Managing records and archives in a Hong Kong school: a case study

Records management in government schools in South Africa: a case study in Limpopo province

Purpose

This study aims to investigate records management in selected government schools in South Africa.

Design/methodology/approach

The study adopted a qualitative research approach to collect in-depth data from the principals or administrators working as records managers at the school level. In all, a sample of principals and administrators from seven schools were interviewed face-to-face to enable the researcher to visit the schools in person.

Findings

The findings indicate that although the principals or administrators make concerted efforts to manage school records, there is no uniform system in place for this purpose. This results in haphazard record keeping and records management at the schools. The study recommends that the Department of Basic Education in Limpopo develop a file plan or model for schools to use to manage records uniformly in a standardised manner that would support accountability, transparency and good governance.

Research limitations/implications

The study was limited to seven primary schools in Lebopo Circuit, Limpopo province and secondary schools were excluded.

Practical implications

The author obtained a thorough understanding and direct insight into how principals or administrators manage school records. This study makes recommendations for the effective management of records in government schools.

Originality/value

This is one of the few research papers on records management in government schools in South Africa.

Records management and performance of procurement management units in Tanzania: a case study

Purpose

This paper aims to examine the influence of records management on the performance of procurement management units (PMUs) in Tanzania.

Design/methodology/approach

To meet the objective of the study, cross-sectional survey design and quantitative approaches were used for data collection and analysis. Preliminary analysis of the data was carried out using descriptive statistics and structural equation modelling was then used to analyse the influence of records management standards on procurement performance. The data were collected from 164 government PMUs in Tanzania.

Findings

The findings revealed that records management attributes significantly affect procurement performance in Tanzania. Furthermore, government policy and integrity factors confound the association between records management and procurement performance.

Practical implications

The policymakers and practitioners of public procurement are required to be aware of records management principles and how each related factor influences the performance of PMUs. They should emphasise proper storage and housing, equipment, arrangement and access and implement electronic records management.

Originality/value

This study shows how the ISO 15489 model can be applied to public procurement processes. This study also provides the lesson that procurement records need to be protected to ensure their authenticity, reliability, integrity and useability.

Knowledge Management and the Political–Pedagogical Project in Brazilian Schools

Knowledge Management as a strategy to improve the quality of the institutional environment can be related to the coordination of activities that create, store and share knowledge. School Management has to deal with different tasks, such as planning, organization, leadership, guidance, monitoring and evaluation of all the processes necessary to ensure the promotion of students’ learning and training. In this context, the Political–Pedagogical Project assists School Management, since it is an important document for the school organization, containing the school’s identity as well as the plan to achieve the best teaching and learning process for the school community. In this sense, the objective of this research was to demonstrate how the Political–Pedagogical Project can promote Knowledge Management at the school level. The methodology used was exploratory and bibliographic research. The results obtained in this paper show that the Political–Pedagogical Project strengthens School Management when it is supported by Knowledge Management, considering that there is an improvement in the promotion of the quality of the organizational environment, as well as the elucidation of effective learning for teachers and students through democratic management.

The assessment of the appraisal of records: case of the University of the Witwatersrand and the University of Venda

Purpose

The purpose of this study was to investigate the state of appraisal with regard to compliance with archives and records management legislations (ARML), the archives and records management policy (ARMP), reappraisal of records, capacity building, archives building and electronic records management (ERM) and to make a recommendation based on the research findings.

Design/methodology/approach

This study was based on the qualitative research technique. The research approach was a multiple case study comparing the previously advantaged and disadvantaged universities in South Africa.

Findings

The study found that ARML, ARMP, reappraisal of records and capacity building are essential for the appraisal of university records. The lack of appropriate appraisal theory/strategy led to a loss of institutional memory.

Research limitations/implications

This research was limited to the University of the Witwatersrand (WITS) and the University of Venda (UNIVEN). These two institutions are representatives of the state of archiving in South Africa.

Practical implications

This research will serve a benchmark for other South African universities, intending to implement systematic disposal of records in compliance with legislations and policies.

Social implications

Failure by universities to appraise records will lead to the loss of institutional memory. This implies that history of institution will be lost if necessary measures are not taken.

Originality/value

There is very little, if any, research on the appraisal of South African universities’ records. The outcome of this research will benefit universities that are seeking to develop and implement appraisal strategies.

Assessment of the appraisal of records: Case of the University of Witwatersrand and the University of Venda

Purpose

The purpose of this study is to assess the appraisal of records at the University of Witwatersrand and the University of Venda. Furthermore, the study intends to recommend appraisal of records to recognize African culture, reviewing records management policy to include an element on the appraisal of records, raise awareness on the appraisal of records, capacity building and develop electronic records management strategy to appraise records.

Design/methodology/approach

This study is based on the qualitative research technique. The research approach is a multiple case study comparing the previously advantaged and disadvantaged universities in South Africa.

Findings

The study found that archives and records management legislation, archives and records management policy, re-appraisal of records, capacity building are essential for the appraisal of university records. Lack of appropriate appraisal theory and strategy by the University of Witwatersrand and the University of Venda leads to a loss of institutional memory.

Research limitations/implications

This research is limited to the University of Witwatersrand and the University of Venda. These two institutions are a sample of the state of archiving in South Africa.

Originality/value

There is very little, if any, research on the appraisal of South African universities' records. The outcome of this research will benefit universities that are seeking to develop and implement appraisal strategies.