Records Management

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Stephen M Mutula - One of the best experts on this subject based on the ideXlab platform.

  • Records Management readiness for open government in the Kenyan judiciary
    2015
    Co-Authors: Elsebah Jepkemboi Maseh, Stephen M Mutula
    Abstract:

    This article presents part of the results of a study that was undertaken between April and September 2014 to investigate Records Management practices in the Kenyan judiciary with a view to promoting transformation and facilitation of open government for effective and efficient justice delivery. The following research questions were addressed: ‘How are Records created, accessed and used, stored and maintained, appraised and disposed of, and preserved?’; ‘What Records Management policies, plans and guidelines are available?’; ‘What skills and competencies do the Records Management staff have?’; ‘What is the level of awareness and attitude of staff towards sound Records Management practices?’; and ‘What Records Management strategies is the Kenyan judiciary using to achieve openness?’ The population of the study comprised court registrars, deputy registrars, Records officers, registry assistants, judges and magistrates in the high court and magistrates’ courts in Nairobi and Uasin Gishu counties. The findings of the study revealed that although Records Management had been improved in the Kenyan judiciary, Records were not managed well in a continuum from creation to disposition. Furthermore, there were no Records Management policies and well trained Records officers were inadequate. Besides, though Records were recognised as pivotal in the administration of justice, Records Management was not fully supported by top Management. It is recommended that, among other things, Records Management in the judiciary should be improved by putting in place Records Management policies; building Records Management capacity; securing top Management support; and using the open government implementation model to promote best practices.

  • Records Management in the government of Swaziland
    ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives, 2012
    Co-Authors: Vusi Tsabedze, Stephen M Mutula, Daisy Jacobs
    Abstract:

    The purpose of this study is to present the results of an empirical study to assess Records Management practices within government in the Kingdom of Swaziland. The study investigated types of Records generated and how they are used; Records organization and retrieval; suitability of Records storage facilities; Records disposal, preservation and maintenance; and training needs of Records/registry staff. Methodological triangulation was used to carry out the study. Data was collected through survey questionnaire and observations. Responses to the open-ended questions were scanned to determine words and phrases used by the respondents and analyse them thematically. Statistical Package for Social Sciences (SPSS) version 12.0 for Windows was used to analyse quantitative data. Swaziland government does not have in place a Records Management programme. As a result the provisions of Swaziland National Archives Act No. 5 of 1971, and ISO 15489 standards for Records Management are hardly complied with. Across all government ministries, there is no uniform classification and filing system. Besides, a system of Records appraisal and disposal does not exist. Records are vulnerable to loss because of lack of adequate measures for their care and safe custody. The study was limited to Mbabane the capital, and seat of government operations. Future research endeavours could extent to cover regional Records Management departments as well as the private sector from which best practices could be obtained to inform sound Records Management in government. Without sound Records Management, the government of Swaziland cannot be accountable and service delivery to citizens is hampered. This article is based on an empirical study that was carried out in 2011 to assess Records Management in the Kingdom of Swaziland government. The authors recommend the enactment of Records Management programme to enhance accountability, transparency and integrity in government.

  • capacity building requirements for e Records Management
    Records Management Journal, 2005
    Co-Authors: Justus M Wamukoya, Stephen M Mutula
    Abstract:

    Purpose – This article aims to examine capacity building requirements for e‐Records Management in East and Southern Africa. It argues that e‐Records Management poses a number of problems and challenges that include but are not limited to: lack of skills and competencies, inadequate resources, lack of awareness among government authorities and Records professionals, fragility of media and the need for specialized storage. The paper provides the current status of e‐Records Management in ESARBICA with emphasis on e‐Records Management capacity building. Last but not least, it proposes a number of strategies and solutions for the Management of e‐Records in ESARBICA.Design/methodology/approach – This article is based on a literature review in general and desk research based on professional consultation and the experiences of the authors within the region.Findings – Authors' findings indicate that there is a dearth of e‐Records Management skills and inadequate capacity in the ESARBICA member countries.Research l...

  • Capacity‐building requirements for e‐Records Management
    Records Management Journal, 2005
    Co-Authors: Justus M Wamukoya, Stephen M Mutula
    Abstract:

    Purpose – This article aims to examine capacity building requirements for e‐Records Management in East and Southern Africa. It argues that e‐Records Management poses a number of problems and challenges that include but are not limited to: lack of skills and competencies, inadequate resources, lack of awareness among government authorities and Records professionals, fragility of media and the need for specialized storage. The paper provides the current status of e‐Records Management in ESARBICA with emphasis on e‐Records Management capacity building. Last but not least, it proposes a number of strategies and solutions for the Management of e‐Records in ESARBICA.Design/methodology/approach – This article is based on a literature review in general and desk research based on professional consultation and the experiences of the authors within the region.Findings – Authors' findings indicate that there is a dearth of e‐Records Management skills and inadequate capacity in the ESARBICA member countries.Research l...

  • E-Records Management AND GOVERNANCE IN EAST AND
    2005
    Co-Authors: Justus M Wamukoya, Stephen M Mutula
    Abstract:

    This paper reviews the status of e-Records Management in East and Southern Africa. The region faces major challenges with regards to the Management of Records and archives due to historical, political, cultural, managerial and technological factors. This paper examines the e-Records readiness in institutions with statutory responsibility for Records and the implications of e-Records Management for governance. The paper also suggests ways to rectify the e-Records Management problems in the East and Southern Africa member countries.

Andy Taylor - One of the best experts on this subject based on the ideXlab platform.

Zawiyah Mohammad Yusof - One of the best experts on this subject based on the ideXlab platform.

  • Records Management Models
    Records Classification: Concepts Principles and Methods, 2017
    Co-Authors: Umi Asma’ Mokhtar, Zawiyah Mohammad Yusof
    Abstract:

    This book attempts to propose a new Records classification model since the existing models are generic, represented in lengthy textual form, and presented together either with functional requirements or guidelines. Prior to the development of the model, the authors reviewed the broader and more general Records Management models with the aim to forecast the inadequacy of classification model. Therefore, this chapter mainly discusses the existing Records classification models. The authors have categorized the Records Management models into two types: functional and conceptual. Twenty models were reviewed and the results of the assessment become one of the foundation criteria in proposing a new Records classification model. The models were in the form of concepts, guidelines, functional requirements, function models, standards, and handbook to provide critical assessments on the classification.

  • Records Management practice
    International Journal of Information Management, 2016
    Co-Authors: Umi Asma’ Mokhtar, Zawiyah Mohammad Yusof
    Abstract:

    This paper discusses the issues embrace in managing Records in Malaysia and the Records Management models that relate to classifying Records.20 Records Management models were reviewed using a content analysis technique to obtain information and identify gaps in Records classification, while the issues were identified to learn the practice carried out in targeted case study.The finding from the case study revealed that the classification and other elements in the Records Management principles were not referred to, instead the focus was only from the information technology perspective. This paper identifies electronic Records Management practice with particular reference to Syariah Courts in Malaysia specifying on classification matter. Classification is paramount for a complete Records Management other than safeguarding vital Records upon determining their value for business continuity. Prior to that, a number of Records Management models were analysed with the aim to identify whether the Syariah Courts hold onto a specific model in executing electronic Records Management. Model generally takes the form of inputs, processes, and outputs or expected results in a simplified representation of a limited part of reality with related elements. The study adopts a survey method with interview and document content analysis as the techniques in analysing the models. The interview served as a snapshot study with the aim to reveal the issues embraced by the e-Syariah systems namely the Syariah Court Case Management System. Upon analysing the existing models, it was discovered there are flaws in the existing models making them inappropriate for implementation as they are too theoretical in nature. Furthermore, none of the models address on Records classification. On the other hand, the interviews depicted that the electronic Records Management carried out in the Syariah Court is without the adoption of any model. It is due to this fact that the system was developed without taking into consideration the classification function but instead was designed for storage and retrieval purposes only.

  • Towards a theoretical construct for Records Management
    Records Management Journal, 2002
    Co-Authors: Zawiyah Mohammad Yusof, R. W. Chell
    Abstract:

    Records managers often complain that Records Management is undervalued, suffers from the influence of irrelevant traditional concepts, and is therefore theoretically flawed. The findings of several surveys attest to this situation, but do not explain the many reasons that contribute to the lack of understanding and acceptance of Records Management as a separate discipline. For any field or discipline to be accepted, it must possess a strong foundation in theory. This article will examine whether there is an accepted body of theory underlying Records Management methods and practices. An attempt is made to develop a conceptual model that the authors believe Records managers need in order to explain the present “state of the art” of the discipline and justify their contribution to the Management of organisations.

  • The eluding definitions of Records and Records Management: is a universally acceptable definition possible? Part 2: Defining Records Management
    Records Management Journal, 1999
    Co-Authors: Zawiyah Mohammad Yusof, R. W. Chell
    Abstract:

    This is the second part of a two‐part article which examines the various definitions accorded to the two key terms in Records Management – the Records and Records Management. Variations in their definition have lead to confusion which affects the formulation of theory to underpin the discipline. Having discussed the changing definition of a record in Part 1 in this part the authors discuss the various definitions of Records Management.

Marren Sanders - One of the best experts on this subject based on the ideXlab platform.

Rebecca Robbennolt - One of the best experts on this subject based on the ideXlab platform.

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