Factors to Consider When Venturing into Electronic Records Management

Institutions are reviewing their organisational structures as well as hiring qualified personnel for positions involving records management. 

This can only be a good sign for the future of records management in Namibia. 

Equally important, I have observed with excitement a rise in the number of institutions venturing into electronic records management and digital preservation. 

In the world of evolving technology, and offices running out of paper storage space, this shouldn”;t be a surprise. 

If anything, it indicates how serious institutions are about information curation.  

However, some institutions may have ventured into electronic records management prematurely.

There are a number of factors that may need to be considered before taking on electronic records management.

INFRASTRUCTURE

For something that requires advanced technology, it is important that institutions assess and evaluate the readiness and capability of their infrastructure. 

This may involve upgrading the IT infrastructure. 

However, in electronic records management, infrastructure is about more than just having the IT tools and equipment. 

It involves components crucial to guaranteeing institutional commitment, including adequate and sustained resources, and to the long-term preservation of electronic records. 

This includes policies and governance frameworks, and this is where many organisations get it all wrong. 

It is discouraging to learn that some institutions are operating electronic records management systems without appropriate policies and legal and governance frameworks.

This not only undermines records management best practices, but equally puts the merit of the long-term preservation of electronic records at risk.

EXPERTISE

It goes without saying that advanced programmes such as electronic records management require a certain level of expertise. 

Therefore, it is important to have people with the necessary skills. 

Equally important, every stage of the implementation process should be facilitated by qualified and well-informed personnel. 

This helps institutions make informed decisions from planning through to selecting the right system, and, finally, implementation. 

Hiring experts on a permanent basis can be costly.

Therefore, institutions should consider training existing staff and equipping them with relevant skills or offering them operational access to specialised professional technical expertise, either internally or from outside.

COSTS

Electronic records management can be costly. From upgrading existing infrastructure to acquiring relevant technologies and equipment, hiring qualified personnel, buying and maintaining the system, institutions need to budget for electronic records management. 

It is also important that institutions understand their needs to ensure they acquire an affordable yet effective system for their needs.

Whether you plan on having  a simple system or you need a more complex system, electronic records management and digital preservation require extensive planning. 

If it is broad, it could prove expensive. In this regard, collaboration may come in handy.

Therefore, it is important to have in place a framework that allows an institution to collaborate with standing partners and which supports reaching out to all stakeholders to identify and meet their digital preservation requirements.

* Asser Nakale is an assistant archivist in the ministry of education, Oshikoto region; Twitter: @AsserNakale; Facebook: Asser L N Nakale