[kictanet] e-Discussion on Aligning records management with ICT e-government and Freedom of Information in East Africa

Thu Sep 8 05:16:05 EAT 2011

Dear Listers

Greetings. 

Kictanet will hold a 10 day e-discussion  on Aligning records management with ICT e-government and Freedom of Information in East Africa, a study conducted by International Records Management Trust (IRMT) and supported by IDRC . The study covered five Eastern African Countries namely Kenya, Rwanda, Uganda, Burundi and Tanzania. 

The findings are categories under three broad themes namely:

1.  Planning for Records Management Requirements in ICT systems,
2. Electronic Records and Citizens, and
3. Freedom of Information and Records Management.

Under each theme, three main concerns are identified as follows:

1.  Planning for Records Management Requirements in ICT systems

Lack of planning for records management requirements in ICT systems,

Lack of planning for records management functionality in ICT systems,

Consequences of the lack of planning for coordinated records management across systems.

2. Electronic Records and Citizens

Records Management Controls Protect Records as Evidence: erroneous information can become ‘authoritative’ source in the absence of original records.

Judicial processes are affected by the failure to address records management requirements.

Evidentiary value of electronic records: relying on electronic records before the law recognizes them as evidence put government and citizens at risk. If electronic records are to have value as evidence, the laws of evidence need to be reformed.

3. Freedom of Information and Records Management

Misconception of FOI in East Africa,

Inconsistence between Acts of Parliament, 

Record Keeping for freedom of information.

The e-discussion will start next week on monday September 12, and will end on September 23, 2011.

 Attached please find three papers for each them. They are 3 pages each. 

We look forward to another lively debate from listers not just from Kenya, but also Uganda, Tanzania, Burundi and Rwanda, as the research focused on the five countries. 

Below is the proposed programme:

Dates

Issue

Main Question

7/9

Announcement/Introduction of proposed e-discussion, provide papers to listers and request them to read in readiness for the debate

Theme

Planning for Records Management Requirements in ICT systems

12/9

Lack of planning for records management requirements in ICT systems

The lack of schemes of service and training programmes for records managers has been identified as a factor in the governments’ ability to manage their records in the electronic environment.  How can governments address this problem?

13/9

Lack of planning for records management functionality in ICT systems

The lack of co-ordination between systems has been identified as an issue by governments in the region. A number of agencies and boards have been established in each of the countries studied to address this lack of co-ordination. How is the lack of attention to records management impeding these agencies and boards from fulfilling their mandate to co-ordinate ICT implementation?

14/9

Consequences of the lack of planning for coordinated records management across systems

Standards have been developed internationally for introducing records management requirements in ICT systems. However, governments and standards bureaux in the East African region have not adopted/adapted these standards. Why is this the case, and what steps could be taken to support the introduction of good practice standards in the region?

Theme 

Electronic Records and Citizens

15/9

Records Management Controls Protect Records as Evidence: erroneous information can become ‘authoritative’ source in the absence of original records

The widespread misperception in government organisations in East Africa, that electronic records are inherently more secure than hardcopy records, is encouraging computerisation and digitisation that is not necessarily well-planned. How can the risks of overlooking records management issues during computerisation be highlighted to senior management within government?

16/9

Judicial Processes are Affected by the Failure to Address Records Management Requirements

Poor hardcopy records management has been cited as a cause of delays in judicial processes. Electronic records management is often expected to reduce these delays, but the research shows this has not been the experience of the courts in the EAC countries.  What steps could be taken to ensure records management inputs to computerisation and digitisation projects in the courts?

Weekend

17

18

19/9

Evidentiary Value of Electronic Records: relying on electronic records before the law recognizes them as evidence put governemtn and citizens at risk. If electronic records are to have value as evidence, the laws of evidence need to be reformed

Government organisations across the EAC are already creating electronic records of their decisions, actions and transactions with citizens, though the laws of evidence in the EAC countries do not recognise electronic records. Reform of these laws is the first step to ensuring that electronic records can be considered as admissible evidence in court. What steps could be taken to raise this issue with Law Reform Commissions and legislators?

Theme

Freedom of Information and Records Management

20/9

Misconception of FOI in East Africa

Given that the Kenyan Bill has been under consideration for four years, the Ugandan Act has not been implemented in the six years since its enactment, and there is no discernible plan to introduce Freedom of Information in Burundi, Rwanda and Tanzania, East African governments do not seem to be embracing FOI. What factors have caused this lack of enthusiasm?

21/9

Inconsistence between Acts of Parliament 

The conflicts between existing Acts of Parliament and new FOI laws need to be addressed, particularly the 30 year rule.   FOI laws may erode the powers of National Archives and contradict the provisions of existing Acts. What steps can be taken to highlight these issues to legislators, given that the recommendations of Law Reform Commissions and NGOs have not yet been acted upon?

22/9

Implications of government Record Keeping for freedom of information

Government organisations in the region are unprepared for the demands that FOI will place on records management services. Poor record-keeping may serve as an argument for delaying Freedom of Information enactment and the failure to implement Freedom of Information Acts. What strategies could be developed to synchronise Freedom of Information and records management initiatives?

Wrap Up

23/9

Conclusions and emerging Issues

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