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
Follow the AGSA on Twitter: https://twitter.com/AuditorGen_SA
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