Managing Records as a Strategic Resource

Provincial records management seminar – Kimberley15 March 2016

Mangi Mulaudzi

Reputation promise

“The Auditor-General of South Africa has a constitutional

mandate and, as the Supreme Audit Institution (SAI) of South

Africa, exists to strengthen our country’s democracy by enabling

oversight, accountability and governance in the public sector

through auditing, thereby building public confidence.”

REFLECTION

SEMINAR 2014

The overall purpose of the 2014 seminar

was to elevate records keeping as a strategic enabler.

REFLECTION (continues) Geographical representation of audience

12%

3%

38%

10%

18%

9%

7%

1%

2%

2014 Seminar

Eastern Cape

Free State

Gauteng

Kwa Zulu Natal

Limpopo

Mpumalanga

North West

Northern Cape

Western Cape

REFLECTION (continues) Status of Records Management in your

organisation

7%

26%

38%

25%

4%

2014 Seminar

Excellent

Good

Moderate

Poor

Don't know

REFLECTION (continues) Level of Support Received from your

Management

8%

24%

36%

32%2014 Seminar

Excellent

Good

Moderate

Poor

REFLECTION (continues) Q & A: Do you have an approved file plan

27%

40%

14%

14%

5%

2014 Seminar

Fully implemented

Partially implemented

Not implemented

No approved file plan

Don't know

• MOU signed between AGSA and National Archive

• MOU with all relevant stakeholders i.e. Treasury, National Archives, COGTA, SALGA, Presidency, Public Service and Administration being drafted

Establish a relationship with the minister of the Department of Arts and Culture to elevate the importance of Records

Management

• Provincial seminars held in different provinces and leadership of the respective provinces are invited.

• AGSA were invited to speak and attend provincial archive forum seminars.

Target leadership in all three spheres of

government per province by hosting provincial breakfast sessions

• Discussions were held regarding partnerships between UNISA and AGSA

• Short courses in records management

Form partnerships with universities

Seminar recommendations and achievements

Records management is

the administration of

information

it needs to take much

more into

consideration…

Records management within Information management

Information

Management

Information governance

Information security

Data management

Document management

Information classification

Records

management

Clean audit outcome

Stronger control

environment

Information

management

Records

management

Records management within Information management

Perceived role of records managers

Super heroes

Take care of the paperwork

Miracle worker when I need it back

Keep my documents safe

Don’t inconvenience me!

12

Information Management Risk

Responsive

Understanding your

environment

Proactive

Managing threats to

your objectives

Manage your risk

Risk assessment

and mitigation

Enhance business processes

Improving controls

No asset has greater value than information

Individual file plansIndividual electronic

systems

Non-compatibilityLack of capacity at National

and Provincial Archives

CURRENT

SITUATION

Information integration management

Benefits of an Integrated File Plan

Compatible

Assistance cross

provinces

standardised

Information

sharing is easier

Governmental

body support is

standard

Economy of scale

– cost effective

Conclusion

We have developed

partnerships with Provincial

Archives, SITA, COGTA, SALGA and National Archives

Our collaborative approach must

deliver measurable

change

The area of greatest

improvement in the next two years must be a drastic increased in the level of support

from Senior Management

To ensure that we maintain

momentum, we have to set a “No Disclaimer” target

for 2020?

Conclusion and way forward

How to get in touch with the AGSA

www.agsa.co.za

Auditor-General of South Africa

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