Records surveys in support of a framework for managing public records in Zimbabwe

Abstract

The purpose of this study is to demonstrate that records surveys are a critical function that supports a framework for managing public records. The study was motivated by the recognition that the key step in ensuring that records are properly managed on a continuing basis at each stage of the life cycle is to examine all records created and maintained by an office through, among other activities, conducting a records and information management survey. The study employed a quantitative methodology to gather data using self-administered questionnaires completed by registry supervisors working in government ministries, face-to-face interviews held with former and current National Archives of Zimbabwe archivists and records management assistants as well as content analysis of records survey reports. The findings revealed that records surveys are a strong pillar supporting the framework for managing public records in Zimbabwe. However, most public registries have not yet realized the benefits of records surveys due to the difficulties that hinder them from implementing the recommendations. The study recommends that key records management activities such as records appraisal, developing a vital records management programme and creating retention and disposal schedules may be effectively managed if the recommendations of records surveys are implemented by public registries in Zimbabwe.

Challenges and prospects of records maintenance in public departments

“…Instead, they see them as witch hunts and fault-finding exercises. This has also been observed by Chaterera (2008; 2013) in the Midlands Province and by Maboreke (2007) in Masvingo Province of Zimbabwe. Thus, at the end of the day, some public officers do not fully benefit from records surveys due to the negative ideas that they hold.…”

“…Documentary evidence has indicated that there are poor records management practices in many of these public departments (Garaba 2000; Kaimbanemoyo 1996; Tsvuura 2003). Chaterera (2008) has noted poor records maintenance in the Midlands Province and so has Maboreke (2007) in Masvingo Province, despite the fact that the National Archives of Zimbabwe holds periodic records management surveys in these departments and in these provinces. Mutare (2009) and Tsaura (2011) expressed dismay at the manner in which public records were maintained at Chitungwiza Hospital and Midlands Provincial Education Office respectively.…”

Peran Survei dalam Mendukung Manajemen Arsip Dinamis di Perum LKBN Antara

“…">PendahuluanPelaksanaan survei arsip dinamis di suatu organisasi dapat mempengaruhi berbagai kegiatan, terutama dalam kegiatan pengembangan manajemen arsip dinamis. Chaterera menyatakan bahwa survei arsip dinamis adalah latihan kritis yang dilakukan untuk mencapai pelaksanaan pengelolaan arsip dinamis yang tepat dan sesuai dalam departemen publik (Chaterera, 2013). Berdasarkan pernyataan dalam Misi National Archive of Zimbabwe tahun 2015, pusat arsip melakukan pemeriksaan terhadap penciptaan, penggunaan, pemeliharaan dan penyusutan arsip dinamis serta memberikan nasihat mengenai penyimpanan Ratu Nabilah Nur'aini dan Margareta Aulia Rachman…”

“…Penyusunan arsip seperti ini menyulitkan ketika suatu saat arsip dinamis dibutuhkan kembali. Survei arsip dinamis merupakan tahapan yang utama untuk mendukung kegiatan manajemen arsip dinamis(Chaterera, 2013). Kegiatan manajemen arsip dinamis dilakukan untuk memudahkan dalam temu kembali arsip yang dibutuhkan oleh pengguna.…”

“…Selain itu, penyimpanan juga menjadi lebih aman karena disimpan di dalam filing cabinet yang dapat dikunci sehingga terhindari dari pencurian arsip. Survei arsip dinamis memiliki pengaruh yang besar dalam siklus hidup arsip dinamis(Chaterera, 2013). Dalam siklus hidup arsip dinamis ini, pengaruh survei arsip dinamis yang dilaksanakan di Perum LKBN Antara yaitu pada tahapan penyimpanan arsip dinamis.…”