An assessment of the state of national archival and records systems in the ESARBICA region. A South Africa‐Botswana comparison
| Published date | 12 July 2011 |
| Pages | 145-160 |
| DOI | https://doi.org/10.1108/09565691111152071 |
| Date | 12 July 2011 |
| Author | Mpho Ngoepe,Segomotso Masegonyana Keakopa |
| Subject Matter | Information & knowledge management |
An assessment of the state of
national archival and records
systems in the ESARBICA region
A South Africa-Botswana comparison
Mpho Ngoepe
Auditor-General of South Africa, Pretoria, South Africa
Segomotso Masegonyana Keakopa
Department of Library and Information Studies, University of Botswana,
Gaborone, Botswana
Abstract
Purpose – The purpose of this paper is to assess and compare the current state of archival and
records systems in two of ESARBICA member countries, namely South Africa and Botswana.
Design/methodology/approach – The paper uses a qualitative research approach. To draw
inferences and make recommendations, a survey was conducted in national and provincial archival
institutions of both countries. Secondary data were derived from literature search and primary data
from questionnaires.
Findings – While archives and records services in both countries do have legislation, they are not
being recognised and given status in the government and public arena. Archivists and records
managers in either country are still marginalised by state administration. There is no political
champion of archives and records management in either country. There is a shortage of funds and
staff, accompanied by poor infrastructure and lack of vision by the leaders of archival institutions in
both countries. In South Africa, the national archives have inherited a role from the previous
dispensation and it still remains a subordinate functionary within the Department of Arts and Culture,
rather than being relatively independent. In Botswana, the national archival system is centralised and
is also a subordinate functionary within the Ministry of Youth, Sports and Culture.
Practical implications – The findings and recommendations will help in guiding national and
provincial archival institutions in both countries to facilitate the effective management of records to
determine those of archival value, to preserve them for posterity and to make them accessible to the
public.
Originality/value – This is the first comparative study on archival and reocrds management
systems between Botswana and South Africa.
Keywords Archival system,Records management, Record-keeping, National archives,South Africa,
Archives, Storage,Botswana, ESARBICA
Paper type Research paper
1. Introduction
In most countries, including South Africa and Botswana, the national archival
institutions are charged with the tasks of ensuring the proper management of public
records, promoting the preservation and accessibility of archival heritage, and
overseeing the national archival system (Akotia, 2003, p. 110). A brief review of
literature revealed that in South Africa, for example, the National Archives and
Records Service (NARS, 2006) is charged with the primary responsibility of managing
The current issue and full text archive of this journal is available at
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Records systems
in ESARBICA
145
Records Management Journal
Vol. 21 No. 2, 2011
pp. 145-160
qEmerald Group Publishing Limited
0956-5698
DOI 10.1108/09565691111152071
all records in governmental bodies, as well as ensuring preservation and accessibility
of archival heritage and overseeing the national archival system. On the other hand,
the main goals of Botswana National Archives and Records Services (BNARS, 2009)
are to promote:
.quality information flow in the public service through provision of effective
records management systems and procedures; and
.effective archive administration through acquisition, preservation and access to
the nation’s documentary heritage.
It is clear from the above that the mandate of both national archival institutions is
similar. However, it differs in terms of execution. As Keakopa (2007, p. 79) would attest,
both countries (Botswana and South Africa) could learn from one another in terms of
implementation of an effective national archival and records management system that
is recognised in the government and public arena. For the purpose of this paper,
national archival and records system refers to the institutional network of government
structure driven by the national archives, which is charged with the tasks of ensuring
the proper management of public records and promoting the preservation and
accessibility of archival heritage. Therefore, the focus of this paper will be on both
public records management and archives administration systems. Akotia (2003, p. 111)
posits that records management and archives administration are one field unified
through the life-cycle concepts.
Mazikana (2007, p. 1) contends that through the technical and professional guidance
of the Eastern and Southern African Regional Branch of the International Council on
Archives (ESARBICA), some national archives in the region (e.g. South Africa) have
grown and matured tremendously in the 1980s and 1990s in their mandate for the
management of public sector records and archival services. However, there are those
that are still struggling, such as Namibia, Lesotho, etc. A study by Mnjama (2005, p.
459) underscored this point by observing that archival institutions in the ESARBICA
region are seriously under-resourced. This under-resourcing of archival work resulted
in inadequate and unintegrated planning; a low skills base among personnel,
inadequate records management in government ministries and departments and
absence of clear career paths for staff (Kemoni and Ngulube, 2007, p. 123). The find ings
of research by scholars such as Kemoni and Ngulube (2007); Mnjama (2005) Keakopa
(2007), Tough (2009) and Lovering (2010) point unambiguously to archival systems
that are under severe strain in the ESARBICA region. The advent of electronic records
in the region has also presented further challenges to the management and
preservation of records. Akotia (2003, p. 114) argues that an implementation of proper
national archival and records management system can play an important role in
alleviating challenges faced by national archives.
In view of the above, this paper seeks to assess and compare the current state of
national archival and records system in two of the ESARBICA member countries,
namely South Africa and Botswana. In order to assess the national archival and
records system, a survey was conducted in national and provincial archival
institutions of both countries. It is hoped that this study will contribute to policy
making with regard to national archival and records management systems in the
whole of the ESARBICA region.
RMJ
21,2
146
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