The Department of Education in the Eastern Cape has for years been struggling with lack of strong, reliable document management processes and systems. This necessitated the need to apply the necessary methodology and resources both financial and personnel to suitably deal with these challenges.
This gave birth to the Digital Records Migration project, launched in June 2016 across all 23 districts in the province. Departmental files needed to first be brought up to date with all outstanding and unfiled documents. Files needed to be checked for completeness in terms of the minimum national documentation standards. All critical records had to be audited to meet compliance standards.
The desired outcome is to have scanned electronic records that will be made available through structured access control mechanisms to all Education Offices in the province. The benefits of the project are as follows:
- Authentic, reliable and complete documentation compliant with NMIR standards
- Accessibility of documents in any office subject to security and access protocols • Improved business processes because authentic documentation will be a click away
- Changing of negative attitudes and perceptions about efficiencies
- Enhancement of litigation and audit processes due to the timeous availability of source documents
- A Public administration that promotes sustainable development
Employees are assured that the system will not alienate anyone as there is an after-care maintenance and training plan available. All districts will be able to view, print and import files. A training and skills transfer program will be implemented for users, including a 24-hour helpdesk that is already operational.
User Training will be in the form of administrator, user, management and follow-up training. Full and on-going training will happen at the Department’s training facilities across the province for new and relocated personnel. All relevant costs have been budgeted for.
There will also be a reliable maintenance plan. All the district offices including head office will be provided with an upgraded ICT connectivity that will enable operations of necessary IT Equipment. The technology for the Helpdesk will allow users to choose their preferred medium of communication e.g. e-mail, sms, voice, web, and fax or walk-ins.
The essence of the project is: We are upgrading our systems,We are Cleaning Up, Speeding Up, Facing Up!