Based on these conclusions, the study makes a number of recommendations.
5.2. 1 IT Infrastructure and Resources in the Public Sector in Lesotho
There is a need for the provision of adequate financial resources to upgrade the systems, migrate e-records and train staff and users. Since technology is changing rapidly and because e-records are hardware and software dependent, the public sector will need to provide adequate financial resources to cater for the needs that were identified by the study.
It is crucial that the technological infrastructure necessary to support the management of archival electronic holdings be guided by a complete archival agenda. As Powell (1995) recommended:
Individuals responsible for an e-records program must recognize that the world of electronic record keeping and information systems is constantly changing due to technological advances and the increasingly complex uses of these systems by record creators, and this unrelenting change must be met with a willingness to experiment with different ways of doing things, including different ways of organizing work. While archives are affected by changes taking place in their environment, they must also be prepared to initiate change themselves, when such change would enhance their ability to preserve records of continuing value.
It is recommended that the government should review salaries, so that records personnel be better remunerated. The review of salaries would be a good starting point for moti vating records staff to perform well. Information and records management should have a specific budget, to build and initiate resources for capacity building programmes in the field of e-records.
5.2.2 E-Records Created in the Public Sector
It is recommended that standards be designed for the creation and capturing of e-records.
Ensuring compliance with records management standards in the creation, use and disposal of e-records is necessary. Engaging stakeholders and records creators in the public sector to formulate comprehensive guidelines and best practices for digital preservation can achieve these. This will ensure the preservation of e-records, as well as provide a continuum of access.
5.2.3 Strategies and Policies in Managing E-Records in Lesotho
There is a need for the public sector to enact a records management policy to cover e
records. Such a policy will be able to address the existing problems inherent in the management of e-records activities, will address some of the management aspects of e
records, such as their creation, maintenance, appraisal, disposition and preservation.
Strategies and policies should be developed for maintaining and managing e-records over time to ensure that they are retrievable and usable. These policies must be documented.
The National Archives, in conjunction with the public sector, needs to plan the electronic systems or record-keeping systems to ensure that records that are created, captured and maintained are managed by such systems. Guidelines for these activities should be clearly indicated, so that record creators can be aware of the functional requirements. The migration, emulation and refreshing processes need to be supervised, to determine the value of the records to be migrated, as well as ensuring the capturing of all the metadata during the migration and other processes.
Policy guidelines should provide guidance to governmental bodies, to assist them to comply with legislative requirements regarding e-records as an integral part of the strategic management of records. Without such a strategy, the records of governmental bodies will be insecure and the effective functioning and accountability of bodies, based as it is on the information held in their own records, will be jeopardised. Therefore there will be no long-term social memory in the custody of the national archives.
The formulation of policy should effectively guide and assist in managing e-mails.
Policies regarding e-mails should be able to ensure that access to appropriate information for decisions is granted. E-mails that form part of the corporate record should be read by anyone who has sufficient access privileges. Authorized staff should be able to read e
mails that are relevant to their business, regardless of which e-mail inbox it was sent from or to. Policies should make sure that records are not altered; otherwise they may not be considered reliable evidence. An important component of e-mail management is classification. E-mails should be filed so that they are related to other documents (paper or electronic) on the same subject. If this is done, it is possible to build up a complete picture over time of events related to a particular subject or client. If this is not done, and related e-mails are scattered across the department of ministry, it is very difficult to guarantee that all e-mails that are relevant will be found.
It is crucial for the appraisal of e-records to take place at an early stage. Appropriate appraisal, scheduling and disposal procedures should be applied to e-records. If not, records needed for litigation or investigation purposes, or to comply with an access of information request, might be inadvertently destroyed.
5.2.4 Archival Legislation and the Management of E-Records in Lesotho
It is recommended that the archival legislation of Lesotho have provisions regarding the archival custody of e-records. The national archives should promote the e-records programme. The national archives must embark on awareness campaigns to sensitise public servants to good care and handling of e-records. The situation could be improved
if policy-makers see public records a national resource and make adequate financial provisions for their care.
Since the management of e-records is a relatively new subject in the records management profession, the national archives in conjunction with the public sector, should organize records management seminars and workshops to sensitize records staff, administrators and possible e-records creators on how these records should be managed and the challenges they must address in order to effectively manage e-records.
5.2.5 Skills and Knowledge of Staff that Manage E-Records In Lesotho
The government should put in place an accelerated programme to recruit trained records personnel into public institutions, as they would have a better appreciation of preservation issues. The role of record managers should be recognized and appreciated.
Record managers should involve themselves particularly in e-records management and in the overall management of e-records. It is further recommended that registry personnel be trained in records management at formal institutions, so that it is clear that the importance of records is appreciated and acknowledged.
There is a need to provide training for the existing records staff, to prepare them for an electronic records environment. It was evident that the existing records staff did not have records management skills to manage the existing e-records. Training should focus on acquisition of records management and IT skills. Such training can be conducted through in-house workshops and seminars, or through formal training in records management institutions within the African continent or abroad.
In an electronic records environment, creators of e-records will be required to possess records management skills. Such skills will enable them to make records management decisions, such as those relating to appraisal and disposition, security and preservation.
Such training can be conducted through in-house seminars and workshops, attachment and short visits.
In order to foster an e-records environment, all new records staff to be recruited should possess relevant qualifications in records management and IT. Professional records managers at graduate level should also be recruited to be in charge of records management services. Records management services within the public sector can only be run efficiently and effectively if professionally trained records managers are recruited.
5.3 Model Recommended for E-Records Management in the Public Sector in