Challenges of Disposal and Access to Electronic Records in the Midlands Province of Zimbabwe

Samson Mutsagondo; Patrick Ngulube

doi:10.25159/2663-659X/11169

Authors

Samson Mutsagondo University of South Africa https://orcid.org/0000-0001-8554-1241
Patrick Ngulube University of South Africa

DOI:

https://doi.org/10.25159/2663-659X/11169

Keywords:

electronic records, intergenerational equity theory , Midlands province, post-custodialism , records access, records disposal, Zimbabwe

Abstract

Disposal of electronic records is a challenge in many developing countries due to a number of factors such as deficiencies in skills, infrastructure, and legal and policy frameworks. Irresponsible, premature and uninformed destruction, preservation and transfer of electronic records directly affect access to the same now and in the future. Using the theoretical framework of the intergenerational equity theory, this study examines electronic records disposal practices and how they impact upon access to electronic documentary heritage now and in the future. This qualitative study was informed by the constructivist research paradigm and used the case study of government ministries in the Midlands province of Zimbabwe. Fifty-five out of 88 purposively selected public officers participated as interviewees. Data were also collected through personal observation where researchers observed electronic records disposal and access practices in ministries where access was granted. It was established that there were a number of challenges with regard to disposal of electronic records at a time when both the National Archives of Zimbabwe and the government ministries were incapacitated to properly preserve electronic records. Issues of infrastructure, skills and electronic records policies should be attended to so that the present and future generations may equally benefit from the nation’s electronic documentary heritage.

Metrics

Metrics Loading ...

References

Aziz, A. A., Z. M. Yusof, and U. M. Mokhtar. 2019. “Electronic Document and Records Management System (EDRMS) Adoption in Public Sector—Instrument’s Content Validation using Content Validation Ratio (CVR).” Journal of Physics: Conference Series 1196. https://doi.org/10.1088/1742-6596/1196/1/012057. DOI: https://doi.org/10.1088/1742-6596/1196/1/012057

Bhebhe, S., M. Masuku, and P. Ngulube. 2013. “Infrastructural Challenges on Archives and Recordkeeping at the National Archives of Zimbabwe.” Journal of South African Society of Archivists 46: 47–62.

Chaterera, F. 2013. “Records Surveys and the Management of Public Records in Zimbabwe.” MIS diss., University of South Africa. http://hdl.handle.net/10500/11961.

Chaterera, F. 2015. “Promoting the Inter-Generational Equity Principle through Archival Reference Services.” Esarbica Journal 34: 65–75.

Collins, L. M. 2007. “Revisiting the Doctrine of Intergenerational Equity in Global Environmental Governance.” Dalhousie Law Journal 30 (1): 79. https://digitalcommons.schulichlaw.dal.ca/dlj/vol30/iss1/3/.

Cook, T. 2007. “Electronic Records, Paper Minds: The Revolution in Information Management and Archives in the Post-Custodial and Post-Modernist Era.” Archives and Social Studies: A Journal of Interdisciplinary Research 1 (0): 399–443. https://archivo.cartagena.es/doc/Archivos_Social_Studies/Vol1_n0/06-cook_electronic.pdf.

Coote, A. 2015. Intergenerational Equity Briefing: Review of Social Determinants of Health and the Health Divide in the WHO European Region. Copenhagen: WHO.

Creswell, J. W., and J. D. Creswell. 2018. Research Design: Qualitative, Quantitative and Mixed Methods Approaches. 5th ed. Los Angeles, CA: Sage.

Dzinesa, M. 2020. “Assessing the Impact of Information and Communication Technology on Records Management: A Case of Midlands State University, Gweru.” BSc diss., Zimbabwe Open University.

Everisto, M. 2022. “Management of Electronic Mail Records at the Ministry of Health and Child Care, Zimbabwe.” BSc diss., Zimbabwe Open University.

Huvila, I., J. Eriksen, E. M. Hausner, and I. M. Jansso. 2014. “Continuum Thinking and the Contexts of Personal Information Management.” Information Research 19 (1): 1–21.

ICA (International Council on Archives). 2004. Authenticity of Electronic Records: A Report Prepared for UNESCO and the International Council on Archives. Paris: ICA. Accessed September 15, 2023. https://www.ica.org/sites/default/files/ICA_Study-13-2-Authenticity-of-electronic-records-ICA-Report-to-UNESCO_EN.pdf.

ICA (International Council on Archives). 2005. Electronic Records: A Workbook for Archivists. ICA Study 16: Electronic Records. Paris: ICA. Accessed May 12, 2022. https://www.ica.org/sites/default/files/ICA_Study-16-Electronic-records_EN.pdf.

ICA (International Council on Archives) and Australasian Digital Records Initiative. 2008. Principles and Functional Requirements for Records in Electronic Office Environments: Module 1: Overview and Statement of Principles. Paris: ICA. Accessed November 16, 2021. https://www.naa.gov.au/sites/default/files/2019-09/m1-ica-overview-principle-and-functional-requirements_tcm16-95418.pdf.

ICA (International Council on Archives). 2012. “Principles of Access to Archives.” Adopted by the AGM on August 24, 2012. Accessed September 25, 2023. https://www.ica.org/sites/default/files/ICA_Access-principles_EN.pdf.

ISO (International Standards Organization). 2016. ISO 15489-1: Information and Documentation—Records Management—Part 1: Concepts and Principles. Geneva: ISO.

Katuu, S. 2012. “Enterprise Content Management Implementation: An Overview of Phases, Standards and Best Practice Guidelines.” Bilgi Dunyasi 13 (2): 457–76. https://doi.org/10.15612/BD.2012.151. DOI: https://doi.org/10.15612/BD.2012.151

Katuu, S. 2013. “Enterprise Content Management and Digital Curation Applications: Maturity Model Connections.” In Conference Proceedings: The Memory of the World in the Digital Age: Digitization and Preservation: An International Conference on Permanent Access to Digital Documentary Heritage, edited by L. Duranti and E. Shaffer, 1025–41. Paris: UNESCO.

Keakopa, S. M. 2007. “The Management of Electronic Records in Botswana, Namibia and South Africa.” PhD diss., University College London. https://discovery.ucl.ac.uk/id/eprint/1445627/. DOI: https://doi.org/10.4314/esarjo.v26i1.31015

Keakopa, S. M. 2008. “Trends in Long-Term Preservation of Digital Information: Challenges and Possible Solutions for Africa.” Paper presented at the Conference on Electronic Publishing and Dissemination, Dakar, Senegal, October 6–7, 2008. Accessed September15, 2023. https://www.researchgate.net/publication/228661581_Trends_in_long-term_preservation_of_digital_information_challenges_and_possible_solutions_for_Africa.

Magama, B., and V. Nduna. 2020. “Journey to EDRMS Solution in Zimbabwe Public Sector.” In Cases on Electronic Records Management in the ESARBICA Region, edited by S. M. Keakopa and T. L. Mosweu, 142–59. Hershey, PA: IGI Global. https://doi.org/10.4018/978-1-7998-2527-2.ch007. DOI: https://doi.org/10.4018/978-1-7998-2527-2.ch007

Matangira, V. 2016. “Records and Archives Management in Post-Colonial Zimbabwe’s Public Service.” PhD diss., University of Namibia.

Mazvarira, C. 2018. “An Investigation into the Challenges Affecting Effective Management of Electronic Records in Public Institutions in Zimbabwe: A Case of Midlands Provincial Hospital.” BSc diss., Zimbabwe Open University.

Millar, L. 2009. Archives: Principles and Practices. London: Facet Publishing.

Mnjama, N. 2002. “Managing University Records.” ESARBICA Journal 21: 32–40. https://doi.org/10.4314/esarjo.v21i1.30976. DOI: https://doi.org/10.4314/esarjo.v21i1.30976

Mnjama, N., and J. Wamukoya. 2007. “E-government and Records Management: An Assessment Tool for E-Records Readiness in Government.” The Electronic Library 25 (3): 274–84. https://doi.org/10.1108/02640470710754797. DOI: https://doi.org/10.1108/02640470710754797

Mosweu, O., and K. J. Bwalya. 2022. “The Challenges of Post Custodial Management of Digital Records in Botswana Laid Bare.” Information Development. https://doi.org/10.1177/02666669221114867. DOI: https://doi.org/10.1177/02666669221114867

Mupindu, T. L. 2018. Records Survey Report: Midlands Province. Gweru: NAZ.

Musseca, A. 2022. “An Investigation into the Disposal of Records at the Zimbabwe Human Rights Commission.” BSc diss., Zimbabwe Open University.

Mutimba, C. J. 2014. “Implementation of Electronic Document and Records Management System in the Public Sector: A Case Study of the Ministry of Higher Education, Science and Technology.” MLIS diss., University of Nairobi.

Mutsagondo, S. 2017. “Electronic Records Management in the Midlands Province of Zimbabwe.” MIS diss., University of South Africa.

Mutsagondo, S. 2021. “Use and Management of Electronic Mail in the Central Government of Zimbabwe.” PhD diss., University of South Africa.

Mutsagondo, S., and P. Katekwe. 2022. “Placing the Cart Before the Horse: E-Records Policy Experiences and Lessons from Zimbabwe’s Provincial Government.” Library Philosophy and Practice 7525. https://digitalcommons.unl.edu/libphilprac/7525.

Mutsagondo, S., G. Maduyu, and G. Tsvuura. 2017. “Management of Records in Adapted Buildings as Records Centres in Zimbabwe.” Mousaion: South African Journal of Information Studies 35 (2): 1–17. https://doi.org/10.25159/0027-2639/2675. DOI: https://doi.org/10.25159/0027-2639/2675

Mutsagondo, S., and G. Tsvuura. 2015. “Dilemma in the Disposition of E-Mail Records in Public Departments in Zimbabwe: The Case of the Midlands Province.” Paper presented at the 23rd ESARBICA General Conference, Victoria Falls, Zimbabwe, June 8–12.

NARSSA (National Archives and Records Service of South Africa). 2006. Managing Electronic Records in Governmental Bodies: Policies, Principles, and Requirements. 2nd ed. Pretoria: NARSSA. Accessed September 21, 2023. http://www.national.archives.gov.za/rms/NARS_DMLIB-4878-v1-Managing_electronic_records_Policy__principles_and_Requirements_April_2006.PDF.

Nasieku, A. P. 2012. “A Framework for Managing Electronic Records: The Case of Moi University, Kenya.” Paper presented at SCECSAL 20th Conference hosted by KLA, Laico Regency Hotel, Nairobi, June 4–8.

Ngoepe, M. 2017. “Archival Orthodoxy of Post-Custodial Realities for Digital Records in South Africa.” Archives and Manuscripts 45 (1): 31–44. https://doi.org/10.1080/01576895.2016.1277361. DOI: https://doi.org/10.1080/01576895.2016.1277361

Ngoepe, M., and T. B. Van der Walt. 2009. “Strategies for the Preservation of Electronic Records in South Africa: Implications on Access to Information.” Innovation 38: 1–27. DOI: https://doi.org/10.4314/innovation.v38i1.46971

Ngulube, P. 2003. “Preservation and Access to Public Records and Archives in South Africa.” PhD diss., University of Natal. http://hdl.handle.net/10413/11402.

Ngulube, P. 2012. “‘Ghosts in Our Machines’: Preserving Public Digital Information for the Sustenance of Electronic Government in Sub-Saharan Africa.” Mousaion: South African Journal of Information Studies 30 (2): 27–135.

Nkala, G., P. Ngulube, and S. B. Mangena. 2012. “E-records Readiness at the National Archives of Zimbabwe.” Mousaion: South African Journal of Information Studies 30 (2): 108–116.

Oz, E. 1998. Management Information Systems. Cambridge, MA: Course Technology.

Republic of Zimbabwe. 1986. National Archives of Zimbabwe Act. Harare: Government Printer.

Republic of Zimbabwe. 2013. Constitution of Zimbabwe. Harare: Government Printer.

Republic of Zimbabwe. 2020. Freedom of Information Act. Government Gazette Vol. XCVIII, No. 67. Harare: Government Printer.

Sejane, L. 2004. “An Investigation into the Management of Electronic Records in the Public Sector in Lesotho.” MIS diss., University of KwaZulu-Natal.

Sibanda, A., M. Sibanda, and E. Mupfururi. 2021. “Paper-Based Records an Obstacle to Service Delivery during Covid-19 Lockdown: A Case of the National Archives of Zimbabwe, Chinhoyi Records Centre.” International Journal of Research and Innovation in Social Science 5 (9): 257–62.

Sigauke, O. 2022. “Digital Records Management Practices in the Public Sector in Manicaland Province of Zimbabwe.” ESARBICA Journal 41: 172–87. https://doi.org/10.4314/esarjo.v41i.12. DOI: https://doi.org/10.4314/esarjo.v41i.12

Tafor, V. F. 2001. “The Management of Public Records in the Member Countries of the Eastern and Southern African Regional Branch of the International Council on Archives.” MIS diss., University of Natal.

Todd, M. 2005. Custodial Policy for Digital Records. Surrey: The National Archive. Accessed September 19, 2023. https://cdn.nationalarchives.gov.uk/documents/information-management/custodial_policy.pdf.

Tsabedze, V., and T. Kalusopa. 2018. “Towards a Framework for E-Records Readiness in Support of E-government in Eswatini.” ESARBICA Journal 37: 39–68.

Tsvuura, G., and P. Ngulube. 2021. “A Framework for the Digitisation of Records and Archives at Selected State Universities in Zimbabwe.” South African Journal of Information Management 23 (1): a1312. https://doi.org/10.4102/sajim. v23i1.1312. DOI: https://doi.org/10.4102/sajim.v23i1.1312

Yin, R. K. 2016. Qualitative Research from Start to Finish. 2nd ed. New York, NY: The Guilford Press.

ZIMSTAT (Zimbabwe National Statistics Agency). 2012. Census 2012 Provincial Report: Midlands. Harare: ZIMSTAT. Accessed September 19, 2023. https://www.zimstat.co.zw/wpcontent/uploads/publications/Population/population/Midlands.pdf.