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