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Wednesday, October 28, 2015

R: SETTING UP A NEW RECORDS OFFICE, RECORDS CENTRE AN...

RAMSAZ: SETTING UP A NEW RECORDS OFFICE, RECORDS CENTRE AN...:                                    RECORDS & ARCHIVES MANAGEMENT                                SOCIETY OF ZIMBABWE  ...

Wednesday, August 12, 2015

College & University Essays in Records & Library Management - Etiwel Mutero : Book Country

Etiwel Mutero recently released his e-book.Visit the following link and order your copy today.A hardcopy of the same book will be released shortly in Zimbabwe.
College & University Essays in Records & Library Management - Etiwel Mutero : Book Country Etiwel Mutero works for the National University of Science and Technology,he holds a Bachelor of Science Honours Degree in Records and Archives Management through the Zimbabwe Open University and a National Certificate in Records and Archives Management from Kwekwe Polytechnic.You can contact him on 0773614293 or etiwelm02@gmail.com

Thursday, June 11, 2015

PRESERVATION & CONSERVATION OF RECORDS & LIBRARY COLLECTIONS WORKSHOP

RECORDS & ARCHIVEMANAGEMENT
SOCIETY OF ZIMBABWE                             
P O BOX 2676 BULAWAYO ,
PHONE- +263773614293
Email-  etiwelm02@gmail.com
PRESERVATION & CONSERVATION OF RECORDS & LIBRARY COLLECTIONS WORKSHOP       
                                          DATES:-16 -19 August 2015
VANUE –VASHANDIRI CENTRE-MKOBA 12 GWERU
WORKSHOP FEES –US$120-00/PERSON,PARTICIPANTS FROM PRIMARY & SECONDARY SCHOOLS PAY US$80-00/PERSON
[WORKSHOP fees cover teas handouts and certificate EXCLUDES lunch, supper and accommodation].A FREE t-shirt will be given to those who are going to make their payments on the 7th of August 2015
ALL OF OUR SEMINARS ARE 100% SATISFACTORY GUARANTEED!!
We are confident this seminar will help you know how to; Preserve records and library collections, manage you’re your library collections, manage your registry in a professional manner, create your registry or library databases(bring your laptops, if you have one).
FACILITATORS: MR.T. DUBE-LECTURER AT BULAWAYO,
MR.F.N.SHAVI-SCHOOLS INSPECTOR, MIN. OF PRIMARY AND SECONDARY EDUCATION
ETIWEL MUTERO-RAMSOZ PRESIDENT
WHO SHOULD ATTEND?
This program was designed to benefit personnel from colleges and polytechnics, schools, local authorities and municipalities and other institutions employed in records and library professions which includes teacher librarians, student librarians, librarians, archivists, records and information personnel, data capture clerks, secretaries, PAs, ICT personnel, records clerks/supervisors.
DON’T WASTE TIME REGISTER TODAY
Deposit or transfer your money into the following account 11543973302011 BANK ABC BULAWAYO .FOR FOOD AND ACCOMMODATION CONTACT THE WORKSHOP ORGANISER: ETIWEL MUTERO +263773614293   etiwelm02@gmail.com


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Etiwel Mutero works for the National University of Science and Technology,he holds a Bachelor of Science Honours Degree in Records and Archives Management through the Zimbabwe Open University and a National Certificate in Records and Archives Management from Kwekwe Polytechnic.You can contact him on 0773614293 or etiwelm02@gmail.com

Friday, May 8, 2015

Ted Wilson Coming to Chitungwiza Zimbabwe

Etiwel Mutero works for the National University of Science and Technology,he holds a Bachelor of Science Honours Degree in Records and Archives Management through the Zimbabwe Open University and a National Certificate in Records and Archives Management from Kwekwe Polytechnic.You can contact him on 0773614293 or etiwelm02@gmail.com

Ted Wilson Coming to Zimbabwe

Etiwel Mutero works for the National University of Science and Technology,he holds a Bachelor of Science Honours Degree in Records and Archives Management through the Zimbabwe Open University and a National Certificate in Records and Archives Management from Kwekwe Polytechnic.You can contact him on 0773614293 or etiwelm02@gmail.com

Tuesday, April 7, 2015

How information professionals match up to information policy development.

The information and knowledge society calls for skills in information policy analysis, design, implementation and evaluation. Librarians, Records Managers and Archivists as well as often information professionals need to be well versed in information policy analysis, design, implementation and evaluation to enable them to contribute effectively in information policy processes. In this paper the author is going to discuss how information professionals match up to information policy development.

Definition of terms
According to Mutongi K. (2012:4) Policy is a set of principles guiding decision making. It provides a framework against which proposals or activities can be tested and progress measured. Stueart and Moran (1994:42) asserts that, ideally, a policy contains a definition of the problem being addressed, a statement of goals (the desired state of affairs), and at least the broad outline of the instruments (approaches and activities) by which the goals are to be achieved. In actual practice, policy making is part of decision making. Policies, while they are usually expressed in positive terms, are essentially limiting in nature since they dictate courses of action and are aimed at preventing deviation from that norm. The School of Information and Library Science, University of Carolina defines policy as “The set of rules, formal and informal, that directly restrict, encourage, or otherwise shape flows of information. Information policy includes, literacy, privatization and distribution of government information, freedom of information access, protection of personal privacy, intellectual property rights and the like”.

Information professional had a major role to play when it comes to information policy development. Reding (2005) says library, managed by information professionals, is a district institution that plays prominent role in shaping the society closely driven and guided by information policy. The architecture of information provision stems out from this institution as it has the expertise in acquiring, disseminating, organizing and administering information. Thus information professionals are not only collectors but also stewards safeguarding the nation’s heritage which in turn assure quality of access for citizens.

It is only information professionals who are capable to deliver their expertise in monitoring, regulating, shaping and implementing activities such as trans-border data flow, national information system, information expert and profession, information system, information expert and profession, information skill, consent dissemination, laws related to books, data usage and distribution, reading campaign, information retention, public access, knowledge sharing, national bibliography, repository library, acquisition of foreign publications, availability of information and book access. With all this host of expertise the information professional is in a good position in formulating information policy.

Orna (2008) suggests the development of information policy be coordinated by an advisory committee representative of private sector, local government, academics and professionals related to library and information science. Nwosu and Ogboma (2010) says the role of library and information professionals is even pivotal in the development of information policy. The library and archives acts as gateways to the information resources on the global superhigh ways.

Kargbo (2007) argues that matters relating to information policies should be the responsibility of the library and the information professionals. The library had a policy to select, organize and disseminate information, in addition to handling issues related to it. According to Gill (2001) and Kargo (2007), as well as information providers, libraries need to be a developer. They play an instrumental role in the information policy making, especially national information policies.

Scholars in the field of information policy commonly use two approaches in the development of policies. Both general and specific approaches focus on economic, social and cultural activities (Gray 1988). An approach based on library and information policies can be seen clearly in the classification of information policy as advocated by Bustamante (2007). According to him, the information policy can be classified into eight groups. These are public access policies, the promotion of reading habits and control of book policy, science and technology policy, a policy regarding mapping and statiscal information, a policy pertaining to the general public accessing to government information, a traditional information policy; communication technology related policies, and societal information policy.

There are two functions in this context that library and information professionals could usefully perform. First, with the current economic climate, policy emphasis is on efficiency savings and information staff can show how good use of information can save money. Again, information professionals could articulate to government the value and benefits of information, both for itself and the public.

One of the functions of the library is the dissemination of information. The library is assumed to play a crucial role in policy implementation. Other than the library, there is no agency of government that has a wide knowledge of the social significance of the accumulated resources, of knowledge in the public domain. With this vast knowledge at the hands of information professionals, they are positioned to play an important role in the information policy development.

The library or information professionals had a duty to create awareness on the said policy, ensuring feedback on policies, educating the public on the new policy since information professionals are trained to relate to members of the public. The libraries can create consortia; it is only through co-operative endeavors and consolidated effort that government policies can be effectively implemented. No single committee, commission, agency or institution can single handedly ensure an effective implementation of any government policy. The library or information professionals can aid in the development of new policies by providing the necessary information on government policies which is turn aids the development of such policies as well as improving on the existing ones.

Conclusion
The author had discussed how information professionals match up to information policy development by having expertise to acquire, disseminate, organize and administer information, monitoring, regulating, shaping and implementing activities to do with information sharing. Information professional promote efficiency in savings and show how good use of information can save money for the government.


Bibliography
Barbara Buckley, Owen L. Matthews G, 2012 Journal of Information Policy, Information Policymaking in the UK; The Role of The Information Professionals, United Kingdom.
Paul T., Olaifa, Oluwakeni O, 2011, The Role of Libraries and Information Centres in Government Policy Implementation in Nigeria, LIP Journal, Nigeria.
Gray J. (1979), National Policies for Scientific and Technical Information: The United Kingdom” Journal of Information Science, USA.
Rowlands I. 1999, The Role of The Library in Modern Society”, Paper presented at CENL Conference.
Luxemburg 29 September 1999 (SPEECH/05/566)

Gill, 2001, The Public Library Service: IFLA/ UNESCO guidelines for development, the Hague IFLA and institutions.



Etiwel Mutero works for the National University of Science and Technology,he holds a Bachelor of Science Honours Degree in Records and Archives Management through the Zimbabwe Open University and a National Certificate in Records and Archives Management from Kwekwe Polytechnic.You can contact him on 0773614293 or etiwelm02@gmail.com

The relevancy of the National Archives Act for the management of websites and any related online information.

Roper and Miller (1999:1) listed the benefits of electronic records as resulting in increased access to information, flexibility in the creation and use of information, improved efficiency and effectiveness, increased economic and business opportunity and improved capacity for audit and compliance. It is these benefits that should make all organizations and states ensure that electronic records are managed properly and remain accessible. In this paper, the author is going to discuss the relevancy of the National Archives Act for the management of websites and any related online information.

The National Archives Act of Zimbabwe (1986) is an act of parliament published in 1986 enacted to provide for the storage and preservation of public archives and public records; for the declaration and preservation of protected historical records. The act was also enacted to repeal the National Archives Act (Chapter 309). On the other hand web definition of a website is “a location connected to the internet that maintains one or more web pages”. While online information simply means any information available or information which can be accessed through the internet.

According to the National Archives Act (1986) section 6 the word record is defined as “any medium in or on which information is recorded.”  Basing on this definition of a record one may be tempted to think that the management of electronic records is covered by the National Archives act of Zimbabwe. However, the author argues that the management of websites and other online information is not well covered by this act. Although the National Archives Act defines records defines the word record as any medium used to store information, the act do not give practical guidelines on how electronic records should be preserved despite the fact that the government is producing a lot of electronic records in form of websites, emails and other electronic records storage media such as compact discs etcetera.

The National Archives Act of Zimbabwe should have gone a step further to explain that the management of websites and other online information must comply with the ISO 16175-2;2011 named the “Information and documentation_ Principles and Functional Requirements for Records in Electronic Office Environments” and its part two titled “Guidelines and Functional Requirements for Digital Records Management Systems.”
The ISO 16175-2:2011 articulates a set of functional requirements for digital records management systems. These requirements apply to records irrespective of the media in which they were created and/or stored. The requirements are intended to define the processes and requirements for identifying and managing records in digital records management systems; define the records management functionality to be included in a design specification when building, upgrading or purchasing digital records management systems software etcetera. It should be noted that the national archives act of Zimbabwe excludes specifications on the design of websites and other online sources.


The National Archives Act again is unclear on the qualifications of the Director of the National Archives of Zimbabwe. We so happen to find out that the Director in not an information management practitioner but a historian who may not be in a position to advise or lead in the crafting of sound electronic records management policies. The National Archives Act of Zimbabwe should have given guidelines on how electronic records should be managed from agency level right up to the National Archives.

The standard Archives law should state how electronic files should be managed be managed. File naming is important part of any records management program. Thus the archives law of Zimbabwe should have emphasised on the capturing of electronic records metadata be captured and preserved with the records. The purpose of metadata as summarized by IRMT (1999:22-23 ) includes identifying records, authenticating records, administering terms and conditions of access and disposal, tracking and documenting uses of records, enabling access/location, retrieval and delivery for authorised use; and capturing in a fixed way the structural and contextual information needed to preserve the record’s meaning. Metadata can be defined as a set of data elements used to describe, represent, and manage information objects over time. It is unfortunate the National Archives Act is silent on the capturing of the records metadata.

The National Archives Act of Zimbabwe do not have electronic records readiness.Mnjama and Wamukaya as quoted in Ngulube (2012:89) says “ Given that African governments have largely operated in paper –based environments for very long time, the change process from paper to electronic systems is bound to be more complex than is often realised.” This clear in case of Zimbabwe by the way the National Archives Act was written, it does get into details on how electronic records must be managed. The act falls far short of giving any guidelines on how government websites should be managed or give any starndard guidelines on the building and maintenance of government websites.


National Archives Act of Zimbabwe should have included in its clauses that file naming policies of organisations should be straight forward and simple, scalable, unique; file names should be comprehensible and should make sense to users, not just the persons who created the file.  There must be policies to determine how to manage different reasons of the record.  Some of the organisation includes a version number in the file name.

The National Archives Act should have spelt out how emails should be managed in creating agencies up to the National Archives itself.  E-mail messages both sent and received, that provide evidence of a government transaction are considered public records.  Agency and local Record Officers must ensure that email is organised for convenient retrieval, maintained, and disposed of in accordance with an approved record retention and disposition schedule, and accessible as technology is upgraded or changed.

The effort to develop and implement an e-mail management policy is the responsibility of the National Archives together with each agency or locality and involves a cooperative effort between records management staff, administration, legal counsel, and information technology departments.  While IT is necessarily involved in many aspects of records management, such as server maintenance and destruction of backup tapes, creation and dissemination of e-mail management policy is the responsibility of the Records officer. The National Archives Act should have made room for e-mail management policy which spell out how e-mail is stored, archived and disposed.

The National Archives Act should have also direct web content Management.  Government web sites contain records that document public transactions just like paper records and, as a result, a web site must be retained like any other record because of the volatile nature of web sites, however, web record retention has remained a challenge for Archives and Record Managers across the country.  Static sits are uncommon, especially in government, where policies, procedures, and public notifications posted on web pages changes frequently.

The National Archives Act Zimbabwe must have specified how database are to be managed.  Databases must incorporate at least the following features if they are to be properly managed.  First databases must enable the user to take and store file off-line.  Second, databases must be able to identify records that have reached the end of their retention period.  Lastly, databases should have ability to allow users to attract records from the database for the purpose of disposal.

The National Archives Act should also have included on its clauses how electronic records should be preserved; the electronic records plans must consider the probability of hardware and software obsolescence and guarantee long tern access to records.  Proprietary software will eventually become obsolete as companies upgrade or stop producing the product altogether.

There are several approaches to electronic records preservation.  This includes emulation; emulator programmes simulate the behaviour, look, and feel other programs, thus preserving the functionality of the records in their original format without the necessity of saving the original equipment and software.  Other methods include encapsulation, migration, and conversion.

The last issue in the management of electronics is their storage.  The National Archives Act should have set out environmental conditions for the storage of electronic records such as floppy disks, compact disks, DVDs; USBs should be specified in the National Archives Act.

This paper had attempted to discuss how the National Archives Act can help in the management of electronic records.  It had discussed the management of emails, databases, web content, electronic files, electronic storage media and preservation of electric records.It is the view of the author that the National Archives Act falls far short from being an ideal act in the management of electronic records. The author concludes that the National Archives Act of Zimbabwe needs a complete overhaul in order for it to address electronic records management requirements.

References
Roper & Miller, (1999), Management of Electronic Records, IRMT, UN
Virginia Library, (An online document)
Sutton, Michael, (1996), Document Management for the Enterprise: Principles, Techniques and Applications, Wiley.
Thorpe, 1992, keeping Archives 2nd Ed, American society of Archivists.
Ngulube P,2012, National Archives 75 @ 30, 75 years of Archives Excellence at the National Archives of Zimbabwe, Harare, National Archives of Zimbabwe

Mutero E,2011, The Responsibilities of the National Archives in the Management of   Electronic Records.” Online, found on

http://archivesessays.blogspot.com/2011/08/responsibilities-of-national-archives.html accessed on 18/03/2015


Mutero E, 2011, The Flaws of the National Archives Act. Online found on http://ramsoz.blogspot.com/2011/05/flaws-of-zimbabwe-national-archives-act.html accessed on 18/03/15


Etiwel Mutero works for the National University of Science and Technology,he holds a Bachelor of Science Honours Degree in Records and Archives Management through the Zimbabwe Open University and a National Certificate in Records and Archives Management from Kwekwe Polytechnic.You can contact him on 0773614293 or etiwelm02@gmail.com