Records and Archives Management Section organises an educational Information Sharing Session

The Records and Archives Management Section recently hosted a highly intuitive Records Management Information Sharing Session aiming to emphasise the critical role of proper records management within the institution. The event brought together key university leaders who explored the principles, best practices, and the transformative impact of digital solutions in managing institutional records and fostering the need for compliance with the Protection of Personal Information Act.
Distinguished speakers shed light on the importance of maintaining accurate, accessible, and secure records to enhance accountability, support governance, and drive operational efficiency, especially in the age of digital transformation.
In his welcome remarks, Dr Joel Baloyi, University Registrar articulated that the session’s primary objectives were to educate and raise awareness about the significance of records management and the value of records within our institution. He further emphasised on having a very robust framework in terms of how you deal with Records and data information.

Mrs Phemy Manganyi, Head of the Records and Archives Management Section, deliv-ered a compelling presentation outlining the core functions of the Section. She em-phasised the strategic importance of effective records management in support-ing institutional governance, accountability, and long-term information preservation.
Her presentation covered key areas including the benefits of structured re-cords management, existing governance framework, and records management pol-icy; appraisal and disposal processes of records; preservation of records with ar-chival value which form a vital part of the university’s institutional memory.
Mrs Manganyi stressed that adherence to proper records retention and dispos-al policies is essential to ensuring compliance with regulatory standards and promot-ing institutional accountability. She further emphasised the urgent need for a sys-tematic and structured approach to managing university records, especially as the institution navigates digital transformation and increased demand for transparency.
Mr Fhatuwani Ndou, Head of Ethics, Governance, and Compliance, presented on the Pro-tection of Personal Information Act (POPIA). Mr Ndou emphasised the university’s respon-sibility in managing personal data. He said POPIA is a South African law that protects per-sonal information, and the university must ensure that data is handled securely and lawfully. Mr Ndou further emphasised that the university, as a “responsible party,” must ensure all personal information is processed in line with the regulatory framework’s re-quirements. The act was also enacted to establish conditions of lawful processing of per-sonal information by placing obligations on entities that process personal information.

EDRMS and Transitioning to Electronic Records

Mrs Khathutshelo Ramoba and Ms Rofhiwa Mutoti shared the university’s remark-able journey in transitioning from traditional paper-based records to a fully func-tional Electronic Documents and Records Management System (EDRMS). They ex-plained that this digital shift began in 2021 as part of a broader initiative to modernise records management practices and align with evolving technological standards.
A key milestone in this journey was the digitisation of 38 years’ worth of student records, dating back to 1987, a significant achievement completed in under five years. These re-cords are now securely preserved within the EDRMS, which serves as a centralised and secure online repository for storing, managing, and retrieving institutional records.
The system not only enhances operational efficiency and supports business activities such as auditing, but it also ensures regulatory compliance, including adherence to the Protection of Personal Information Act (POPIA). The team emphasised that training for faculty and staff is underway to ensure consistent usage of the system when it is rolled out to other departments.

During the session, Ms Mashudu Malugudu delivered an engaging and informa-tive presentation on SharePoint and its wide-ranging benefits and capabilities. She em-phasised that SharePoint is a robust, cloud-based collaboration platform integrat-ed with Microsoft 365, making it an essential tool for modern digital workplaces.
Ms Malugudu emphasised that SharePoint serves as a centralised hub for stor-ing, organising, and sharing documents and resources securely. Its scalable and se-cure architecture allows for team collaboration, protects sensitive information, and en-sures access from any location, fostering productivity and seamless communication.
She further explained that SharePoint is particularly valuable for document management, en-abling users to install, organise, and manage documents within a secure environment, ul-timately streamlining workflows and enhancing operational efficiency across departments.
Ms. Reneilwe Muthambi, Head of Project Management, together with Ms. Tshi-sevhe Nesengani, Head of Infrastructure Maintenance, extended a generous of-fer of support by making space available for use by the Records and Archives Management Section for archival purposes. This gesture reflects the spirit of col-laboration across university departments and reinforces the institution’s commit-ment to preserving its historical records in an organised and secure environment.
Mrs Uanda Ndou, Director of Human Resources, provided valuable input by emphasising the importance of health and safety measures for staff members involved in the appraisal of his-torical records. She highlighted that working with archived materials often stored in less ac-cessible or older facilities can pose potential health risks if proper protocols are not followed.

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Department of Marketing, Branding and Communication University of Venda
Tel: 082 868 2218 / 082 868 1811