Records and Archives Management

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    Connecto ergo sum': a hyperlink analysis of national archives in the Eastern and Southern African regional branch on the International Council on Archives
    (2019) Phiri, C.; Onyancha, O.B.; Ngulube, P.; Chabikwa, S.
    Lennart Björneborn’s famous tweet, ‘connecto ergo sum’, which means, ‘I link, therefore I exist’, puts forward the intriguing dimension of the web as a platform for link-based research, a major tenet of webometrics. Webometrics, as discussed in this study, explored the web presence, web visibility, web-impact and linkage of archival institutions in the ESARBICA region; examining the types of institutions that provide links to archival institutions in the ESARBICA region; establishing the links pointing to national archival institutions in the ESARBICA region; and examining the type of institutions that provide these links. Google Search engine and Alexa metasearch engine were used to collect data. Additionally, the formulas derived from the Statistical Cybermetrics Research Group (2016): ‘Impact=Inlinks/page’ and ‘site:Domain’ were used to collect data on the impact and web pages linking to the archival institutions. The study was underpinned by the Citation Analysis theory. Search engines, metasearch engines and web content analysis were used to collect webometrics data from ESARBICA archival websites. The findings of the study revealed that the web-impact of ESARBICA archival institutions is generally low as evidenced by the low impact factors attained. This may lead to the minimal usage of the information on the websites, undermining the importance of archival institutions. The low impact can be increased through such measures asredesigning websites to increase visibility, posting rich files on websites, and interlinking the websites to key archival associations and institutions, among others. Other findings showed that some websites were hosted by institutions other than the archival institutions The impact results further revealed that in the ESARBICA region, Southern Africa was more represented with the archival institutions from six countries (Lesotho, Malawi, Namibia, South Africa, Swaziland and Zimbabwe), while the Eastern African region had archival institutions from two countries (Kenya and Tanzania). The findings further showed that not all archival websites attained web presence in the form of accessible websites. The link classification results revealed that the ESARBICA websites mostly attracted industry links with extensions .com and .co as the most popular Top Level Domains (TLD). A strong link relationship was noted between archival institutions and research-based activities in universities, as well as evidence of openness as archival institutions published documents with archives-related discussions on Google Scholar. The study showed that ESARBICA archival websites are not interactive in nature and have not yet embraced Web 2.0 tools on their archival websites. The implications of the study included that archival institutions without websites might consider attaining web presence through constructing websites, establishing link relationships by archival institutions, and making efforts to avail more data to enhance web presence in ranking. The study recommended that ESARBICA archival institutions host standalone websites and establish links with archives related research sites. The practical implications of the paper include: revealing the specific ways in which archival institutions can conduct web-link assessments and web-impact assessments, ways of interpreting results from web-impact assessments and link-impact assessments, assessing alternative methods of link counts.
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    Records and Information Management (RIM) Practices in Pentecostal Churches in Zimbabwe
    (2022) Chitima, Simbarashe S.; Ndlovu, Heather; Phiri, Calvin
    Zimbabwe has, for the past five decades, experienced a proliferation of Pentecostal churches. Some Pentecostal churches or prophets own television channels and social media accounts, which they have used for communication and preaching. In some instances, Pentecostal churches run several projects and church activities. All these activities and operations have resulted in the creation of financial, personal, prophecy and project records, among others. Although Pentecostal churches are not archives or records centres, they stand to benefit if they engage in Records Information Management (RIM). The Apostolic Faith Mission in Zimbabwe (AFMZ) and the United International Apostolic Faith Church (UIAFC) both experienced splits in 2018, and this has contributed to information loss and the destruction of vital records. This study investigated the efficacy of RIM practices in the AFMZ and UIAFC and was grounded on qualitative and phenomenological research methods. The target population included pastors, secretaries and treasurers from the AFMZ and UIAFC who are part of the RIM chain. The study found that the lack of a RIM policy, trained personnel and physical as well as technological infrastructure contributed to records and information loss. Pentecostal churches are susceptible to splits. Records or information is usually managed by lay workers (volunteers) with less knowledge of RIM; hence this has attributed to information loss and records destruction. It is thus concluded that RIM in Pentecostal churches remains an afterthought. This study established critical RIM factors that Pentecostal churches may find useful, and which can increase their efficiency and effectiveness in operations and business.
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    Records and Information Management (RIM) Practices in Pentecostal Churches in Zimbabwe
    (2022) Chitima, S.S.; Ndlovu, H.; Phiri, C.
    Zimbabwe has, for the past five decades, experienced a proliferation of Pentecostal churches. Some Pentecostal churches or prophets own television channels and social media accounts, which they have used for communication and preaching. In some instances, Pentecostal churches run several projects and church activities. All these activities and operations have resulted in the creation of financial, personal, prophecy and project records, among others. Although Pentecostal churches are not archives or records centres, they stand to benefit if they engage in Records Information Management (RIM). The Apostolic Faith Mission in Zimbabwe (AFMZ) and the United International Apostolic Faith Church (UIAFC) both experienced splits in 2018, and this has contributed to information loss and the destruction of vital records. This study investigated the efficacy of RIM practices in the AFMZ and UIAFC and was grounded on qualitative and phenomenological research methods. The target population included pastors, secretaries and treasurers from the AFMZ and UIAFC who are part of the RIM chain. The study found that the lack of a RIM policy, trained personnel and physical as well as technological infrastructure contributed to records and information loss. Pentecostal churches are susceptible to splits. Records or information is usually managed by lay workers (volunteers) with less knowledge of RIM; hence this has attributed to information loss and records destruction. It is thus concluded that RIM in Pentecostal churches remains an afterthought. This study established critical RIM factors that Pentecostal churches may find useful, and which can increase their efficiency and effectiveness in operations and business
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    Covid-19, a catalyst or disruptor? comprehending access to records and archives under the new normal
    (Eastern and Southern Africa Regional Branch of the International Council on Archives, 2022-06-30) Manyika, S.; Dewah, P.
    The onset of the Covid-19 pandemic and the resultant intervention measures disrupted and affected the normal operations of business and access to records and archives as information sources. The study sought to explore the impact of Covid-19 on the access to records and archives in the public sector during the pandemic, bearing in mind the disruptive and catalytic effects of the pandemic. Using a qualitative methodology, data were gathered through document studies, and interviews were conducted with records managers from 18 purposively selected organisations. The findings showed that organisations had not moved much towards e-records but depended heavily on paper records. The lockdown period witnessed misdirection and loss of records. Staff taking turns to report for duty also impacted negatively on records. This posed serious threats to proper records and archives management, making room for occurrences such as destruction or alterations by unscrupulous individuals. The study concluded that the pandemic triggered a sense of urgency in the formulation of policies and procedures that promoted remote access. The study recommended that business should always be prepared to deal with disruptive tendencies of pandemics and any other eventuality giving records and archives management great consideration in business continuity plans. Access to records and archives should not be disrupted, as has been the case throughout the pandemic. Organisations should digitise their records and archives to avoid disruptions of service delivery and decision-making during lockdowns.
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    Digitisation of records to improve access at the Zimbabwe Energy Regulatory Authority
    (Journal of the South African Society of Archivists, 2022-08-10) Sithole, B.; Dewah, P.
    The change from paper to digital records management at the Zimbabwe Energy Regulatory Authority (ZERA) has been widely accepted to solve problems of poor records management systems and inefficiency throughout the organisation, but it brought with it some challenges. The purpose of the study was to assess the digitisation project to improve records access at ZERA. In a sequential explanatory design, the researchers used a simple mixed methods research approach to collect data. Data were collected through questionnaires and interviews from purposively selected individuals because of their characteristics and significance in the context of what the study was investigating. The findings of the study revealed that the digitisation project at ZERA was a major success and it has improved the records management system in numerous ways, including improved access to records, fast and easy retrieval of information and timely access to records. However, the study revealed that digitisation comes with challenges such as the issue of security of records as cyber criminals always try to unlawfully access the organisation’s information. These challenges affect the organisation’s efficiency and effectiveness, slowing down processes and affecting the organisation’s service delivery. It also revealed that some members of the organisation find it difficult to adapt to digital change. Instead of embracing and using the new system, they lag behind and stick to the old ways of doing things. ZERA did not train its staff in the management of digital records, which contributed to resistance to digital change. The study recommends ZERA to budget for the appropriate infrastructure; employ more reliable security measures; train its staff in using, managing and securing digital records, and employ individuals with the required skills to manage digital records.
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    ICTs for enhancing Knowledge Management amongst academics at the National University of Science and Technology, Zimbabwe
    (South African Journal of Libraries and Information Science, 2022-08-31) Dewah, P.; Sibanda, F.
    This study investigated the use of Information and Communication Technologies that are used to for knowledge management amongst academics at the National University of Science and Technology (NUST) based on anecdotal evidence that inadequate IT resources have always hampered knowledge management among academics. The purpose of the study was to investigate how ICTs are used to enhance knowledge management amongst academics at the NUST. Anchored on the interpretivist paradigm, the study used qualitative research method in a case study design where interviews were conducted with six deans of faculties across the university and one ICTs officer. Data was gathered through face-to-face in-depth interviews and analysed using themes. Findings indicated that NUST provides the academics with desktop computers for knowledge management and laptops are provided only on request. Academics are offered training when the ICTs department introduces new software. It also emerged that mistrust and bureaucracy in the university affects lecturers’ knowledge management. The study concluded that academics at the university are aware of the importance of ICTs in managing knowledge, but weak and unreliable internet connection were major barriers to knowledge management amongst academics. The study recommends adequate provision of technologies such as laptops since some academics are reluctant to share knowledge using personal resources.