Abstract:
Effective Archives and Records Management (ARM) framework is a key enabler
towards successful implementation of proper and sound Records Management
programmes. Although much research had already been conducted on sound
Records Management within Institutions of higher learning, very little attention was
paid towards comparing of the record keeping practice between the University of
Venda and the University of Witwatersrand. Based on the above context, the study
objectives were namely, assessing compliance with the existing statutory/ regulatory
framework; examining the ARM best practices; evaluating the ARM maturity level
status; and establishing the Enterprise Information Management Business process
alignment to ARM process and propose a framework for the management of archives
and records. To achieve the above objectives, this study employed qualitative and
quantitative methods. The SPSS software was used to analyse quantitative data.
Content analysis and literature review were used to analyse qualitative data by
comparing data collected from selected divisions, departments and units and review
of documents such as the University record management policies. The research is a
comparative case study to critically explore ARM both the University of Venda
(UNIVEN) and Witwatersrand (WITS). The population for this study was centred on
the administrative units of these institutions. Data were collected through a
questionnaire, document review and observation. Findings revealed that both
universities have not yet developed an effective implementation plan to comply with
the sections of the National Archives Act, No. 43 of 1996, Section 14 of the Promotion
of Access to Information Act, Protection of Personal Information Act, No. 4 of 2013,
The Electronic Communications and Transactions Act, No. 25 of 2002 and Promotion
of Administrative Justice Act, No. 3 of 2000. The research established that the maturity
status was very low in terms of the value of ARM practices. The study revealed that
both universities lack ARM programme integrated into business processes. The study
proposed a framework to manage university records.