Utilising artificial intelligence technology for the management of records at the Council for Scientific and Industrial Research in South Africa

Abstract

Artificial intelligence technology is used in organisations to increase operational efficiencies and effectiveness. In a similar fashion, it can be used to manage records effectively and efficiently because artificial intelligence technology can perform records management activities quicker and faster than human intelligence. With the advent of artificial intelligence technology, records management practitioners should rather focus on planning effective strategies to develop records management programmes than on the activities that can be discharged through robotic machines. This study intended to address the current records management challenges which include system overload and crash. Artificial intelligence technology would ensure that records are managed effectively and efficiently. This study opted for a mixed methods research approach with a convergent design to investigate the utilisation of artificial intelligence technology for the management of records at the Council for Scientific and Industrial Research. The researcher opted to use a mixed methods research approach for this study because it cuts across multidisciplinary disciplines which can be effectively researched using a single approach. Records management theories, the technology acceptance model and the embedded system theory concepts were used to conceptualise the framework of the study. The sampled population of the study included one portfolio manager, one records manager, three professional repositories and indexers, two archives technicians and one data librarian. Data collection methods included focus group workshops, interviews, questionnaires, document analysis and observation. System analysis was used as a lens to review the current records management system. Quantitative data was presented in a descriptive way through tables and figures and qualitative data was presented through content analysis. The findings were integrated to ensure that the outcomes of the study were achieved. The findings revealed that records were not effectively managed because there was no reliable records management system. The Council for Scientific and Industrial Research used multiple systems and users did not know where to start when searching for records. However, this study advocated for the utilisation of artificial intelligence technology to manage records services effectively such as the automated digitisation, automated classification, and quick retrieval and disposal of records. The Council for Scientific and Industrial Research had no resources to utilise artificial intelligence technology to manage their records. A framework that would assist in adopting and utilising artificial intelligence technology for the management of records was recommended as a framework will provide guidance to the Council for Scientific and Industrial Research on how artificial intelligence technology could be effectively implemented to efficiently manage the records. The study adds value to the prevailing theoretical and conceptual phenomena that form the perpetual discourse on the application of artificial intelligence technology for the management of records. The study also adds value by recommending a framework to apply artificial intelligence technology in the records management industry at the Council for Scientific and Industrial Research. The researcher could not include other research institutions in South Africa due to time limitations. Other researchers can focus on exploring the study in other research institutions in South Africa.