ROCKY MOUNTAIN HIGH IS NOT JUST A SONG

1
ROCKY MOUNTAIN HIGH IS NOT JUST A SONG!
Managing Complexities and Change. Strategies for
Success?
To some, managing records represents one of the
most boring and onerous business functions that
anyone could possibly undertake within an
organizationPriscilla Emery
2
A REAL STORY
Things that dont get better - get worse. Ellen
Sue Stern
3

• Agenda
• RM going wrong!
• The merger story.
• Workshop 3-4 March 2005!
• RM Building blocks do we fit the picture?.
• SWOT analysis
• Pressing weaknesses
• Strengths
• framework is it the way for the future?
• Where to start?

4
The MERGER story!
5

• Merger of Unisa and Technikon SA
• Differences
• Overlaps
• Structures

6
Building blocks Does Unisa fit the picture
7
Building blocksDoes Unisa Fit the Picture

• Governance
• Compliance
• Business processes
• Risk management

8
Workshop 3-4 March 2005
9
Workshop

• Some retention schedules BUT Disposal BU level
• Many different media - Scheduling

• Old Unisa
• No R Man
• No formal RM dept
• Records centre St files, finance, HR
• Formal archive BUT
• Fragmented storage areas
• No formal approved FS

10
Workshop

• Retention schedule BUT
• Disposal/ culling
• Formal R. keeping semi/inactive recs.
• Many different media
• RM and Arch skills BUT
• Authority/ power ?

• Old TSA
• RM program in place BUT
• RM policy
• Records centre
• Imaging
• project
• Formal archive
• Informal storage areas
• No formal filing system

11
S W O T analysis
12
SWOT - Weaknesses

• No Unisa RM program in place-
• Policies/ procedures and systems
• No Unisa RM
• No Unisa RM office identified
• Radical change at Unisa merger
• Fear
• Lost opportunities
• Insecurities
• Tension and Rivalry and Politics
• No consensus re the way forward for RM
• BU and different filing systems throughout UNISA
• Three different Technology systems in place

13
Strengths

• CONSENSUS
• RM and Archival skills existed
• Budget already allocated for RM

14
Records management framework
15
SOME OF MANY ACTS TO CONSIDER

• Promotion of access to information act
• Companies act
• Income tax act
• Value added tax act
• Customs and excise act
• Stamp duties act
• Prescription act
• South African Council of Educators act
• ECT act

16
Acts, continue

• Insolvency act
• Basic conditions of employment act
• Manpower training act
• Unemployment insurance
• act
• Wages act
• Labour relations act
• Higher education act

17
Where to start ? ! ! ! ! ! ?
18
Where to start 1

• Preliminary investigation
• How big is this elephant that we face? Or
• Drowning in paper? Don't
• know what to keep or for
• how long?
• Business activity

19
Where to start 2

• Select a steering committee
• Appoint and formalize the project manager
• Roles and responsibilities
• RM Policies
• Roll-out of the program
• Development Filing system
• Evaluate project plan

20
Where to start 3

• Champion from functional area role formalised
• Steering committee to consist of
• Staff with Archive and Records Management skills
• Legal representative
• Finance representative
• Internal Audit
• IT/ ICT
• QA
• Student administration
• SBL representative

21
Thank You!
22
Questions? Marié Botha Unisa Florida 011 471
2439