THE STATUS OF RECORDS

MANAGEMENT IN KWAZULU NATAL

PRESENTER: MR S.C.Z NXUMALO

STATUTORY AND REGULATORY

FRAMEWORK

• Constitution ,Act No.108 of 1996( Section 195)

• National Archives and Records Service Act

No.43 of 1996( as amended)

• KZN Archives and Records Service Act No.8 of

2011.

• Promotion of Access to Information Act No. 2

of 2000.

FRAMEWORK

• Public Finance Management Act No. 1 of 1999.

• Municipal Finance Management Act No. 56 of 2003.

• Promotion of Administrative Justice Act No. 3 of 2000

• Electronic Communication and Transactions Act No. 25 of 2002.

• Protection of Personal Information Act No.4 of 2013.

MANDATORY RECORDS

MANAGEMENT FUNCTIONS

• Provision of training.

• Evaluation and Approval of Records Classification

Systems.

• Appraisal of records.

• Records Management Inspections.

ASSESSING RECORDS MANAGEMENT

COMPLIANCE

Appointment of a Records Manager

Records Classification Systems (File plans, RCS)

Training

Inspections

Policies and Procedure Manuals

Disposal of Records

Fully Functional Registries

SITUATIONAL ANALYSIS OF MUNICIPALITIES

2015/2016.

SITUATIONAL ANALYSIS

MUNICIPALITIES

YES NO

APPOINTMENT OF A RECORDS

MANAGER6% ( are designated records

managers)

RECORDS MANAGEMENT

CLASSIFICATION56/61 5

TRAINING 216

INSPECTION 21

DISPOSAL OF RECORDS 10

SITUATIONAL ANALYSIS OF PROVINCIAL

DEPARTMENTS 2015/2016.

SITUATIONAL ANALYSES OF KZN GOVERNMENT DEPARTMENTSSITUATIONAL ANALYSIS

DEPARTMENTS

YES NO

APPOINTMENT OF A

RECORDS MANAGER

10/12 2 (Vacant)

RECORDS

CLASSIFICATION SYSTEMS

12/12

TRAINING 321 Officials

INSPECTION 99 offices

DISPOSAL OF RECORDS 9

ENTITIES

• Meetings held with the following

governmental entities:

• Natal Sharks Board-filing System meeting.

• Umhlosinga Development Agency-

Professional advice on records management

practices.

• Agricultural Development Agency(ADA) – filing

system meeting.

ENTITIES

• KZN Liquor board- Records Classification

System meeting.

• uMhlathuze Water- Records Classification

System meeting.

• Umngeni Water- Records Classification System

meeting.

PARTNERSHIP WITH STAKEHOLDERS

• KwaZulu Natal Records Managers and Deputy

Information Officers.( KRMDIOF )

• Provincial Capacity Coordinating and

Monitoring Committee. (PCCMC)

• Change Management Committee(CMC)

• Co Operative Governance and Traditional

Affairs. (COGTA,Municipal Administration

Unit)

ARCHIEVEMENTS

• TRAINING -20 Scheduled/also Ad-Hoc

requests.

• INSPECTIONS- 120 Scheduled Inspections/

also Ad-Hoc requests.

• Records Classification Systems- Demand

driven.

• Disposal- Demand Driven.

CHALLENGES

• The management of records is not given

strategic priority.

• No compliance on procurement of Electronic

Records Management Systems(ERMS) that are

not endorsed by the South African National

Standards. (SANS)

• Non Implementation of recommendations

from inspection reports.

CHALLENGES

• Records management responsibilities

designated to officials at lower levels.

• Non Compliance from Public entities.

WAY FORWARD

• Records Management to be part of Key

Performance Areas(KPA) for Top Management.

• Appoint designated Records Managers.

• Proper Records Management practices can

lead to proper service delivery.

»THANK YOU.