The Electronic Records Appraisal Approach: A Case Study of the Construction Education and Training Authority

Abstract

In terms of the National Archives and Records Service of South Africa Act (NARSSA) (Act No. 43 of 1996), no record (regardless of form or medium) under custody of public entities shall be disposed of without the approval of the National Archivist. The National Archivist issues disposal authorities in enforcing this portion of the Act, which arise from the appraisal process as outlined in the 2002 policy guidelines. Whilst it is evident that NARSSA is not coping in the area of electronic records appraisal, it is critical for public entities such as the Construction Education and Training Authority (CETA) to have alternative measures in place. The purpose of this study is to evaluate electronic records appraisal approaches implemented by CETA. This qualitative study utilised interviews and document analysis to obtain data from participants purposively selected and various documents such as annual reports, strategic plans, and policies. The study established that CETA does not have a specific systematic approach to appraise electronic records, which is problematic for the organisation as it preserves everything regardless of its importance or value. The study recommends that CETA should benchmark with other organisations with sound and good electronic records appraisal systems with a common view to improve its current approach to electronic records appraisal.