The state of digital records preservation in South Africa's public sector in the 21st century : a literature review

Abstract

This study aims to assess the status of the digital records preservation practices in the South African public sector at the national department level. It set out to establish to what extent digital preservation policies have been implemented in South Africa’s public sector, to determine the related skills and competency of public sector staff, and to make any necessary recommendations of the basis of the results.</jats:p> </jats:sec> <jats:sec> <jats:title content-type="abstract-subheading">Design/methodology/approach</jats:title> <jats:p>A content review of Southern Africa literature dealing with the preservation of digital records, its importance and related factors over the past 20 years was conducted.</jats:p> </jats:sec> <jats:sec> <jats:title content-type="abstract-subheading">Findings</jats:title> <jats:p>The current state of preservation of South African digital records suggests serious consequences of existing knowledge and training gaps. Addressing those gaps may provide the knowledge needed to support new ways of working. Records management professionals in the South African public sector at the national department level are currently ill-equipped to adequately preserve digital records. This complicates the application of tools offered by the information and communication technologies that have resulted in increased creation of digital records.</jats:p> </jats:sec> <jats:sec> <jats:title content-type="abstract-subheading">Research limitations/implications</jats:title> <jats:p>The study was limited to only the public sector of South Africa.</jats:p> </jats:sec> <jats:sec> <jats:title content-type="abstract-subheading">Practical implications</jats:title> <jats:p>The study makes practical implications concerning the policy framework for improving the state of digital preservation in South Africa so as to ensure long-term preservation of digital records. For instance, government departments are recommended to formulate and implement in-house policy frameworks, guidelines and plans that address digital preservation of records.</jats:p> </jats:sec> <jats:sec> <jats:title content-type="abstract-subheading">Social implications</jats:title> <jats:p>Sufficient funding and resource allocation ought to be provided to advance electronic records management programmes. In addition, the formulation of proper strategies needed to preserve digital records should incorporate technological tools and media software in the existing operations for the creation, capturing, appraising and preserving of digital records.</jats:p> </jats:sec> <jats:sec> <jats:title content-type="abstract-subheading">Originality/value</jats:title> <jats:p>This study offers informed recommendations to address the challenges of preserving digital records in South Africa so that future losses may be avoided and allow readers to see changes over the 20-year period.</jats:p> </jats:sec>