{"id":13638,"date":"2022-03-01T16:24:18","date_gmt":"2022-03-01T16:24:18","guid":{"rendered":"https:\/\/www.africa-press.net\/namibia\/all-news\/records-management-training-is-a-necessity"},"modified":"2022-03-01T18:21:36","modified_gmt":"2022-03-01T18:21:36","slug":"records-management-training-is-a-necessity","status":"publish","type":"post","link":"https:\/\/www.africa-press.net\/namibia\/all-news\/records-management-training-is-a-necessity","title":{"rendered":"Records Management Training is a Necessity"},"content":{"rendered":"

Africa-Press – Namibia. <\/strong><\/span>LAST YEAR I wrote about the need for institutions to invest in proper records management. The article, titled ‘Invest in Proper Records Management’, emphasised the importance of organisations cutting back on paper and venturing into digital preservation. This would lead to a drop in paper records and to decongested office cabinets among others.<\/b><\/p>\n

As wonderful as this would be, it requires time, an advanced level of expertise as well as sufficient and appropriate resources and infrastructure. Although attainable, it will take generations before Namibia can reach a paperless status. Meanwhile, the volume of paper records continues to rise rapidly.<\/p>\n

Even though many organisations have now implemented file plans, it may seem that they are not really being utilised and adhered to, a problem that can only be attributed to a lack of training.<\/p>\n

Most organisations in Namibia have adapted what is called a decentralised registry system. This means that physical records are located across individual offices. This may mean they can be found in users’ offices, workstations or other workroom spaces. Basically, every individual or office keeps their own records.<\/p>\n

This is in contrast to a centralised registry, where records are controlled exclusively by a records department. Even where some organisations have centralised registries, most staff members still prefer to have their own records in their offices.<\/p>\n

CENTRALISED VS DECENTRALISED<\/p>\n

In a centralised registry, records are normally controlled by a qualified records manager as opposed to individuals in offices. In this regard, a centralised system is more favourable than a decentralised one.<\/p>\n

The levels of security and accountability are high in a centralised registry because records are overseen by one department. A centralised registry also ensures that all records are filed and managed according to an approved plan as opposed to a decentralised one, where individuals file and manage their records according to their own preferences.<\/p>\n

On the other hand, a decentralised registry can be more time efficient because records are right in front of users in their offices and can be accessed faster.<\/p>\n

Even though a decentralised registry has proven to be the most efficient, many organisations still have decentralised registries \u2013 either because of a lack of awareness or simply because of preference. Implementing a centralised registry can also be costly because it requires, among others, appropriate infrastructure and hiring qualified records personnel.<\/p>\n

TRAINING<\/p>\n

Nonetheless, records management training is crucial in ensuring the effective management of records. Regardless of the type of system, proper referencing and filing should never be compromised.<\/p>\n

Staff members should have access to technical expertise as far as records management is concerned. Either external or from within the organisation. Staff members should be able to reference and file as per the plans of their institution. It does not help to implement filing plans if people are not trained on how to use them.<\/p>\n

It is disturbing that even where there are updated plans, staff members in some organisations are still unable to reference and file correctly. Therefore, it is advisable that records management training be offered to relevant parties in organisations, and that this be done at least every year. It should not end with having an approved filing plan.<\/p>\n

A plan exists to help guide institutions on how to file and manage their records in a uniform way. It is one of records management’s best practices and is pivotal in achieving effective records management.<\/p>\n

I challenge every institution without an approved and up-to-date file plan to implement one. In addition, I urge organisations to invest in records management training for their staff and to start using their file plans.<\/p>\n

As importantly, I commend my colleagues in the field of records and archives management for their unwavering determination, against all odds, to ensure that records are properly preserved.<\/p>\n

For More News And Analysis About Namibia<\/a> Follow Africa-Press<\/a><\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

Africa-Press – Namibia. LAST YEAR I wrote about the need for institutions to invest in proper records management. The article, titled ‘Invest in Proper Records Management’, emphasised the importance of organisations cutting back on paper and venturing into digital preservation. 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