Analysis of a Records Management Systems at the Northern Region Water Board in Malawi

Msosa, Welani Humphrey; Chawinga, Winner Dominic; Chipeta, George Theodore

doi:10.1080/13614576.2023.2175709

Cited by 1 publication

(7 citation statements)

References 48 publications

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“…The evidence emanates from a growing tendency to dump files in storerooms, office corridors and even above ceilings; and mixing strategic records with other non-records materials (Mweso, 2019). Consequently, business institutions without proper record management systems, irrespective of the business sector, experience concomitant challenges: such as delays in task completion, reduced service quality, failure to meet statutory requirements and compromised document security (Mweso, 2019; Msosa, 2022). In addition, cases of fraud, misappropriation of funds and audit challenges are inevitable in the midst of poor records management (Mweso, 2019).…”

Section: Findings and Discussionmentioning

confidence: 99%

“…UNILIA also had similar storage facilities (Simwaka, 2022). The literature further pinpointed that NRWB, UNIMA, MZUNI and UNILIA had no records-specific storage unit (Chawinga et al , 2016; Msosa, 2022; Phiri, 2016; Simwaka, 2022). Chaputula (2022) reported the establishment of records storage units with dedicated staff at MZUNI, MUBAS and MUST.…”

Section: Findings and Discussionmentioning

confidence: 99%

“…In government departments, the available literature is divergent on funding priorities for records activities. The first empirical argument suggests that there are enough available funds; however, the lack of adequate attention to records management practices results in some departments or sections not getting the required support (Msosa, 2022). The second argument underlines limited available funding to initiate records management systems in government departments and sections (Malanga and Kamanga, 2019; Mweso, 2019).…”

Section: Factors Militating Against Records Management Practicesmentioning

confidence: 99%

“…This is achieved through training and retraining to effectively manage the digitally evolving records environment. The review asserted that the inadequacy of qualified records staff and gaps in records training remains a worrisome situation in Malawi (Chawinga et al , 2016; Malanga and Kamanga, 2019; Msosa, 2022; Phiri and Tough, 2018; Simwaka, 2022). However, while a paradigm shift in records staffing and training is currently emerging in the higher education sector, responsibility for managing records is almost entirely left to junior staff (Chaputula, 2022; Msiska et al , 2017).…”

Section: Factors Militating Against Records Management Practicesmentioning

confidence: 99%

“…The following local studies are case-based and inconclusive of a wider study area: Simwaka, (2022) focused on the University of Livingstonia (UNILIA); Chawinga et al (2016) targeted MZUNI; Malanga and Kamanga (2019) focused on Karonga District Council; and Msosa (2022) was undertaken at the Northern Region Water Board (NRWB). Although such studies form a basis for understanding records management in Malawi, they do not provide the multi-sectoral overview, which would require huge cost implications and collaborative efforts.…”

Section: Introductionmentioning

confidence: 99%

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A hermeneutic review of records management practices in Malawi: a developing country context

Simwaka,

Malanga

2023

RMJ

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Purpose This study aims to review and understand the state of records management practices in Malawi, focusing on both public and private sector organisations. Design/methodology/approach The hermeneutic framework underpinned a qualitative review of the study phenomenon. The inclusion and exclusion criterion for the literature was guided by the Preferred Reporting Items for Systematic Reviews and Meta-Analysis methodology. Fifteen documents met the eligibility criteria and informed the study findings. The literature comprised of journal articles, dissertations at both master and doctoral levels, and conference papers. Findings The study found that records are created, captured and maintained both in print and electronic formats. It also confirmed that different types of organisations (public, private, academia and civil society) recognise the need for proper records management practices. However, effective and efficient records management is besieged by numerous obstacles, including lack of funding, absence of records management policy, standards and procedures at both institutional and national levels, poor records classification systems and a lack of top management support. Most importantly, the review shows that the majority of studies in Malawi have focused on academia, with little attention to other equally fundamental areas such as agriculture, trade, tourism, transport and energy. Thus, this situation calls for more empirical studies of records management practices in those sectors. Originality/value To the best of the authors’ knowledge, this is the first kind of review to be done at a national level, so the findings provide significant insights for policymakers and research practitioners on records management research trends to date in Malawi.

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