LIMPOPO ARCHIVE&RECORDS SERVICE PRESENTATION: IMPSA: Mabalingwe Nature Reserve 24 July 2015

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1 LIMPOPO ARCHIVE&RECORDS SERVICE PRESENTATION: IMPSA: Mabalingwe Nature Reserve 24 July 2015

2 REGULATORY FRAMEWORK The following legislation are crucial in records management The Constitution, of the Republic of South Africa (Act 108,1996) The Public Finance Management Act (No. 1 of 1999) The Promotion of Access to Information Act (No. 2 of 2000) The Promotion of Administrative Justice Act (No. 3 of 2000) The Electronic Communication and Transactions Act (No. 25 of 2002) The National Archives and Records Service Act (No. 43 of 1996 and Regulations) The Limpopo Province Archives Act (No.5 of 2001) The National Minimum Information requirements (NMIR), DPSA Circular no.4 of 2001 The Minimum Information Security Standard (MISS)

3 The objectives and functions of the Provincial Archives Ensure the proper management and care of public records Collect public and non-public records with enduring value which cannot be preserved by another institution Preserve and conserve archival records Promote cooperation and co-ordination between institutions having custody of non public records Promote awareness of archives and records management activities in organizations Generally promote the preservation and use of provincial archival heritage

4 What are records Records are recorded information regardless of form or medium created, received or maintained by an institution in the transaction of business, e.g. film, computer disc and tape, CD-ROM etc. Records provide evidence and information, records should reflect what was communicated, decided and what action was taken

5 Life cycle of a record Five stages in life cycle of record: Creation Distribution and use Storage and maintenance Retention and disposition Archival preservation

6 Why proper records management programme? It enables an organization to conduct business in orderly, efficient and accountable manner It can improve efficiency and productivity It support, policy formulation and decision making Provides continuity in the event of disaster Ensures regulatory compliance

7 continuation Records management protects the interest of the organization and rights of employees and clients It controls the creation and growth of records Records management ensures accountability

8 File plan File plan is the classification system by which documents are arranged and stored in the interest of efficient retrieval and disposal File plan used by governmental bodies is called the functional subject file plan and it is the most effective method of managing records

9 Attribute of an efficient file plan The importance of functional subject file plan is that all documents relating to specific subject are grouped together The file plan must be logical Flexible and elastic The file plan must be simple as possible Duplication and overlapping of file subjects must be avoided

10 Disposal of records Records are appraised in order to determine their value: Ephemeral records are kept by respective offices until disposal authority is granted Archival records are transferred to the archives

11 Overview of the Municipalities performance 50% of the Municipalities have approved file plans, 5 % have records management policies and 30 % are implementing the file plans. They have limited staff to deal with issues of records management because of the limited understanding of top management on issues of records management. Records management does not form part of Senior Management job description

12 What is access to information It is a basic right, which means that everyone has the right to know or get information. It is reflected in the bill of rights and in the Constitution of the Republic of South Africa, under section 32 Section 32 actually says everyone has the right to access: Any information held by state Held by another person and that is required to exercise of protection of any rights National legislation must be enacted to give effect to this right

13 Access to information continue This means that everyone should be able to get information from government, departments, municipalities and para-statals Before democracy people were not given information and were not allowed to ask questions about how government worked and what it was doing for people With a new democracy and strong constitutional order, this has changed.

14 Why do we need access to information For transparency, sharing information, people informed on what is happening around them and are able to ask questions. With this rights people can understand how public officials carry out their duties and make decisions and how their tax money is being spend How government is going to work to address inequality and poverty in the country

15 Access to information continue Access to information helps democracy to work in many ways: It improves service delivery It reduces corruption Better policies are encouraged and developed Government is more open to its people People will not do things they should not if they know they will be exposed

16 Challenges Limited resources, e.g.. budget and staff

17 Thanks You Jabu Nkatingi Provincial Archivist