Page 12 - Professorial Lecture - Prof Nengomasha

administration, the challenge highlighted is outdated technology.

Significantly glaring from the reports is that there is no mention of the management
of digital records. This is worrying as the National Archives should be providing
guidance to the public service on the management of electronic records.
Similarly, is the absence of evidence of harnessing technology to provide online
access and reference services. One can conclude that whilst the National
Archives is managing to address its mandate in terms of the traditional records
management programme, it is yet to transform the records management
programme and archives administration in line with the digital environment. A
study by Uahengo (2022) in one of the Government Ministries reported a system
meant to manage records but lacking records keeping functional requirements
such as retention schedules, signifying a lack of input at the development stage
of these systems by records management staff. The same study reported a lack
of awareness and training of staff on the management of electronic records.
This supports Note (2020) who argues that the current challenge in archives and
records management is the development of new skills to expedite the transfer of
digital files and to evaluate file format longevity and authenticity (Note, 2020).

4. Impact of ICTs on records and archives management

Transformation is a dramatic change in form, nature or appearance. One factor
which has led to transformation is the use of information and communication
technologies. Benioff (n. d., para. 5), in explaining the differences between
digitization, digitilisation and digital transformation, captures well the essence
of records management and digital transformation, “from paper and pencil
record-keeping to world-changing businesses built on the backs of digital
technologies?” Digitisation is the conversion of information from analogue to
digital, such as changing hard copy archives to digital copies. Digitilisation is
the adoption of digital technologies for business processes. Examples of these
are the use of cloud computing, blockchain, artificial intelligence (AI) and to
store, distribute and analyse information and documents. Digital transformation
is mostly associated with the need to use new technologies to stay competitive
in the Internet age (Mergel et al., 2019). It is about using digital technologies to
create new or modify existing business processes to enhance performance and
service. Digital transformation in the public sector means new ways of working
with stakeholders, building new frameworks of service delivery and creating
new forms of relationships (European Commission, 2013). As with other countries,
Namibia’s adoption of e-government is testimony to this.

Prof. Cathrine Nengomasha | Professorial Lecture 12