Records and Archives Management

Records management (RM), also known as Records Information Management (RIM), is a field of management accountable for the effectual and systematic administration of the records and documented information, from the point of creation, through receipt, maintenance (classification) and usage, to retention or disposal (destruction). In order to achieve successful records management it is crucial to understand the nature and purpose of recordkeeping and properly allocate recordkeeping positions and duties.

In the information society, records are generated in many forms including paper and electronic forms. In addition, technology is consistently being used to convert paper records into electronic format presenting a change in a way records have to be managed. In the quest to increase efficiency in business processes in organisations, the management of electronic records is critical. However, the ascendancy of digital records poses a number of challenges in their management including those related to storage and preservation, aspects which fosters easy accessibility and retrieval for posterity. Records managers are challenged to possess specialised skills in handling digital records. They are also faced with the challenge of ensuring knowledge gaps do not exist as a result of poor storage and preservation approaches. One of the problems also confronting records managers in the digital age relates to security of information held in an electronic media and the privacy of records. This paper reviews the role of records managers in the era of Information and Communication Technologies (ICTs), with a specific focus on Zambia. It discusses theories and methodologies that have been developed to ensure the reliability, security, accuracy, authenticity and long term accessibility of digital records. In addition, it highlights the impact of new technologies on records management practices and examines the skills records managers should possess to effectively handle the new technologies as well as digital records. It concludes by recommending that records managers in Zambia should consider adopting contemporary records management practices in order to effectively manage organisational records in various forms.

Financial institutions transact locally and internationally. In this regard, there is need to enact comprehensive records and archival legislation to ensure that records emanating from such transactions are managed in an effective manner to protect their integrity. The paper posits that without an effective legislation on financial institutions, issues of transparency and accountability will not be tenable in these institutions. This scenario will not only affect the financial institutions but also the users of these financial institutional .The situations may also lead to financial crimes and other related crimes that thrive on financial transactions. The paper discusses the various legal frameworks for archives and regards management in financial institutions in Zambia and its role in the control and management of .The article was written based on a critical analysis of various anti-crime regulatory frameworks pertaining to banking and finances in Zambia. It was discovered that each regulatory framework had penalties for not managing records in an appropriate manner. The contends that the provisions of the regulatory frameworks in a way encourages appropriate records management and archives administration in financial institutions as they act as a guiding principle to custodians and users of records and archives. The paper concludes that guidelines in financial institutions concerning records and archiving processes, retention periods and all associated legal frameworks though punitive in nature are actually very good as they ensure that financial records in Zambia are managed in an appropriate manner. It was thus recommended that National Archival Institutions' legislation should have punitive measures in place to ensure that institutions under their mandate adhere to their wishes.

Governments all over the world require comprehensive archival legislation ensure that records and archives are managed accordingly for effective running of the current operations of organisation as well as for posterity. The paper argues that comprehensive legislation in the records management and archives administration act as a guiding principle to custodians and users of records and archives. Furthermore, the paper discusses archives legislation in Zambia and its role in the control and preservation of records of enduring value. The paper points out that the National Archives Act does not mandate the National Archives to manage current records and this hinders its operations. The paper contends that archives legislation in Zambia is not tandem developments in Information and Communications Technology (ICTs) vis-à-vis records management and issues that have to do with Freedom of Information Legislation (FOIL). It provides examples of archives legislation that have been reviewed and/or amendment in ESARBICA that as a result archival institutions in those countries be instrumental in promoting records management policies, standards and procedures. The paper concludes by making recommendations on the need for the National Archives of Zambia to extend its mandate to the management of records in public intuitions the need to manage electronic records and ensure that the Freedom of Information is developed and implemented.

The aim of the study was to investigate the role of records and archives in resolving chiefdom wrangles at the National Archives of Zambia. The study employed qualitative methods. Data was collected through document study and interviews of staff at the institution. The findings are reported and include the kinds of records and archives available on chiefdom boundaries and inheritance, consultation of these records and archives, the extent to which they resolve 2 chiefdom boundary wrangles, security of these records and archives and the challenges faced in accessing these records and archives. The paper concludes by recommending for increased publicity of existing records and archives on chiefdom boundaries. Additionally, there is need for documentation and preservation of information on chiefdom boundaries where there is none to avoid information sink.

This article examines the role played by records and archives in the attainment of each of the eight (8) MDGs in Zambia.  A number of studies have examined the role of records and archives in development. However, few studies have investigated the link between the MDGs and Records and archives. This paper provides a critical review of studies on the role of records and archives in the attainment of the MDGs. The paper begins by highlighting the eight (8) MDGs. In addition, the paper discusses records and archival information. The paper further discusses the contribution of records and archival information in the attainment of the MDGs. Finally, it discusses why records and archives are under- utilised in many regions and the way forward.

Governments all over the world require comprehensive archival legislation to ensure that records and archives are managed accordingly for effective running of the current operations of organisation, as well as for posterity. This article argues that comprehensive legislation in the records management and archives administration act as a guiding principle to custodians and users of records and archives. Furthermore, the article discusses archives legislation in Zambia and its role in the control and preservation of records of enduring value. The article points out that the National Archives Act does not mandate the National Archives of Zambia to manage current records and this hinders its operations. The article concludes by making recommendations on the need for the National Archives of Zambia to extend its mandate tothe management of records in public intuitions, the need to manage electronic records and ensure that the Freedom of Information is developed and implemented. Keywords:...