Building a case for evidence: research at the International Records Management Trust, Rights and Records Institute

Abstract

The availability of documentary evidence strengthens civil society by helping to protect legal rights and prevent human rights violations. Legal redress, voting rights, land registration and pension claims all depend upon the availability of records. Conversely, the loss of control of records undermines the state's ability to protect the people. Furthermore, in the absence of well-managed records, information can be manipulated, transparency becomes impossible and fraud flourishes. Citizens cannot participate meaningfully in the governance process or hold government officials accountable for their actions and decisions. Freedom of Information is meaningless.The International Records Management Trust, Rights and Records Institute is dedicated to serving the international information management community. It acts as a leading resource for technical information and services through research and education. Through its activities, the Institute seeks to empower developing country governments to manage public records in support of citizen's rights and to make public sector service delivery more efficient and economic. This article introduces broadly the work of the Trust and the newly established Rights and Records Institute and inform on both ongoing and completed research. The work of the TrustThe International Records Management Trust was set up in 1989 to develop new approaches to managing public sector records. Its creation was prompted by the recognition that there were major recordkeeping problems in the public sector of English-speaking developing countries. Officials in ministries and departments were finding it impossible to

An investigation into the records management profession in the public service of Namibia

“…Despite the production of graduates by the University of Namibia with Diplomas and Degrees in records and archives management, the study established that records management in the Public Service of Namibia was carried out by unskilled and untrained personnel. The study findings confirm earlier studies by Barata et al (2001); Nengomasha (2009) and Nengomasha and Beukes-Amiss (2002). Records keeping staff were supervised by staff (Chief Control Officers) from the general administration cadre “General Services” with no records management background.…”

“…Taylor’s observations are confirmed by several surveys of records in Ministries and Departments (Barata et al , 2001; Namibia Resource Consultants (NRC), 2002; Nengomasha, 2004; Nengomasha and Beukes-Amiss, 2002). Several studies on records management in Namibia (Abankwah and Hamutumwa, 2017; Barata et al , 2001; Keakopa, 2007; Nengomasha, 2009; Nengomasha and Beukes-Amiss, 2002; Nengomasha and Nyanga, 2012) have highlighted records challenges which include failure to develop and implement records classification schemes; appraisal and development of records retention schedules; and congestion in offices due to non-appraisal and disposal of records. Missing records and records and loss of records in poor storage conditions through fire and water have also been reported (Nengomasha and Nyanga, 2012).…”

“Justice delayed is justice denied”

“…Scholars such as Abioye ( 2014), Barata et al (2000), Loussouarn (2006), Lowry (2012), Mnjama (2009a, 2009b), Mukembo (2000), Poyser and Milne (2011), RMJ 25,3 Saurombe (2014), Valtonen (2007) have written about the role of records management in the provision of justice. Indeed, in many ways, records and justice are inseparable concepts.…”

“…Records represent a major source of information and are almost the only reliable and legally verifiable data source that can serve as evidence of decisions, actions and transactions in the public service, as opposed to oral evidence (Barata et al, 2000;Wamukoya, 2000). This is also emphasised by Force (2013, p. 25) when indicating that Lord Chief Baron Gilbert suggested that written records are more trustworthy than oral evidence.…”

“…Therefore, without reliable and authentic records, the government cannot administer justice. In this regard, lack of records may not only delay but also lead to miscarriage in the delivery of justice (Abioye, 2014, p. 27;Barata et al, 2000). As a result, offenders can be set free, while the victims are denied justice.…”