Investigating electronic records management and compliance with regulatory requirements in a South African university
28
Citation
22
Reference
10
Related Paper
Citation Trend
Abstract:
This study investigated the extent to which academics and students at a leading University in South Africa managed electronic records in accordance with good practices and regulatory requirements. Literature on electronic records management (ERM) and regulatory compliance was synthesised to create a framework for effective records management. A survey was then conducted to test this framework with 17 academics, 97 students and two technical staff from five faculties. The results revealed several incidents of poor records management and lack of compliance with regulations. Many academics and students were unaware of legislative requirements and penalties. They did not backup or archive records regularly and where this was done, there were no standard procedures followed, which resulted in the adoption of distinct approaches to record keeping. Furthermore, appropriate programmes for educating users on ERM did not exist and academics had not established collaborative initiatives with other nonacademics (e.g. internal auditors and legal experts) to ensure effective ERM. It was also surprising to find that non-computing academics and students managed system security risks better than their computing counterparts. Useful recommendations and the way forward are provided.Keywords:
Electronic Records
Records Management
Australian archivists and records managers have been among the foremost international advocates of 'distributed' or 'post-custodial' management of electronic records. Ten years ago there was widespread acceptance of their view that those creating digital records would continue to manage them as archives, once they had ceased to use them in the day-to-day conduct of affairs. But in March 2000 the National Archives of Australia abandoned its commitment to distributed management. This paper considers some of the arguments that have been deployed in these debates and explores what happened to the expectations of those who championed distributed, rather than traditional custodial, management.
Records Management
Electronic Records
Digital Archives
Historical record
Cite
Citations (4)
The management of records is an essential part of any organization. Today this implies the management of mostly digital records in electronic record management systems. There are many standards for ...
Records Management
Electronic Records
Document management system
Record keeping
Cite
Citations (0)
The United States National Archives and Records Administration (NARA) has issued a new Strategic Plan FY 2018-FY 2022 that reflects NARA's ongoing commitment to support the transition to electronic record keeping, increased access and a fully digital government. The plan provides federal agencies with a deadline: "By December 31, 2022, NARA will, to the fullest extent possible, no longer accept transfers of permanent or temporary records in analog formats and will accept records only in electronic format and with appropriate metadata." It is likely that Agencies will digitize large volumes of paper records to meet this goal. This paper presents NARA's Records Management Policy and Standard's Team's draft guidance on digitizing records. The paper discusses the evolution of NARA's 2004 digital imaging for access guidelines into the current 2016 FADGI guidelines, and discusses some of the unique issues applying these guidelines in a records management context to comply with NARA's Strategic Plan.
Digitization
Records Management
Electronic Records
National archives
Cite
Citations (0)
The greatest challenges with which digital systems present us are the creation and maintenance of reliable records and the preservation of their authenticity over time. It is vital for every organisation that its records be able to stand for the facts they are about i.e. that their content is trustworthy. To meet these challenges the international community of records professionals must develop appropriate strategies, procedures and standards. In this article the author explores the concepts and principles derived from archival diplomatics that should guide the management of electronic records and therefore these developments, as well as drawing conclusions about the nature of the research work required
Records Management
Electronic Records
Trustworthiness
Archival science
Document management system
Cite
Citations (42)
This article, as our title indicates, aimed to introduce the Electronic Records Management and Metadata Description, by the ICA Committee on Electronic records. Since 1993,Committee is to undertake study and research, concerning the creation and archival processing of electronic records, and in April 1997,the result was published. The Committee declare following concept of "records", 'A records is recorded information produced or received in the initiation, conduct or completion of an institutional or industrial activity and that comprises content, context and structure sufficient to provide evidence of the activity regardless of the form or medium." And the distinctive of electronic records is that content is recorded on a medium and in symbols (binary digits) that needs a computer or similar technology to read and understand. So We accept that concept above mentioned.
Electronic Records
Records Management
Cite
Citations (0)
This paper introduces the filing range of the electronic records and the formats and data save modes of the filed records,and expounds some problems demanding prompt solution in the course of the filing and management of electronic records.
Electronic Records
Records Management
Cite
Citations (0)
Purpose – The purpose of this paper is to examine the records profession's approach to managing electronic records and question how much progression there has been, given most processes and systems are only slight variations on those originally designed for the paper‐based world. It aims to offer a different approach, which focuses on automation and to employ some of the techniques used by well‐known and highly successful organisations such as Amazon and Google.
Records Management
Electronic Records
Document management system
Cite
Citations (14)
The implementation of electronic court records management systems in different countries is faced with a number of organizational, technical and procedural issues. The management of these records is further subjected to the legal framework that governs the lifecycle of records management. This paper presents the case for research into records management in Malaysian judiciary. It emphasize the issues and challenges posed to records management in Civil as well as Shariah courts in Malaysia and highlights the major electronic records and documents management initiatives taken by the judiciary. The paper, thus, presents a preliminary framework for electronic court records management.
Records Management
Electronic Records
Public records
Cite
Citations (4)
The proliferation of electronic records is causing governments, corporations and organizations around the globe to reassess the way they keep and manage their records. There's no more prominent example of this than our own country's National Archives and Records Administration (NARA) and its draft "Proposal for a Redesign of Federal Records Management," issued in July 2002. This proposal was preceded by the "Report on Current Recordkeeping Practices within the Federal Government," produced jointly by NARA and a private contractor in December 2001, and the General Accounting Office's (GAO) report to Congress entitled "Information Management: Challenges in Managing and Preserving Electronic Records," issued in June 2002. In his "State of the Archives" address of December 3, 2002, Archivist of the United States John W. Carlin described the situation thusly: "To put it simply, our current records management program was developed in the 20th century in a paper environment and has not kept up with a government that now creates and uses most of its records electronically. With our current way of doing business, we just don't have the resources to cope with the growing volumes of both electronic and paper records. It is clear that today's Federal records environment requires different management strategies and techniques."
Records Management
Archivist
Electronic Records
National archives
Introspection
Globe
Section (typography)
Cite
Citations (0)
This paper aims to examine some of the issues associated with managing electronic records, identify some problems, and suggest some solutions, from the perspective of a professional records manager and archivist. Three main issues are considered that need to be addressed by managers of electronic records — management and organisational, technical and legal. The overarching theme of standards is woven into these three main areas of concern. The paper concludes by highlighting the need for attention to be paid, in the UK, to discussing and framing a professional approach to electronic records management.
Archivist
Records Management
Electronic Records
Framing (construction)
Theme (computing)
Cite
Citations (14)