Records management and preservation in selected government ministries in Swaziland

Abstract

Abstract by author:

There is a wrong idea among records managers in the public sector and the business setting that preservation of records is an activity reserved for the conservator late in the life of the document (Akussah, 2002). Preserving and providing access to records and registries are some of the major reasons for the existence of registries. This study was an attempt to assess the care and handling of records in Government Ministries in Swaziland. The three Ministries were Ministry Education, Ministry of Agriculture and Ministry of Public Service. Specifically, the study determined: where were the records stored; types of records were created; methods, guidelines or policies which were there to aid or streamline the handling of record throughout its life cycle. The methodology used in the study was qualitative. The data collection was conducted via observation and structured interview, which was developed by the researcher. The study revealed that most of the action officers prefer to keep their records in their offices cabinets. It is because they feel comfortable to use their offices and it much easier and faster to get access from their offices. They transfer records to the registries when they no longer use it frequently i. e. using registry as a storeroom. The study is important to the records managers in the government Ministries because it highlights the records management problems involved in the government Ministries and makes some recommendations in solving the stated problems. The present study aimed to help records managers in the government Ministries to plan effectively for the record's life cycle from the time of its creation or receipt, through maintenance and use, to its disposition. Available literature does not document any study on records management in government Ministries in Swaziland. The study is a small contribution to such study. It is also hoped that the study will stimulate other researchers to do more research on records management in the kingdom of Swaziland