Without records, it will be difficult for an institution to know where it is coming from, and if an organization does not know where it is coming from, it is likely not to know where it is going. Poor management of records leads to a great loss of valuable information and the corporate memory of the institution. To overcome the challenge, the University of Venda (Univen)’s Organisational Development and Training office coordinated Basic Records Management Training from 14 to 17 November 2017 at Khoroni Hotel, Thohoyandou.
Records management is a new Univen section that most staff members might not be aware of its existence.
Mrs Nosipho Ngangani says transformation from paper to electronic filing
“We are about to introduce an electronic document management system because we have a grant from the Department of Higher Education and Training for the historically disadvantaged institutions (HDI) to digitize all the records of the institution. Everybody needs to understand record management from the basic point meaning that from paper based to the electronic version. Transformation from paper to electronic will take place but we need to be patient and understand that, we have a backlog of records at the University of Venda since its existence 33 years ago,” said Mrs Nosipho Ngangani, Head for Univen’s Records and Archives Management explaining her reasons for having this training.
She said before this section was introduced, every department within the University handled their own records and most of the people who handled these records did not know how to manage them well. She further highlighted that Univen currently have policies, records procedure manual and other record management systems that are in place and people were reading them without understanding. “After this training, staff members will have basic knowledge and understanding of the terminologies used in the section.” She concluded by highlighting that it is every employee’s responsibility to manage their sectional records properly, due to inadequate records storage areas within the institution. We do not have space for a proper management of records and archives as per the legislative frameworks governing records and archives management, for example, the National Archives and Records Service Act no 43 of 1996.
Dr Solly Marutha encouraging participants to study intermediate archive and record management
Dr Solly Marutha, the training facilitator form the University of South Africa (Unisa) told the attendees to impart the knowledge they have acquired to other staff members. He also encouraged them to study intermediate archive and record management then advanced archives and record management to further equip themselves. “This four-day course is NQF level 5 and it can be credited as a formal qualification if one wants to study a diploma, degree or certificate,” he said.
Prof Takalani Mashau says learning doesn’t end at a certain age
“Learning doesn’t end at a certain age, one must continuously learn as long as they are still alive. Whenever I get an opportunity to learn something new I grab the opportunity,” said Prof Takalani Mashau from the School of Education. He further explained that what prompted him the most to attend the training is because he is supervising a student who is studying Records management in education, hence he saw it fit to learn about the basics of Archives and Record Managements.
Takalani Makhahane (Left) and Wiza Munyeka (right) attesting how their expectations were met after attending the training course.
Attendees Wiza Munyeka from the Human Resource and Labor Management Department and Takalani Makhahane from the Library Department said that before they attended this training course, they had expectations. “Our expectations were met,” they said. After this training course, everyone who attended was assessed and rated using portfolios.
Univen employees who attended the training course
Department of Communications & Marketing
University of Venda
Tel: (015) 962 8525
Date: 23 November 2017