Evaluation of records management practices in the Kwazulu-Natal Technical and Vocational Education and Training (TVET) sector, South Africa
The major aim of this study was to comprehensively evaluate records management practices in the KwaZulu-Natal Technical and Vocational Education and Training (TVET) sector to achieve improved records management systems, quality service delivery and good corporate governance. The advent of new technology and fourth industrial revolution (4IR) has introduced new facets in the corporate environment including TVET Colleges in South Africa, thereby promoting the growing interest of TVET Colleges in adopting sustainable digital records management systems. This research study was premised on the hypothesis that both the management of paper-based and electronic records amounts to dissatisfactory and falls short of best recognised records management standards and practice. Thus, the primary research question was whether the extent of adherence to records management programmes, policies and standards in the study area yield the desired outcome, given that an effective records management programme plays a pivotal role in the efficient administration of a service oriented TVET College. To achieve this, a literature review and an empirical investigation were conducted. The study was underpinned by both records’ life cycle and the records continuum model. The study utilised the interpretive research paradigm and adopted qualitative research methodology using case study design. The target population for the study was 151, with 116 respondents of those being purposively selected. Thus, purposive sampling was used to identify the research sample for the study. Using triangulated data collection methods, the researcher employed interview schedule, observation techniques, systems, and document analysis in order to enhance the validity and reliability of the research findings. Data obtained through interviews, observations, systems, and document analysis was analysed in terms of content analysis to derive pivotal themes of the study. The key findings established that the general status of management of records in the TVET Colleges is inadequately positioned to support improved records management systems including, inter alia, insufficient integration of ICT in the management of records, thereby undermining the significant growth of the College on electronic services adoption, risk management processes, strategic planning processes, enhancing quality service delivery, promoting good governance, supporting democratic accountability, fulfilling legal and regulatory requirements, promoting and protecting human rights, and ensuring sound financial management. Although some initiatives have been undertaken to enhance records management practices, the existing practices of the study area require serious improvement to the records management system. Therefore, based on the established empirical findings, it can be concluded that the selected study area does not conform to proper records management practices, thereby undermining good corporate governance, accountability, and quality service delivery in the TVET College arena. Therefore, recommendations and a designed framework (TVET-AMSORT) for managing records in support of improved status quo of TVET Colleges in the study area, have been provided. Moreover, in the endeavour to enhance records management practices in the study area, a proposal for the implementation of the recommendations on a priority basis has also been provided. The study’s contribution to scholarly works and literature in the field of public administration resides in its findings and designed framework that can be practically adopted for management of records in support of enhanced records management systems, quality service delivery and good corporate governance. By establishing the nexus between management of records and adherence to records management programmes, policies, and standards in the study area, it is hoped that the study will provide input to policymakers to consider records managers as key stakeholders in TVET Colleges. The study adds value to the prevailing theoretical and legislative phenomena that form the perpetual discourse on the application of improved records management practices in the TVET sector. However, the researcher could not include other TVET Colleges in South Africa due to time limitations. Thus, other researchers can focus on exploring the study in other research institutions in South Africa.
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