Abstract
D. Litt. et Phil.
The purpose of this study was to determine the extent to which the information user’s behaviour and proper records management contribute to the performance of an organisation to ensure competitive survival. The purpose of records management in an organisation, the records life cycle in an organisation from the creator to the end-user and electronic records management were thoroughly explored.
A survey was conducted to investigate the current position of the records management function at South African National Parks (SANParks) as well as the manner in which records as information sources are used by end-users (employees). Based on the survey results, it was discovered that SANParks as an organisation does not practice sound records management as preached by Section 13 of the National Archives and Records Service of South Africa Act (No. 43 of 1996 as amended). There is no consistency with regard to filing methods and the manner in which records are destroyed or deleted tells that there is no officially appointed records manager at SANParks.
Even though information is considered the most vital resource for the future survival of SANParks, records as the main source of information are neglected and managed voluntarily by end-users themselves. There are no control measures for ensuring care and safe custody of records. An e-mail policy, filing procedure manual and disaster recovery plan do not exist. End-users are seen managing records on their own and there is no policy or guideline to ensure proper measurement and effective control of records.
The lack of records management at SANParks indirectly affects the information user behaviour of employees to achieve competitive performance. The current means of communication dictates the manner in which records are managed. Since electronic means of communication are used most often, records management at SANParks is drastically shifting from manual to electronic. Recommendations for records management procedures within the context of empirical survey findings, the statutory framework and international standards are made. In conclusion, it is recommended that the records management function should form part of performance appraisal evaluation and that all members of staff should be evaluated in terms of their record-keeping skills.