The state of digital records preservation in South Africa’s public sector in the 21st century: a literature review

Abstract

Purpose This study aims to assess the status of the digital records preservation practices in the South African public sector at the national department level. It set out to establish to what extent digital preservation policies have been implemented in South Africa’s public sector, to determine the related skills and competency of public sector staff, and to make any necessary recommendations of the basis of the results. Design/methodology/approach A content review of Southern Africa literature dealing with the preservation of digital records, its importance and related factors over the past 20 years was conducted. Findings The current state of preservation of South African digital records suggests serious consequences of existing knowledge and training gaps. Addressing those gaps may provide the knowledge needed to support new ways of working. Records management professionals in the South African public sector at the national department level are currently ill-equipped to adequately preserve digital records. This complicates the application of tools offered by the information and communication technologies that have resulted in increased creation of digital records. Research limitations/implications The study was limited to only the public sector of South Africa. Practical implications The study makes practical implications concerning the policy framework for improving the state of digital preservation in South Africa so as to ensure long-term preservation of digital records. For instance, government departments are recommended to formulate and implement in-house policy frameworks, guidelines and plans that address digital preservation of records. Social implications Sufficient funding and resource allocation ought to be provided to advance electronic records management programmes. In addition, the formulation of proper strategies needed to preserve digital records should incorporate technological tools and media software in the existing operations for the creation, capturing, appraising and preserving of digital records. Originality/value This study offers informed recommendations to address the challenges of preserving digital records in South Africa so that future losses may be avoided and allow readers to see changes over the 20-year period.

Management of electronic records in the South African public sector

“…Therefore, Leedy and Ormrod (2001) define content analysis as a detailed and systematic examination of the contents of a particular body of materials for the purpose of identifying patterns, themes, or biases. Referring to content analysis, numerous studies in the context of South Africa used content analysis successfully in their investigations (Mosweu and Rakemane, 2020;Maphoto and Matlala, 2021;Tintswalo et al, 2022;and Matlala, Ncube and Parbanath, 2022). Rakemane and Mosweu (2020) point out that several studies in the library and information science discipline have applied and used content analysis as a data collection method in their studies.…”

Digital Preservation Skills of Electronic Information Resources’ Management among Library Personnel in Selected Universities in Nigeria

“…University libraries' staff members should be specially trained in certain preservation techniques, abilities, and tactics. According to Masenya and Ngulube (2020), staff members involved in protecting these resources generally lack the technical know-how and preservation techniques required by library employees in the libraries. Deegan and Tanner (2018) noted that in addition to having limited ICT abilities, the majority of library staff in underdeveloped nations also lacks knowledge of digital preservation.…”

“…On the other hand, Clemens and Postel (2018), claimed that, in contrast to countries outside of Africa, most trainers in African nations lack competence and are unprepared for the duty of instructing people in the art of EIR preservation. Masenya and Ngulube (2020) contends that staff members who are protecting these resources generally lack technical expertise of EIRs. Further highlighting the fact that incomplete knowledge of the technology and applications necessary for the management of EIRs results from ignorance, Masenya and Ngulube (2020) went further.…”

“…Therefore, in order to handle and offer access to EIRs, information professionals must acquire new capabilities. According to Masenya, and Ngulube (2020), there aren't many sites in poor nations where one can get a formal, specialized education in the preservation of EIRs. Additionally, they made note of the fact that poor technological proficiency is common in many university libraries.…”

“…Most universities still lag behind in ICT infrastructure, which has an impact on the preservation of and access to EIRs, and many university libraries lack the human resources with the necessary skills, capabilities, and attitudes to initiate, implement, and sustain digitisation projects. According to Masenya and Ngulube (2020), managing EIRs to ensure long-term preservation and access is difficult since trainers (library staff) lack experience and are ill-equipped to train others in electronic preservation and digitisation.…”