Managing records at higher education institutions: a case study of the University of KwaZulu-Natal, Pietermaritzburg Campus

Abstract

Penn, Pennix and Coulson (1994:2) and King (1997:656) pointed out that many business transactions depend on the proper creation and maintenance of recorded information. The medium on which the recording of information could be done may be paper, microfilm, audiotapes, videotapes, photographs, slides, or any computer-readable medium, such as computer tapes or disks, compact disks and optical disks. Gold (1995:1) characterized an organization's management of its records as the 'corporate … secret weapon' and 'the winning strategy' that give the organization the competitive edge. Yet few organizations, including universities, pay attention to the management of this corporate resource. Despite the fact that universities are continually being called upon to function in a businesses-like manner in order to be self-sustaining and to remain competitive, they overlook the enormous advantages that proper records management practices could contribute to the achievement of their objectives (Mnjama 2002:34; Procter 2002:49