Implementation of a records management strategy at the Botswana Unified Revenue Service

Abstract

This article gives an account of an academic’s practical experience in implementing a records management strategy at the Botswana Unified Revenue Service (BURS). The article uses the author’s personal experiences as Project Implementation Manager and also draws from the project management methodology that was used to guide successful implementation of the project. In doing this, the article starts by giving a brief background of the accounts that led to the development of the records management strategy and later the need for its implementation. The presentation follows the themes derived from the objectives that were outlined in the project implementation plan and how this was executed. It argues that an approved records management policy covering the whole life cycle of records accompanied by the necessary procedures for creation, maintenance, use and disposition of records is needed at the initiation stage. In addition, management buy-in and support; raising awareness on the importance of records; human capacity building and infrastructure development for both storage of semi-current records and management of electronic records are critical if implementation of any record management programme has to be realised. However, challenges always arise and these have to be tackled bearing in mind the organisational culture and overall strategic plan. In conclusion, it is argued that there are lessons to be drawn from the BURS records management strategy and these include: the need for organisations to develop policies and procedures that cover the life-cycle of records, appreciation of the importance of records as a strategic resource and the need to engage experienced professionals to lead the implementation exercise that will ensure monitoring and accountability.