Assessment of records management practices among the senior managers in a South African Municipality

Abstract

Records management has become increasingly accentuated over recent years. Records have always been a tool for efficient and effective administration and it is surprising that such an important driver of business efficiency, has received so little or no attention in the past. Organisations, nevertheless, focused on their main functions and were hesitant to avail resources to the management of records as a support function. In line with this, governmental institutions in South Africa have been critiqued for the lack of proper records management. Furthermore, literature on records management in South Africa, and especially in state-owned institutions, is sparse. The purpose of the study was to assess the records management practices among the senior managers in a South African municipality by exploring their experiences of records management practices. The study sample consisted of 16 senior managers in a South African municipality (N = 16) who were recruited through purposive sampling. The data was collected by means of online, qualitative written surveys. The data from the written surveys was analysed through content analysis. The literature review addresses the theoretical information regarding records management, defining a record, the skills required for managing records and the risks associated with poor management of records. The literature review, as well as the qualitative written surveys, revealed that an effective records management programme should be supported by records management policies, standards and procedures, as well as buy-in from senior managers. The study’s findings indicate that records are not optimally managed in the participating municipality, and that senior managers are not entirely involved and interested in ensuring the effective management of records in the municipality. It is evident from the findings that the majority of the respondents are not aware of the records management processes and procedures. There is no uniformity when it comes to the management of records as most respondents indicated that they have their own filing systems, and that they are not aware of, or familiar with the file plan. Some of the respondents admitted to not following the records management processes and procedures; some follow them minimally, even though they are aware of the records management processes and procedures. Most respondents acknowledged ignorance regarding the importance of records management processes and procedures. Some of the results indicate that while some respondents find the records management processes and procedures challenging, others believe the processes and procedures are quite simple. There is also not an agreement about the quality of records management at the municipalities, as some of the respondents perceive the records management practices as poor, while others consider it efficient. The respondents made some recommendations to improve the management of records. The suggestions included that the municipality should present awareness programmes/workshops, training of employees, appointing skilled, experienced and qualified staff for the records management unit, holding all employees in the municipality accountable for the management of records, centralisation of document management, urging senior managers to take responsibility for the management of records in their units/departments, and establishing a well-developed records management unit.