Electronic Records Management at the Department of Justice and Constitutional Development, South Africa: Towards E-government

Abstract

Electronic records play a vital role in organisations, as they serve as evidence of organisational transactions and support openness, transparency and improved decision-making. Improved electronic records management ensures that e-government is available to citizens. This paper focuses on the status of electronic records management as it relates to South Africa’s Department of Justice and Constitutional Development (DoJ&CD), with the purpose of encouraging more effective public access to information. The qualitative research applied in the study that directed this paper, was founded on the principles of interpretivism. Interviews with electronic records management professionals yielded information on current electronic records management practices and how these could be improved to support and expand e-government activities at the DoJ&CD. Within an e-government environment, the management of electronic records requires a vibrant and organic relationship with organisational affairs to ensure transparency and accountability. Findings indicate that, while the DoJ&CD has been implementing various systems to support electronic records management, there has been no integration of the systems to promote e-government. Guidelines to support and expand electronic records management are crucial at the DoJ&CD to support judiciary activities. The findings support the development and implementation of structured and organised electronic records management guidelines, including the implementation of an integrated electronic records management system, updating of the existing file plan, improvements of ICT infrastructure and extended training opportunities for staff. The development of electronic records management guidelines is imperative to ensure that electronic records can be safeguarded for future access.