An Assessment of E-Records Readiness at the Ministry of Labour and Home Affairs, Gaborone, Botswana

Abstract

This study sought to assess electronic records (e-records) readiness at the Ministry of Labour and Home Affairs (MLHA), Gaborone, Botswana, within the purview of the implementation of an e-records management solution – the National Archives and Records Management System (NARMS). The assessment was done using tenets derived from the existing International Records Management Trust (IRMT) E-records Readiness Tool. The assessment examined the national legal and policy framework, compliance with policies, standards, tools, procedures and responsibilities for records management, e-records management products and technologies, resource capacity and training for records management staff, internal awareness of records management programme and the level of management ownership on e-records management. The study largely adopted a qualitative approach, but used methodological triangulation of both qualitative and quantitative data collection methods, with a case study research design. Data was collected through semi-structured questionnaires, semi-structured interviews, and observations. Respondents comprised of records management staff, action officers (records users) and Information Technology (IT) Manager. The study findings revealed that the level of e-records readiness at the MLHA included: inadequate legal and regulatory framework; average adherence to records management procedures, tools and standards; low awareness among staff of the records management programme and, the national regulatory framework and on the NARMS pilot project; limited space for records management; slow progress in the implementation of NARMS and low capacity building as records management staff is rarely taken for training. The study also revealed that opportunities for increasing the depth of e-records readiness exist, such as: availability of financial resources for the NARMS pilot project; adequate Information Communication Technologies (ICT) infrastructure and high management commitment on the E-Records Management (NARMS pilot project). The study recommends: improvement of the national legal and policy framework by development of an e-records policy; development of a records management policy to provide an internal records management framework; regular training for records management staff, especially on e-records; regular internal records management awareness; and assigning senior management high-level responsibility for organisation-wide records and information management.

E-records readiness at Karonga District Council in Malawi

“…This could be attributed to lack of appreciation of the importance of managing records. The study concurs with Moalthod and Kalusopa (2016) who reported that only 45% of staff were aware of e-records management at the Botswana Ministry of Labour Headquarters due lack of orientation programme. Increasing awareness campaigns about records management programme help users understand the deliberate procedures and their responsibilities for managing e-records.…”

“…They support business functions and are critical for the assessment of both government and private performance (Mnjama and Wamukoya, 2004). E-records also support effective transparency and accountability in decision making thereby contributing to national development (Moalthodi and Kalusopa, 2016),). Due to such benefits, sound management of electronic records and print records has increasingly become a topical issue.…”

“…However, before e-government initiatives are implemented, there is need for a thorough assessment of capacity in terms of the legislative and policy framework, ICT infrastructure and human resources in order to determine if organizations are e-records ready. This is what is known as e-records readiness (Moatlhodi and Kalusopa, 2016). E-records readiness assessment helps government agencies to be aware of existing gaps, risks and opportunities in the types of records management in use (Asogwa, 2012; Wato, 2006).…”

Implementation of electronic records management systems

“…These e-records require electronic records management systems (ERMS) or electronic records and document management systems (EDRMS), which will enable them to be managed, used, stored and effectively preserved (Mutimba, 2014; Records Solutions, 2010). ERMS ensure effective management of resources, minimizes litigation risks, improves accountability and transparency and provides the basis for complying with legal requirements (Abuki, 2014; Coetzer, 2012; Moatlhodi, 2015; Sebina and Zulu, 2014; Zulu et al , 2012). Therefore, managers should adopt appropriate strategies for successful implementation of ERMS.…”

Implications of cloud-computing services in records management in Africa: Achilles heels of the digital era?

“…In such a scenario, the use of the cloud for records management cannot thrive as it depends on the Internet to operate. Moatlhodi and Kalusopa (2016) aver that lack of capacity for records management staff to manage records in an electronic environment was an impediment to the implementation of the National Archives and Records Management System (NARMS) in the then Ministry of Labour and Home Affairs in Botswana. Lack of capacity to manage electronic records is not limited to Botswana as it is also common across the ESARBICA region (Kemoni 2009;Mnjama & Wamukoya 2007;Mosweu & Kenosi 2018).…”