A Framework for the Management of E-records in Higher Education Institutions

A Case Study of the Institute of Development Management, Eswatini

Abstract

The management of electronic records in higher education institutions (HEIs) assists in the achievement of greater efficiency, effectiveness, and economy. Managing electronic records is essential for effective decision-making and control of management processes in an institution. This study sought to investigate e-records readiness at the Institute of Development Management (IDM) in Eswatini with the aim of developing a framework for the effective management of electronic records at the institute. The e-records readiness assessment tool was used as the analytical framework for this study. The study used mainly a qualitative approach but also a quantitative approach, and the data collected was triangulated. The study used a questionnaire, interviews, observations, and a document review to generate data. The participants comprised IDM’s campus management, information technology (IT) manager, records officer and action officers. The results of the study revealed that although IDM used computers as essential tools for managing information and communication in support of its business operations, the management of electronic records in the institution’s registration system was neglected. It was found that the factors contributing to this neglect included the lack of institutional policies and procedures to guide the management of electronic records and the lack of knowledge and skills to manage electronic records. The study recommended, among other things, the improvement of the e-records management policy framework and the regular training of records officers.