Research Reports

The IRMT has delivered a continuous research programme over the last decade with the aim of developing an ever deepening understanding of the issues affecting the management of essential public sector records in the electronic environment. All of the IRMT’s research reports can be downloaded without charge.

Fostering Trust and Transparency in Governance: Investigating and Addressing the Requirements for Building Integrity in Public Sector Information Systems in the ICT Environment (2006 to 2008)

The project involved conducting seven case studies and carrying out consultations with stakeholders in the fields of public administration and records and information management, primarily representing the eastern and southern African region. Drawing on these findings, the project developed five training modules on electronic records management and related resource materials, a set of good practice indicators and three route maps for moving from a paper-based to an electronic information environment in a safe and secure manner.

Training in Electronic Records Management (TERM)

Module 1: Understanding the Context of Electronic Records Management
Module 2: Planning and Managing an Electronic Records Management Programme
Module 3: Managing the Creation, Use and Disposition of Electronic Records
Module 4: Preserving Electronic Records
Module 5: Personnel Records as the Information Base for Human Resource and Payroll Management
Additional Resources for Electronic Records Management: This resource tool provides information about a range of resources available in the field of electronic records management and other relevant fields.
Glossary of Terms: The glossary defines terms relevant to records management, electronic records management, information technology and information systems within the specific context of the training modules and guidance materials.
Integrating Records Management in ICT Systems: Good Practice Indicators: This assessment tool defines internationally recognised good practices and links them to a set of performance indicators that can be used to measure whether the practices are being followed in integrating records management in ICT systems.
Route Maps: 1) Implementing Electronic Records Management; 2) Designing a Records Management Improvement Programme; and 3) Integrating Records Management in the Systems Development Cycle.

Case Study Reports

Lesotho: personnel records
Tanzania: personnel records
Zambia: personnel records
Botswana: land records
Sierra Leone: personnel records
Ghana: personnel records
India, State of Karnataka: e-government

Reports

Stakeholder Video Conference Meeting, June 2007

Notes of Stakeholder Video Conference

Educators’ Forum, Gaborone, July 2007

Stakeholder Conference Meeting, April 2008

Background Information

Evidence Based Governance Project (2002 to 2004)

This project involved consultations with government officials and records professionals from 38 developing countries through face-to-face, electronic and video conference meetings. It also carried out 13 case studies and developed two assessment tools: the Records Management Capacity Assessment System (RMCAS) and the E-Records Readiness Tool. In addition, it facilitated 9 video conferences across the Carribean, Africa, Asia and the Pacific that involved discussions on hte significance of records for electronic government, accountability and citizens' rights.

Records Management Capacity Assessment System

RMCAS 1.0 Records Management Capacity Assessment System (RMCAS): RMCAS is a three-part tool that maps capacity levels to statements of good practice in records management. It comprises a data-gathering element, a diagnostic model and a database of capacity building resources for records and information management. Information is gathered through structured interview questions for stakeholders and fed into the diagnostic model to produce reports representing strengths and weaknesses in records management infrastructure and systems. Graphical representations highlight areas where capacity building is required in relation to the life cycle or continuum of records, from their creation and capture, through their active life to ultimate preservation as archives or their destruction. They also highlight areas where capacity building may be needed in relation to the management environment of policies, procedures, skill and resources in which records are managed.
RMCAS User Guide
Flash Presentation on RMCAS

E-Records Readiness Assessment

E-Records Readiness Assessment Tool: This tool is designed to be used in conjunction with existing e-government readiness tools. The aim is to enable governments to conduct high-level assessments of key areas of e-records readiness in relation to other aspects of e-government and to determine whether the records and information management structure is capable of supporting e-government initiatives.

Case Studies

Chile: financial records
Nigeria: financial records
Tanzania: financial records
Vietnam: financial records
Burkina Faso: personnel records
Chile: personnel records
Tanzania: personnel records
Uttar Pradesh: personnel records
Argentina: legal and judicial records
Ecuador: legal and judicial records
The Gambia: legal and judicial records
Singapore: legal and judicial records
South Africa: legal and judicial records

Electronic Discussions

Project Reports

International Experience with Civil Service Censuses and Civil Service Databases (2001)

This project studied international experience of civil service censuses and civil service databases, within and outside the World Bank. Eight case studies were carried out across several continents to present a range of perspectives and draw lessons from international experience, including identifying some essential ingredients for success.

Report

Information for Accountability Workshops (2000)

The aim of the project was to develop a methodology to allow members of the public, civil society organisations, civil servants, politicians and records and information professionals to come together to improve access to government information. Two pilot workshops were held, in Tanzania and Ghana. The resulting methodology is available in the workbook. The Sourcebook makes available the background information gathered in developing the methodology and running the two pilot workshops.

From Accounting to Accountability: Managing Accounting Records as a Strategic Resource (1999)

The aim of the research was to provide a means of improving government financial accountability by strengthening accounting records systems. The project outputs included a reference model to integrate records management into accounting system reform projects and case studies from Namibia, Tanzania and Zimbabwe on the relationship between accounting records and financial management accountability.

Personnel Records: A Strategic Resource for Public Sector Management (1998)

This study explored the management of personnel records in paper and electronic format. It examined strategies for establishing control of personnel information systems in Uganda, Ghana and Zimbabwe, to illustrate different strategies adopted for implementing systems at different stages of implementation.

Report