Records management practices to support administrative operations at the University of Venda in South Africa

Abstract

This study qualitatively examined records management practices at the University of Venda in South Africa. Despite the availability of substantial literature on records management practices in diverse organisations within the country, very little attention has been given to problems faced by institutions of higher learning in this regard. Ten purposively selected records management staff at the University of Venda were interviewed using semi-structured interviews. The findings revealed that the records management policies applied in different departments and units across the university were inconsistent. The findings further revealed that these disparities were observed both through physical or digital recording and storage of information as well as in how personnel assigned to work with records were trained. Additionally, this paper found which challenges were associated with the university records management policies, procedures and governance frameworks, which lacked effective communication channels, implementation strategies and harmonisation with national legislation and standards. This made it difficult for them to protect their information assets from tampering while also ensuring they complied with established accessibility rules. As part of mitigating these issues, this study recommends that the university should put more efforts into its existing framework relating to record keeping by emphasising efficient communication, training processes, policy review exercises, strengthened governance mechanisms and a team approach towards policy formulation. Consequently, improved capacities will enable the university to streamline its records management system into a more consistent adaptive model capable of being accountable while supporting its teaching, research as well as administrative needs. This study initiates a pioneering effort in understanding records management practices at the University of Venda in South Africa.