SALGA CONVENES A RECORDS MANAGEMENT WORKSHOP IN MTHATHA
Posted: 20 May 2024
The Eastern Cape rolled out the second leg of the municipal records management workshops for municipal officials on 23-24 April 2024 at the Savoy Hotel in Mthatha.
The session, which was coordinated by SALGA Records Officer, Mrs. Liziwe Sinqana endeavoured to benefit municipal officials responsible for records management from Alfred Nzo District municipality, its local municipalities, and King Sabatha Dalindyebo LM. The workshop was also attended by representatives from the provincial archives and records management unit under the Department of Arts and Culture and Auditor General South Africa.
The scene setting for the session was delivered by provincial Finance and Assets manager, Ms. Tabisa Cutalele who emphasized the importance of proper records management in municipalities to avoid the loss of institutional memory and to also aid the Auditor General SA while conducting their annual audits.
The training sessions form part of the roll-out of the Local Government Records Management Toolkit that was developed by SALGA's Knowledge Management unit in partnership with the Auditor General.
The publication provides guidance to the sector on and creates an understanding of the role that records management plays in ensuring transparency, good governance, accountability, business continuity and service delivery in local government.
One of the key objectives of the workshop was to outline in detail the impact of poor or lack of records management in the municipal audit process. The aim was also to respond to questions and to also provide some high-level guidance in terms of adopting and implementing the tool kit.
DISRAC's Senior Archivist, Mr. Mvumisi Buwa said the aim of their unit was to assist municipalities to achieve clean audits by 2027, and these good platforms that can be used to share best practices to address noncompliance on records management. He commended OR Tambo DM and KSD for doing well in records management with Winnie Madikizela Mandela being exceptional. "I encourage other municipalities to learn best practices from these institutions, he added.
The purpose of the unit is to assist with inspection of record management systems in all government institutions. "Municipalities are discouraged from copying filing plans of other institutions without seeking permission from the senior archivist first", he emphasised. He then took the delegates through the process of how to compile a file plan for the organisation with each item having a well thought file description.
His colleague, Ms. Ndileka Vakalisa who works as an Assistant Director for Archives and records management services at DSRAC explained that the province has a records management policy that consists of 8 pillars, which municipalities are encouraged to align theirs to. "Unauthorized access in the records storage areas is prohibited irrespective of the position an individual holds in the organisation. Permission must always be requested for access of records for purposes other than official reasons", she said.
She implored responsible for the records management function to not move any records from the municipality without notifying the provincial archives office.
"It's important to install cameras and cctv cameras to mitigate any risks when it comes to the safety of records. Automated reporting tool must be reported on every semester, however noted that OR Tambo and Alfred Nzo are slightly legging behind on the implementation of the tool.
Mr. Lwandile Madalane, who is a Senior Manager at Auditor general SA presented the link between records management and the impact it has on municipal audit outcomes. "Without proper documentation, there can be no transparency in any institution. The integrity of an institution is often manifested through its record keeping practices", he said.
Mr. Madalane, outlined the benefits of effective records management which will assist with municipal performance and improve service delivery. Proper management of records can accelerate good governance practices and ensure that there is institutional memory within the organisation. "It will assist councils to make informed decisions as well as to achieve municipal strategic objectives and not forgetting to ensure improved audit opinions to mention just a few", he concluded.
Mr. Sakhumzi Mayekiso from the National Treasury/SECO (SWISS funded OINK programme), delivered a presentation that focused on enhancing municipal procurement, infrastructure management and innovative knowledge management. He also imparted knowledge on document management and municipal business processes designs best practices, with the view of improving municipal efficacy.
SALGA ICT Officer, Mr. Malungelo Mtati shared the strides that the organisation has been making to assist municipalities to embrace the digital space as an effective tool to enhance municipal service delivery endeavours. He said 24 digital maturity assessments have been done in the province as a result, the electronic document management systems is being piloted by SALGA.
He highlighted the need for municipalities to have Incident management systems to avoid cyber attacks that seem to be rife in the sector.
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