Knowledge Audit

TABLE OF CONTENT PAGE NO

Question 1

1.1 What is archives management 3

1.2 The factors that influence the provision of information in an organisation 4-5

1.3 The importance of providing access to archives 6

1.4 The purpose of transferring records from an organisation to an archival 7

Question 2

2.1 What is electronic records management 8

2.2 The steps involved in the management of archives. 8-9

2.3 Areas of records management affected by automation and proliferation electronic 10-12

2.4 The differences and similarities in managing paper based and electronic records. 13

References 14

QUESTION 1

1.1 What is archives management? (10)

According to Pearce-Moses (2005:15), ‘Archives are those records that were created, or received by a person, family, or organisation, public or private, in the conduct of their affairs and preserved because of the enduring value contained in the information they hold, or as evidence of the functions and responsibilities of their creator.’ On that note, we may state that archives are records which are no longer used for day-to-day administration and are preserved for reference and research use. For a record to qualify as an archive it must have been deemed to have lasting administrative and/or historical and reference value. According to the Namibia Archives Act 12 of 1992, records (with minor exceptions) become archives and become accessible to members of the public when they are 30 years old.

According to (INS2603 only study guide 2013:61) explain that, archives management is that area of management which is concerned with the maintenance and use of archives. It is concerned with the acquisition, care, arrangement, description, preservation and retrieval of records once they have been transferred from an organisation that created the records to the archival repository. Once records are selected and transferred to the archival repository, they become archives...