This thesis provides a theoretical examination of the nature of public records. The study begins by outlining a view of archival theory as knowledge resulting from the analysis of ideas. This form of analysis is first applied to the concept of records, and then to the narrower concept of public records. The result is a view of public records as documents made or received and preserved by the sovereign or its agents in the legitimate conduct of governance. / Arts, Faculty of / Library, Archival and Information Studies (SLAIS), School of / Graduate

The transfer of copies of vital event records into a government archives repository is necessary not only to ensure their ongoing preservation, but also to provide access and accessibility to them for all researchers in an appropriate setting. At present all vital event records gatekeepers in Canada, except two, do not have in place a system providing for such regular transferral. The central reason for this lack of process is the assumption that vital event records are somehow different in kind, and not just in type, from other public records that contain personal information. This thesis evaluates that assumption through an analysis of the history of vital statistics legislation and a comparative study of the privacy regime of that legislation with the legislative regime of access to information and privacy. Having done these two studies, the thesis then recommends a way in which legal transfer from the gatekeepers to the repository can be achieved. That recommendation is, first, that all discussion regarding access must be accomplished before their acquisition. Secondly, their acquisition and accessibility must be based upon the expiration of time—limits.

The transfer of copies of vital event records into a government archives repository is necessary not only to ensure their ongoing preservation, but also to provide access and accessibility to them for all researchers in an appropriate setting. At present all vital event records gatekeepers in Canada, except two, do not have in place a system providing for such regular transferral. The central reason for this lack of process is the assumption that vital event records are somehow different in kind, and not just in type, from other public records that contain personal information. This thesis evaluates that assumption through an analysis of the history of vital statistics legislation and a comparative study of the privacy regime of that legislation with the legislative regime of access to information and privacy. Having done these two studies, the thesis then recommends a way in which legal transfer from the gatekeepers to the repository can be achieved. That recommendation is, first, that all discussion regarding access must be accomplished before their acquisition. Secondly, their acquisition and accessibility must be based upon the expiration of time—limits. / Arts, Faculty of / Library, Archival and Information Studies (SLAIS), School of / Graduate

The individual of today incessantly insists on more protection of his/her personal privacy than a few years ago. During the last few years, rapid technological advances, especially in the field of information technology, directed most attention and energy to the privacy protection of the Internet user. Research was done and is still being done covering a vast area to protect the privacy of transactions performed on the Internet. However, it was established that almost no research has been done on the protection of the privacy of personal data that are stored in tables of a relational database. Until now the individual had no say in the way his/her personal data might have been used, indicating who may access the data or who may not. The individual also had no way to indicate the level of sensitivity with regard to the use of his/her personal data or exactly what he/she consented to. Therefore, the primary aim of this study was to develop a model to protect the personal privacy of the individual in relational databases in such a way that the individual will be able to specify how sensitive he/she regards the privacy of his/her data. This aim culminated in the development of the Hierarchical Privacy-Sensitive Filtering (HPSF) model. A secondary aim was to test the model by implementing the model into query languages and as such to determine the potential of query languages to support the implementation of the HPSF model. Oracle SQL served as an example for text or command-based query languages, while Oracle SQL*Forms served as an example of a graphical user interface. Eventually, the study showed that SQL could support implementation of the model only partially, but that SQL*Forms was able to support implementation of the model completely. An overview of the research approach employed to realise the objectives of the study: At first, the concepts of privacy were studied to narrow down the field of study to personal privacy and the definition thereof. Problems that relate to the violation or abuse of the individual’s personal privacy were researched. Secondly, the right to privacy was researched on a national and international level. Based on the guidelines set by organisations like the Organisation for Economic Co-operation and Development (OECD) and the Council of Europe (COE), requirements were determined to protect the personal privacy of the individual. Thirdly, existing privacy protection mechanisms like privacy administration, self-regulation, and automated regulation were studied to see what mechanisms are currently available and how they function in the protection of privacy. Probably the most sensitive data about an individual is his/her medical data. Therefore, to conclude the literature study, the privacy of electronic medical records and the mechanisms proposed to protect the personal privacy of patients were investigated. The protection of the personal privacy of patients seemed to serve as the best example to use in the development of a privacy model. Eventually, the Hierarchical Privacy-Sensitive Filtering model was developed and introduced, and the potential of Oracle SQL and Oracle SQL*Forms to implement the model was investigated. The conclusion at the end of the dissertation summarises the study and suggests further research topics. / Prof. M.S. Olivier

As computer printouts replace handwritten and typewritten information in a Medical Records department, it becomes more advantageous for the Registered Records Administrator (RRA) to learn how to interact with a computer terminal. Computer applications in the Medical Records field increase the availability and accessibility of patient information. The Medical Records System discussed in this paper has been adapted by the Medical Records department of the College of Health Sciences of the University of Central Florida as a tool for demonstrating the relationship between the computer and the successful management of medical records. This system will provide hands on experience to all medical records students. It has the capability of adding, deleting or changing the medical records of patients on the Master Patient Index and the Patient Master File. Statistics are calculated and reports are generated monthly or on request for areas of particular interest, such as Payment Source, Discharge Analysis, and Utilization Review. These reports help analyze the effectiveness of specific treatment and the flow rate of patients. As improvements become necessary, the system will be modified to reflect any new requirements in the medical records field.

No description available.

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.

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 v 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 vi 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.

Since the early 20th century, the view has developed that high quality health care can be delivered only when all the pertinent data about the health of a patient is available to the clinician. Various types of health records have emerged to serve the needs of healthcare providers and more recently, patients or consumers. These health records include, but are not limited to, Personal Health Records, Electronic Heath Records, Electronic Medical Records and Payer-Based Health Records. Payer-Based Health Records emerged to serve the needs of medical aids or health care plans. Electronic Medical Records and Electronic Health Records were targeted at the healthcare provider market, whereas a gap developed in the patient market. Personal Health Records were developed to address the patient market, but adoption was slow at first. The success of online social networking reignited the flame that Personal Health Records needed and online consumer-based Personal Health Records were developed. Despite all the various types of health records, there still seems to be a lack of meaningful use of personal health records in modern society. The purpose of this dissertation is to propose a framework for Personal Health Records in online social networking, to address the issue of a lack of a central, accessible repository for health records. In order for a Personal Health Record to serve this need it has to be of meaningful use. The capability of a PHR to be of meaningful use is core to this research. In order to determine whether a Personal Health Record is of meaningful use, a tool is developed to evaluate Personal Health Records. This evaluation tool takes into account all the attributes that a Personal Health Record which is of meaningful use should comprise of. Suitable ratings are allocated to enable measuring of each attribute. A model is compiled to facilitate the selection of six Personal Health Records to be evaluated. One of these six Personal Health Records acts as a pilot site to test the evaluation tool in order to determine the tool’s utility and effect improvements. The other five Personal Health Records are then evaluated to measure their adherence to the attributes of meaningful use. These findings, together with a literature study on the various types of health records and the evaluation tool, inform the building blocks used to present the framework. It is hoped that the framework for Personal Health Records in online social networking proposed in this research, may be of benefit to provide clear guidance for the achievement of a central or integrated, accessible repository for health records through the meaningful use of Personal Health Records.

The right to privacy is the right of individuals to determine, within reasonable limits, the extent to which they are known to others. Over the last twenty years the enormous increase in the amount of personal information on citizens maintained in government record-keeping systems has led to increasing public concern for information privacy. Computer technology has contributed to the collection, preservation and use of massive bodies of highly detailed personal information documenting individual characteristics as well as a broad range of social transactions. Automated record-keeping systems permit the linking of personal information from a wide variety of government data banks, a capability which, civil libertarians fear, is vulnerable to abuse. The social contract underlying relations between citizens and the state requires that individuals surrender some measure of privacy in return for physical and social protection. But how far does that contract extend? Does the social contract which, implicitly, governs the collection of personal information in the interests of administering various social benefits, also entitle archivists, as the official keepers of government records, to permit subsequent uses of that information once its administrative usefulness has been exhausted? Social researchers, including social historians, take an affirmative position, arguing that the closure of records containing personal information is a violation of the principle of freedom of enquiry or the scholar's right to pursue and to communicate knowledge in the interest of a greater societal good. The question is, does freedom of enquiry possess the same moral value as the right to privacy? In situations where the two values conflict, where does the archivist's moral duty lie? The thesis will address these questions by examining the ethical justifications for and against research uses of personal information and the social role the archivist plays in mediating the competing moral claims for privacy and access. The thesis concludes that, in a democratic society, the right to privacy supersedes the scholar's freedom of enquiry. In situations where the two values conflict, archivists, as the public trustees of the record, must act on behalf of that public to ensure that the right to privacy is not violated. / Arts, Faculty of / Library, Archival and Information Studies (SLAIS), School of / Graduate