Records surveys in support of a framework for managing public records in Zimbabwe

Abstract

The purpose of this study is to demonstrate that records surveys are a critical function that supports a framework for managing public records. The study was motivated by the recognition that the key step in ensuring that records are properly managed on a continuing basis at each stage of the life cycle is to examine all records created and maintained by an office through, among other activities, conducting a records and information management survey. The study employed a quantitative methodology to gather data using self-administered questionnaires completed by registry supervisors working in government ministries, face-to-face interviews held with former and current National Archives of Zimbabwe archivists and records management assistants as well as content analysis of records survey reports. The findings revealed that records surveys are a strong pillar supporting the framework for managing public records in Zimbabwe. However, most public registries have not yet realized the benefits of records surveys due to the difficulties that hinder them from implementing the recommendations. The study recommends that key records management activities such as records appraisal, developing a vital records management programme and creating retention and disposal schedules may be effectively managed if the recommendations of records surveys are implemented by public registries in Zimbabwe.