A framework for archives and records management programme at institution of higher learning in South Africa: a University of Venda – University of Witwatersrand comparison

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.