The role of information architecture in the automation of records in Botswana in an e-government setting
| DOI | https://doi.org/10.1108/CC-05-2022-0018 |
| Published date | 28 July 2022 |
| Date | 28 July 2022 |
| Pages | 25-33 |
| Subject Matter | Library & information science,Collection building & management |
| Author | Olefhile Mosweu,Kelvin Joseph Bwalya |
The role of information architecture in the
automation of records in Botswana in an
e-government setting
Olefhile Mosweu and Kelvin Joseph Bwalya
Department of Information and Knowledge Management, College of Business and Economics,
University of Johannesburg, Auckland Park, South Africa
Abstract
Purpose –Government entities often implement automated records management systems, often without a clear governing framework to facilitate
such automation. This study aims to explore the role played by information architecture (IA) in records automation in Botswa na and propose a
guiding framework in the context of e-government.
Design/methodology/approach –This qualitative study uses a focused literature review to study the importance of IA in records automation in e-
government.
Findings –Without proper IA, information organization including retrieval/access to records becomes difficult. Practically, this would practically and
negatively affect process automation in e-government solutions.
Research limitations/implications –The proposed framework can guide e-government record automation in Botswana. However, its limitation
lies in the fact that it has not been tested, thereby limiting its practicality until tested empirically.
Practical implications –The proposed framework can be used to inform record automation management processes in the realm of Botswana’se-
government project.
Originality/value –The proposed framework contributes to the body of knowledge on the automation of records and e-government in Botswana
specifically and Africa in general.
Keywords E-government, Botswana, Information architecture, Records automation, Framework, Records management
Paper type Literature review
Introduction
Information architecture (IA) is ke y in records, information
organisation and retrieval. Resmini and Rosati (2011,p.33)
define IA as a professional practice and field of studies
focused on solving the basic problems of accessing and using
the vast amounts of information available today.”According
to Anderson et al. (2020), IA can be viewed using two
approaches being the outside-in and the inside-out
approach. The former is user driven while the latter is
content driven. This study focuses on the outside-in
approach. Because IA acts as access path to information
resources, without IA, quick information retrieval becomes
difficult. Rosenfeld et al. (2015) aver that IA focuses on
making information findable and understandable. IA is
largely influenced by the technologies that create conten t
and permit access, normally through a web browser is the
primary application and interface for access. Government
entities often implement automated records management
systems, often without a clear governing framework to
facilitate such automation. This study explores the role
played by IA in records automation in Botswana and
propose a guiding framework in the context of e-
government. Figure 1 shows the relationships among
metadata, e-government and records automation.
Figure 1 shows a high-level conceptual outlay of IA needed
to achieve automation in e-government services. This is the
basis upon which this paper is hinged.
Records automation in practice
In this study, records automation is limited to auto-
classification of records, automated records retention
scheduling and the automated records disposal process as
espoused in the records lifecycle. The classification of
records makes it possible to manage records retention, assign
access privileges, retrieve records in context, protect records
confidentiality and manage workflow (Foscarini, 2009).
According to Texas Record (2018), as organisations transition
from paper to electronic records, complex challenges and
risks arise which may be solved by autoclassification.
Autoclassification comes in handy when huge set of records
need to be quickly classified. Largequantities of records can be
auto classified in a short period. For example, the State
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
42/1 (2023) 25–33
© Emerald Publishing Limited [ISSN 2514-9326]
[DOI 10.1108/CC-05-2022-0018]
Received 17 May 2022
Revised 27 June 2022
Accepted 27 June 2022
25
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