Records Management Journal

Electronic records management in the Malaysian public sector: the existence of policy : Table of Contents

Umi Asma' Mokhtar, Zawiyah Mohammad Yusof — Sat Oct 24 08:00:20 BST 2009

Abstract:
Purpose – The existence of policy serves as a guideline to facilitate actions and decisions to be taken. Electronic records management should be driven and guided by clear, comprehensive, understandable policy, to direct the organization and ascertain the effectiveness of functions implemented. The purpose of this paper is to find out whether government agencies in Malaysia do possess such a policy for electronic records management. In addition, the aim is to identify the responsible party for the policy besides investigating the sources referred to in developing the policy. Design/methodology/research – The survey employs a questionnaire to gather the data from 25 selected government departments in Klang Valley and Putrajaya, Malaysia. Findings – As anticipated, not all government departments possess electronic records management policy far from complete, clear, and easy to implement. Most surveyed samples are executing policy provided by Malaysian Administrative Modernisation and Management Planning Unit (MAMPU) and National Archive of Malaysia (NAM) with some modifications to suit their needs. On the other hand, the number of organization carrying out electronic records management without any policy in place is alarming. Practical implications – Electronic records management is carried out in some organisations merely based on their instinct and initiatives, far from complying with international standards of best practice. Originality value – This paper provides evidence from an original study.

Management of electronic records: Review of empirical studies from the Eastern, Southern Africa Regional Branch of the International Council on Archives (ESARBICA) region : Table of Contents

Henry N. Kemoni — Sat Oct 24 08:00:20 BST 2009

Abstract:
Purpose – The purpose of the paper is to present empirical research findings regarding the management of electronic records in selected ESARBICA member countries. It presents background information about ESARBICA and the current state of electronic records management in the region. The challenges posed by electronic records as reported in the literature and the capacity building initiatives and guidelines developed by archival institutions, professional organizations and universities for effective management of electronic records are presented. It proposes suggestions for further research. Design/methodology/approach – The paper is based on a review of literature on electronic records and empirical studies dealing with management of electronic records in the ESARBICA region. The review of empirical research findings is based on selected countries in the ESARBICA region. Findings – The empirical research findings indicate most countries in the ESARBICA region lack capacity and face various challenges in managing electronic records. These relate to: lack of policy and legislation, standardization, authenticity, capacity building, physical infrastructure and lack of awareness among recordkeeping professionals and government authorities on electronic records management issues. Research limitations/implications – Although ESARBICA consists of 12 countries, the empirical research findings were limited to five countries (South Africa, Lesotho, Botswana, Namibia and Kenya) and selected Sub-Saharan Africa countries. Further research will be conducted to establish the current state of electronic records management in the remaining seven ESARBICA member countries namely: Malawi, Mozambique, Swaziland, Tanzania, Zambia, Zimbabwe and Zanzibar. Practical implications – It is hoped that the paper will provide useful information and data to educators and trainers, researchers, students, practitioners, policy makers, civil society, and international development partners who have an interest regarding the challenges posed by electronic records and e-government and governance strategy in ESARBICA region and Africa in general. Originality/value – This paper supplements previous studies undertaken in the ESARBICA region regarding the management of electronic records. The empirical research findings would be of significance to record and archives management scholars/educators/consultants/researchers and students undertaking studies in management of records, including management of electronic records within and outside Africa.

The management of High Court records in Botswana : Table of Contents

Lorato Motsaathebe, Nathan Mnjama — Sat Oct 24 08:00:20 BST 2009

Abstract:
Purpose – The purpose of this paper is to discuss issues pertaining to the management of court records in Botswana. Design/methodology/approach – The paper shows the use of questionnaires, structured and unstructured interviews with the High Court administrators and records keepers as well as personal observations on how records are managed, inspection of storage facilities and observations on records retrieval procedures. Findings – Concludes that in the past the management of legal records at the High Court received little attentions, but now the High Court has embarked on measures including the introduction of an automated court record system to manage its records. Practical implications – The paper shows that the effective management of legal records is of crucial to the administration of justice and that there is a need to pay closer attention to the management of court records. Originality/value – This paper brings together issues related to the management of court records at the High Court in Botswana.

Nurturing attitudes for records management in Malaysian financial institutions : Table of Contents

Zawiyah Mohammad Yusof — Sat Oct 24 08:00:20 BST 2009

Abstract:
Purpose – The purpose of this paper is to find out whether financial institutions in Malaysia comply with the relevant Acts and Regulations governing them, namely the Companies Act and Regulation 1966; the Bank Act and Financial Institution Act (BAFIA) 1989); the Bankers Book (Evidence Act 1989); and the Evidence Act). Also this study seeks to identify whether financial institutions develop appropriate and suitable attitudes to records management. It is the objective of this paper to investigate whether financial institutions comply with the identified Acts and Regulations; whether businesses easily understand the language used to phrase the Acts and Regulations; and whether the surveyed institutions adopt the right attitudes towards records management. Design/methodology/approach – This study adopted survey as its method employing questionnaire and interview as the techniques to gather data. The survey involved ten financial institutions in Klang Valley (headquarters only), which was performed in 2005. The data were analyzed using Statistical Package for the Social Sciences (SPSS version 11). Findings – The findings reveal that financial institutions in Malaysia are aware of the previously mentioned Acts and Regulations. However, records management has never been a priority. This is because there is no enforcement of practice. For organizations failing to produce records/documents on request, the maximum penalty for being guilty for an offense (as stated in the Companies Act) is only 2,000 Malaysian Ringgit (approximately equivalent to sterling 285). Though respondents agreed that records management could give untold benefits and advantages, many do not take the appropriate steps as the need is not pressing and the penalty is not severe. Originality/value – This paper presents original research of records management practice in this sector, of potential value to other jurisdictions.

Organizational commitment of records management personnel in Nigerian private universities : Table of Contents

Sunday O. Popoola — Sat Oct 24 08:00:20 BST 2009

Abstract:
Purpose – The purpose of this paper is to investigate socio-economic factors (such as gender, age, marital status, educational qualification, job tenure, monthly salary); job satisfaction and locus of control as they determine organizational commitment of records management personnel in Nigerian private universities. Design/methodology/approach – The research design adopted for the study was ex-post facto type. A questionnaire was used for data collection from a sample of 240 records management personnel from a population of 310 in 24 private universities in Nigeria. A total of 220 of these responded and the copies of their questionnaire were found valid for analysis. The response rate realized was 91.7 percent. Findings – The study revealed that there was significant multiple correlation between socio-economic factors, job satisfaction, locus of control and organizational commitment of the respondents. In addition, socio-economic factors, job satisfaction and locus of control significantly determined organizational commitment of the respondents. Practical implications – It is recommended that the administrators in private universities in Nigeria should take into consideration the socio-economic variables, job satisfaction and the locus of control of records management personnel when planning to improve their organizational commitment. Originality/value – The paper provides information on the organizational commitment of records management personnel in private universities in Nigeria.

Presidential records issues and records innovation reversed: Records and archives principles not upheld in the Republic of Korea : Table of Contents

Sangmin Lee — Sat Oct 24 08:00:20 BST 2009

Abstract:
Purpose – This paper considers the sometimes serious and controversial political, legal, institutional and technological issues that were triggered by the mass transfer and copying of electronic presidential records by the Sixteenth President of the Republic of Korea (South Korea) at the end of his term of office. Design/methodology/approach – During this administration, the Korean government made significant government-wide recordkeeping innovations, mainly initiated and supported by the then President Roh Moo Hyun, and also supported by civilian professionals. The Public Records Management Act (PRMA) was revised, the Presidential Records Act (PRA) legislated and the National Archives of Korea tripled in staff size and made significant government records innovations. At the end of his term, the President copied all of his presidential records in electronic form and kept them for his own use, transferring the “authenticated” records to the National Archives. The National Archives subsequently charged his former secretaries with violation of the Presidential Records Act. Findings – The paper summarizes the records issues to give further consideration to electronic records matters as well as dealing with politically sensitive records in the public archives. Can recordkeeping and politics be divorced? If so, how? Originality/value – The paper provides insight into the political dimension of recordkeeping in the public, government context in Korea.