Management of electronic records in the South African public sector

Abstract

Many public sector organisations are struggling to properly manage their electronic records. The effective management of such records and their accessibility is crucial for the functioning of the public sector and provides citizens with evidence of that functioning. Recently, numerous public sector organisations have adopted newly developed technological tools to manage records, while some departments are still in the process of gradually introducing these. Electronic records are created through various information systems in government organisations but for them to be of full advantage in the realm of governance, they need to be carefully managed. Public sector organisations are positioning themselves to do just that by applying innovative mechanisms to deal with their records. An electronic records management system is expected to provide an integrated, efficient management of the records produced and stored in contemporary organisations. However, it is not a silver bullet to fix all issues, and proper management of electronic records continues to be a challenge due to a lack of sufficient skills, relevant policies, procedures, and standards, as well as a lack of knowledge in South Africa on how to utilise modern technologies to deal with the storage of public records. The present study aimed to identify challenges related to the management of electronic records in the South African public sector and to suggest strategies for resolving them. The study was based on a qualitative approach and applied the content analysis of relevant literature to identify gaps and suggest solutions. The study established that the government departments under investigation still lacked the requisite tools such as policies, standards, guidelines, adequate technological infrastructure, and that there was also a lack of sufficient funding and skills and competencies to effectively deal with electronic records. Hence, the study recommends more collaborative efforts to urgently address shortcomings to curb the continuous loss of invaluable electronic records that could ensure accountability, transparency, informed decision-making, and improved service delivery.