Role of National Archives in promoting Sound Records Management in the Namibian Public Service

Abstract

Archival institutions worldwide are charged with the responsibility of preserving records and archives of the state. They are also responsible for providing leadership, guidance and expertise in records management in public institutions. This mandate has earned them the name, national documentary heritage institutions. However, the National Archives of Namibia has not been able to live up to this expectation because of the low staffing capacity, a meagre budget and an out-dated public archives act, among many other challenges. The aim of this study was to evaluate the contribution of the National Archives of Namibia towards the promotion of records management in the Namibian public service with a view to proposing a framework to enhance sound management of public sector records. The study was guided by the following objectives, namely, to: determine existence, adequacy and appropriateness of the laws and regulations that guide the National Archives of Namibia in the execution of its mandate; determine interventions provided by the National Archives on records and archives management in ministries and departments; investigate challenges encountered by the National Archives in the execution of its mandate; and proposed a framework to enhance sound management of records in the Namibian Public Service. The study was largely qualitative in design complemented by some quantitative aspects. Out of a study population of 238, the study did not have a fixed sample size because the researcher collected data from the various groups until a saturation point was reached. Data collection was through interviews, questionnaires and observation. Qualitative data was subjected to thematic analysis using identified themes, while analysis and presentation of quantitative data was through the use of charts and tables. The findings of the study were that records management across the public service in Namibia faced a number of challenges including: low standing in the public service; lack of policies and procedures; absence of retention and disposal schedules; absence of budgetary allocation for records and archives management programmes; inadequate trained records and archives personnel; and more importantly, lack of top management support. The study concluded that although records management was considered a prime driver in facilitating government transactions it generally received very low priority hampering the promotion of sound records management. The key recommendations are that: the government should review laws pertaining to records and archives management; the National Archives should formulate and implement a national records management policy; and all ministries should commit themselves to supporting records and archives management at the highest level possible. Furthermore, the study has developed a records management framework which if adopted by the National Archives should go a long way in promoting sound records and archives management in the Namibian Public Service