An exploration into the current records management practices of the Road Accident Fund in South Africa

Abstract

Records management best practice is essential in government bodies to facilitate accountability and to promote transparency. Records are indispensable for these organisations to conduct their official business effectively, as mandated by government, and to provide evidence of business transactions. However, research has shown that these organisations manage their records poorly. Very little attention is paid to the management of paper-based records – due to the popular belief of technology resolving all record-keeping problems. However, most technological solutions are not designed to manage records according to the standards of the National Archives and Records Service of South Africa (NARSSA). Additionally the required, substantial customisation to the unique requirements per organisation is not done. In this way, records management becomes an expensive exercise that often results in significant service delivery problems. The purpose of this research is to establish whether the Road Accident Fund (RAF) complies with the conditions involved in the Records Management Policy Manual of the National Archives and Records Service of South Africa (2007) and ISO 15489-1:2016 (International Organization for Standardization 2016) for managing paper-based records and to determine the organisation’s readiness for managing electronic records. The exploration follows a qualitative research approach and a case study design. Data is collected by means of document analysis, supplemented by interviews and observation. The findings reveal that the records management practices of the RAF are below par and do not fully comply with the records management legislative requirements of NARSSA and ISO 15489-1:2016. In order for the RAF to improve its records management practices, the study recommends the development and implementation of a records management programme to facilitate the implementation of the NARSSA Records Management Policy (National Archives and Records Service of South Africa 2007) and the development of standard processes and procedures.

Rekordbestuur beste praktyk is noodsaaklik in regeringsliggamme om aanspreeklikheid te fasiliteer en deursitigheid te bevorder. Rekords is onontbeerlik in hierdie organisasies vir die effektiewe volvoering van amptelike besigheid, soos deur die regering opdrag gegee en as bewys van die saketrasaksies wat plaasgevind het. Rekords word egter swak bestuur in hierdie instellings. Min aandag word gegee aan die bestuur van papiergebaseerde rekords as gevolg van die algemene aanname dat die gebruik van tegnologie alle rekordbestuur-probleme sal oplos. Die meeste tegnologie oplossings is egter nie ontwerp om rekords te bestuur volgens die standaarde wat deur die Nasionale Argiewe en Rekorddiens van Suid-Afrika (NARSSA) onderskryf word, sonder om aansienlike aanpassings te ondergaan wat dit in lyn sal bring met die unieke vereistes van organisasies nie. Hierdie aanpassings is duur en lei dikwels tot groter diensleweringsprobleme. Die doel van hierdie ondersoek was om vas te stel of die Padongelukkefonds (RAF) voldoen aan die voorwaardes van NARSSA (2007) en ISO 15489-1:2016 vir die bestuur van papiergebaseerde rekords en om te bepaal of die organisasie se gereedheid vir elektroniese rekords. Die studie is kwalitatief en ‘n gevallestudie is gebruik as ontwerp vir die ondersoek. Data is hoofsaaklik versamel deur dokumentanalise en aangevul met onderhoude en waarneming. Die bevindinge het aan die lig gebring dat die rekordbestuurspraktyke van die RAF onder gelyke mate is en nie volledig voldoen aan die wetlike vereistes vir rekordbestuur in NARSSA (2007) en ISO 15489-1:2016 nie. Om sy rekordbestuurspraktyke te verbeter, het die studie aanbeveel dat ‘n rekordbestuursprogram ontwikkeli en geimplementeer word wat die implementering van rekordbestuursbeleid en die ontwikkeling van standardprosesse en prosedures binne die RAF sal vergemaklik.

Ts’ebetso e ntle ea taolo ea lirekoto e bohlokoa ho mekhatlo ea mmuso ho tsamaisa boikarabello le ho khothaletsa ponaletso. Ho tsamaisa khoebo ea semmuso ka nepo joalo ka ha e laetsoe ke mmuso le ho fana ka bopaki ba litsebelisano tsa mmuso le ho fana ka bopaki ba litsebelisano tsa khoebo, litlaleho li bohlokoa haholo homekhatlo ena. Leha ho le joalo, lipatlisiso li bonts’itse hore mekhatlo ena e tsamaisa lirekoto tsa tsona hampe. Tlhokomelo e nyane haholo e fuoa batsamaisi ba lirekoto tse thehiloeng pampiring ka lebaka la tumelo e tloaelehileng ea hore ts’ebeliso ea mahlale e tla rarolla mathata a ho boloka rekoto. Le ha ho le jaolo, litharollo tse ngata tsa mahlale ha li etselitsoe ho tsamaisa lirekoto ho latela maemo a ananeloang ke National Archives and Records Service of South Africa (NARSSA) ntle le ho etsa litlhahiso tse kholo ho li hokahanya le litlhoko tse ikhethileng tsa mokhatlo ka mong. Boikoetliso bona bo theko e boima ‘me hangata bo baka mathata a bohlokoa a phano ea litsebeletso. Morero oa phuputso ena e ne e le ho netefatsa hore na Letlole la Kotsi ea Mebileng (RAF) le latela NARSSA le ISO 15489-1:2016 maemo a ho laola lirekoto tse thehiloeng pampiring le ho fumana hore na mokgatlo o ikemiselitse ho loka lirekoto tsa elektronike. Patlisiso e ne e le ea boleng, mme ho ile ha sebelisoa boithuto ba linyeoe e le moralo oa lipatlisiso. Boitsebiso bo ile ba bokelloa haholo-holo ka ho hlahloba litokomane le ho tlatsetsoa ka lipuisano le ho shebeloa. Liphuputso li senotse hore mekhoa ea tsamaiso ea taolo ea RAF e ka tlase ho maemo ‘me ha e lumellane ka botlalo le litlhoko tsa molao oa taolo ea lirekoto e fumanoe ho NARSSA (2007) le ISO 15489-1:2016. Ho ntlafatsa mekhoa ea eona ea taolo ea lirekoto, phuputso e khothalelitse ho nts’etsopele le ho kenya tsebetsong lenaneo la taolo ea lirekoto le tla thusa ho kenya tsebetsong Leano la Tsamaiso ea Lirekoto le nts’etsopele ea tse tloaelehileng ho RAF.