjälp vid kvalitetsmätning, men även som en referensmodell vid design av informationssystem. 4. Två dominerade värderingsperspektiv har identifierats avseende arkivinformation. Privata organisationer värderar arkivinformation mestadels utifrån ett verksamhetsvärde, medan offentliga organisationer värderar arkivinformationen mestadels baserat på legala krav och ansvarsspårbarhet. 5. Den proaktiva ansatsen skall ses som ett strategiskt angreppssätt på hantering av elektronisk arkivinformation. Den skall användas i flera nivåer av hantering av arkivinformation, på arkivinformationsnivå, informationssystemsnivå, organisationsnivå och på användarnivå.

Zugl.: Diss.

Government computers are generating enormous volumes of e-records such as e-mails, word processed documents and databases. The immediate challenge of the public sector is therefore to preserve these digital records and make them accessible to future generations. The present study was conducted to investigate the management of e-records in the public sector in Lesotho. The objectives of the study guided the researcher to find out what IT infrastructure and resources existed. The study looked at which records were currently being created and strategies and policies used in managing those records. The archival legislation was reviewed to assess how it affected e-records. An e-records model suitable for managing e-records in Lesotho was suggested. The study adopted the descriptive research by utilizing the case study approach. Interview schedules were employed for data gathering, together with observations. The literature review guided the content of the interview schedule. Data was analyzed according to the objectives of the study. The overall findings revealed that the public sector in Lesotho was not managing its e­-records satisfactorily. The public sector did not have legislation that specifically dealt with managing e-records, there were no written policies, strategies and guidelines were non-existent. The study also revealed that there were no qualified personnel with expertise and skills in the management of e-records in the public sector. The study's conclusions and recommendations were that the public sector be allocated more resources and IT infrastructure. Staff should be trained, policies should be formulated, legislation should be amended to accommodate e-records and, lastly, the study recommended that the public sector in Lesotho should adopt the South African e­-records management model. / Thesis (MIS)-University of KwaZulu-Natal, Pietermaritzburg, 2004.

This study investigated the extent to which records management practices fostered accountability in the Public Service Reform Programme (PSRP) in some government ministries in Tanzania. The effective implementation of the PSRP depends largely on many factors, the most important of which is the proper and well organized methods of managing public records. It is essential for government ministries to ensure that records are properly managed at every stage of the records life cycle, so that the information they contain can provide evidence of transactions and the efficient and effective provision of service to the public. The records life cycle model through its phases formed the theoretical foundation of the study. A mixed methods research approach was adopted and quantitative approach was used as a dominant paradigm. Both quantitative and qualitative data were gathered simultaneously during a single phase of data collection. Data was collected through a questionnaire administered to registry personnel from the government ministries, interviews with senior ministerial officials, National Archives personnel from the Records and Archives Management Department (RAMD) and staff from Tanzania Public Service College. The overall response rate from the questionnaire was 67%. An observation checklist was further used to verify data obtained from the questionnaire and interviews. Quantitative data was analyzed using the SPSS statistical package version 15.0 and the results of the study are presented in the form of figures, tables and text, while qualitative data from interviews was content analyzed and in some instances presented in tabular form. The findings of the study indicated that records in some government ministries in Tanzania were not properly managed to foster accountability in the implementation of the PSRP. The study established that although the introduction of the PSRP has resulted in some efforts in reforming records management practices in the government ministries, current records management in the government ministries was still weak, thus fostering accountability in the PSRP would be difficult. The findings of the study revealed a lack of registry mission statements, records management policy and dedicated budgets for registry sections. The majority of government registries in Tanzania lacked records retention schedules and systematic disposal of records resulting in heavy congestion of records and poor retrieval of information. Further, disaster preparedness and security control for records and archives did not form a significant part of the records management activities in the government ministries of Tanzania. On the extent of the use of computer applications in the management of records, the findings indicated the existence of computers in some registries but few computers were used to create records. National Archives and registry personnel faced challenges in the management of electronic records. The study established that National Archives personnel had not undertaken surveys to determine the number of electronic records created in the ministries. The findings of the study showed that although registry personnel received professional records management advice from the National Archives personnel, they did not implement the advice. The findings of the study revealed that the levels of skills and training of registry personnel was relatively low. The majority of registry personnel had not attended courses to update their knowledge and skills. To foster accountability in the public sector, the major recommendation of the study was the restructuring of records management systems. The restructuring should include enacting records management policies in order to accommodate the changes brought about by technology to enhance the proper management of records and effective implementation of the PSRP. The study recommends that government ministries should allocate dedicated budgets for registries. A budget should make provision for registry supplies and equipment and should ensure that registry personnel are provided with formal training in records management so as to develop their levels of skills and training. In order to ensure reliability, integrity, authenticity and long-term preservation of electronic records in support of the requirements of good government and fostering accountability, the study recommended for the integrated approach to records management to be considered in order to incorporate records in both paper and electronic formats. Further, the National Archives should undertake a survey at least annually, to determine the number of electronic records created in the government ministries. It is recommended that the government should update Records and Archives Management Act No.3 of 2002 to reflect the management of electronic records. National Archives should develop records retention and disposition schedules and records should be disposed of regularly in order to create more space for the current records, thus enhancing accountability in the implementation of the PSRP. The study recommends that professional records management advice should be provided on a regular and continuing basis. The National Archives should work closely with the President’s Office-Public Service Management to organize training for senior ministerial officials in order to create awareness regarding the importance of managing records as a strategic resource and its effectiveness in fostering accountability in the implementation of the public service reform programme. The setting up of standards and guidelines on the training of registry personnel is also necessary in order to enhance their status and skills. Enhancing their status and skills would be important for the proper management of records throughout their life cycle to foster accountability in the effective implementation of the PSRP. The study further recommended several issues which could be the subject of further investigation by other researchers in the field, including investigating the current records management practices in Judiciary, Parliament and local government authorities in Tanzania, a study to establish the levels of e-records readiness and e-government in the public sector in Tanzania, and a study to investigate the training of National Archives personnel in order to establish their levels of education and how they impact on the management of records in the government ministries. Furthermore, a study should be conducted to establish the role of records management in addressing corruption, fraud and maladministration in the public sector of Tanzania. A study to assess records management performance in the public sector using international standards such as ISO 15489 Information and Documentation-Records Management, General International Standard Archival Description (ISAD(G)), ISO/DIS 11799 Document Storage Requirements for Archive and Library Materials and ISO 11108: 1996 Information and Documentation-Paper for Archival Documents, is also important. / Thesis (Ph.D.)-University of KwaZulu-Natal, Pietermaritzburg, 2010.