Adoption of artificial intelligence to enhance records management practices at Gauteng Department of Education in South Africa
| Date | 27 August 2024 |
| Pages | 9-17 |
| DOI | https://doi.org/10.1108/CC-12-2023-0044 |
| Published date | 27 August 2024 |
| Subject Matter | Library & information science,Collection building & management |
| Author | Mashilo Modiba |
Adoption of artificial intelligence to enhance
records management practices at Gauteng
Department of Education in South Africa
Mashilo Modiba
Department of Information Science, University of South Africa, Pretoria, South Africa
Abstract
Purpose –This study aims to examine the adoption of artificial intelligence (AI) to enhance records management practices at the Gauteng
Department of Education (GDE) in South Africa.
Design/methodology/approach –The study used a convergent mixed-methods research approach, employing interviews and questionnaires for
data collection. Analysis of the collected data involved both verbatim and statistical methods, and the results were presented throug h tables and
figures.
Findings –The study revealed that AI can proficiently and effectively execute all records management practices across the entire records lifec ycle.
Originality/value –Consequently, the study proposed a framework that can be used as a guiding tool for the implementation and use of AI. This
framework aims to enhance records management processes, not only within the GDE but also within the broader archives and records management
industry.
Keywords Artificial intelligence, Robotic machines, Cobotic machines, Records management, Gauteng Department of Education (GDE)
Paper type Research paper
Introduction and background of the study
The prevalence of Fourth Industrial Revolution (4IR)
technologies, such as robotic machines and artificial
intelligence (AI), often overshadows human intelligence (HI).
Nevertheless, the primary focus of the Fifth Industrial
Revolution (5IR) is centered on prioritizing the restoration of
human skills and intelligence within the industrial framework
(George and George, 2020;Nobleet al.,2022).The 5IR can be
defined as an era that aims to establish a synergetic
collaboration between humans and technology for mutual
benefit(Costa et al.,2022;Adel, 2022). In the context of this
study, AI emerges as the leading technology, especially in the
service delivery frameworks of corporations and organizations.
AI, as referred to in this study, encompasses programmed
robotic machines and AI-powered computerprograms capable
of automatically performing records management activities
more efficientlyand accurately than humans (Modiba, 2021).
Records management constitutes an integral aspect of an
organization’s operations. As outlined by Landau (2022) and
Mahr (2022), effective records management involves
overseeing records throughout their entire life cycle. This
encompasses ensuring that the creation, storage,maintenance,
preservation, access, retrieval and disposal processes of records
are handled with efficiency (Mahr, 2022;Matlala and
Maphoto, 2020). Diligent care and management of records
across their life cycle prove beneficial in upholding
accountability, transparency and facilitating effective decision-
making. Additionally, it aids in managing potential risks and
maintaining proper administration (Kirvan, 2023;Mosweu
and Rakemane, 2020;Maina, 2020;Ngoepe and Ngulube,
2012;Netshakhumaand Makhura, 2022).
Research indicates that AI holds the potential to execute all
records management practiceswith effectiveness and efficiency
throughout the records lifecycle. This suggests that AI can
address the current limitations within the GDE’s records
management system.B y using AI -powered robotic mach ines,
paper-based records can be seamlessly digitized and
categorized according to the GDE file plan using advanced
AI algorithms. These robotic machines, driven by AI, can
further ensure the secure transfer of these digitized records
to the cloud, providing unlimited and protected storage
capacity. Accessing these records becomes effortless from
any location through laptops, desktops, or smartphones.
The current issue and full text archiveof this journal is available on Emerald
Insight at: https://www.emerald.com/insight/2514-9326.htm
Collection and Curation
44/1 (2025) 9–17
Emerald Publishing Limited [ISSN 2514-9326]
[DOI 10.1108/CC-12-2023-0044]
© Mashilo Modiba. Published by Emerald Publishing Limited. This article
is published under the Creative Commons Attribution (CC BY 4.0)
license. Anyone may reproduce, distribute, translate and create derivative
works of this article (for both commercial and non-commercial purposes),
subject to full attribution to the original publication and authors. The full
terms of this license may be seen at http://creativecommons.org/licences/
by/4.0/legalcode
The author would like to extend my heartfelt thanks to Ms. Thabisile
Sikhakhane for her invaluable assistance in the publication of this article.
Her expertise, support and encouragement were instrumental in bringing
this work to fruition. Without her contributions, this accomplishment
would not have been possible.
Received 20 December 2023
Revised 12 March 2024
Accepted 12 March 2024
9
Get this document and AI-powered insights with a free trial of vLex and Vincent AI
Get Started for FreeStart Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
