Separating the wheat from the chaff with the winnowing fork. The eeny meeny miny mo appraisal approach of digital records in South Africa
| Pages | 130-142 |
| Date | 16 July 2018 |
| DOI | https://doi.org/10.1108/RMJ-09-2017-0027 |
| Published date | 16 July 2018 |
| Author | Mpho Ngoepe,Marcia Nkwe |
| Subject Matter | Information & knowledge management,Information management & governance |
Separating the wheat from the
chaffwith the winnowing fork
The eeny meeny miny mo appraisal approach
of digital records in South Africa
Mpho Ngoepe and Marcia Nkwe
Department of Information Science, University of South Africa,
Pretoria, South Africa
Abstract
Purpose –Appraisal of recordsto separate the wheat (records of enduring value) from the chaff (ephemeral
records) is one of the mostimportant functions of the archives. In terms of the National Archivesand Records
Service of South Africa(NARSSA) Act (No. 43 of 1996) (the Act), “no public records may be transferred to an
archives repository, destroyed, erased or otherwise disposed of without the written authorisation of the
national archivist”. In implementing this section of the Act, the NARSSA issuesa disposal authority, which
emanates from the appraisalprocess explained in the policy guidelines of 2002. The purpose of the study is to
analyse the appraisal policy guidelines on the approach of NARSSA in relation to preservation of digital
records.
Design/methodology/approach –This study has used qualitative data obtained through content
analysis and literature to review the appraisal policy guidelines and approach of NARSSA in relation to
preservation of digital records. The 2002 approved appraisal policy, as well as the directives issued by
NARSSA in terms of Section 13(4) of the Act, is examined to determine the criteria, the process and the
methodology adopted in the appraisal of records.Content analysis data are augmented through interviews
conducted in person with the head of the recordsmanagement unit at NARSSA and the archivist responsible
for appraisalof government records.
Findings –The study has established that, in termsof the approach, records are appraised two years after
the implementation of records classification systems in governmental bodies and those of archival value are
then transferredto an archives repository after a period of 20 years. Twenty years is a long periodas records
might be lost, especially in digital environments. Furthermore, the appraisal policy guidelines limit the
powers of records managers in governmental bodies in deciding on records of enduring value, as this
responsibility is assignedto archivists at NARSSA. It is clear that the policy was written with paper records
in mind.
Research limitations/implications –This study may go a long way in influencing policyreview to
embrace appraisal of digital recordsin South Africa. This in turn will help in determining the feasibility of
preservationtechnology for digital records.
Originality/value –This study is usefulto ensure participation of the public in the appraisal process.This
study has triangulated content analysis data with interviews to examine appraisal criteria, process and
methodology,followed by NARSSA.
Keywords South Africa, Archives, Appraisal, Appraisal policy, Digital records, Disposal authority
Paper type Research paper
1. Introduction
The title and sub-title of this paper were inspired by the scriptures from the gospel
according to Matthew 3:12 and Luke 3:17, as well as a children’s counting rhyme. The
preaching by John, the Baptist, in the scriptures can be used as an analogy to explain the
process of disposal of records that result from appraisal.In the scriptures, we are told about
RMJ
28,2
130
Received22 September 2017
Revised31 October 2017
11December 2017
Accepted28 December 2017
RecordsManagement Journal
Vol.28 No. 2, 2018
pp. 130-142
© Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-09-2017-0027
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