An assessment of the recordkeeping functionalities of the Namibian Court Information System (NAMCIS) at the Office of the Judiciary
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Date
2022
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Publisher
University of Namibia
Abstract
This study sought to assess the recordkeeping functionalities of the Namibian Court Information System (NAMCIS) to determine the efficiency and/or loopholes in the functions and the management of the system. The assessment was guided by the Modular Requirements for Records Systems, standard (MoReq2010) and the IRMT guidelines for integrating records management procedures into ICTs (Information Communication Technologies). The objectives of the study were to: evaluate the standards and procedures used to capture, store, retrieve, disseminate and retain records in NAMCIS; establish the benefits and challenges associated with NAMCIS; determine the knowledge and skills of the people who are responsible for managing the system, and; recommend ways in which NAMCIS can be optimised for the benefit of all users. The study adopted an interpretivism paradigm that aims at understanding individuals’ subjective experiences and their interpretations of the world around them. A qualitative research design was adopted, using a case study. The target population was the Khomas Region employee cohort of the Office of the Judiciary. Non probability purposive sampling was used to select four (4) IT personnel, six (6) chief legal clerks, fourteen (14) court clerks, seven (7) magistrates, and nine (9) prosecutors. Data were collected through face-to-face interviews, observations and document review. Descriptive narratives were used to analyse data through content analysis. The major findings from the study revealed that although NAMCIS had adequate security measures, it was outdated and it did not meet all the mandatory functional requirements of an electronic recordkeeping system due to the fact that, it was acquired as a transactional system. It was also discovered that, the implementation process was not guided by records management professionals or internationally recommended records management standards. This study therefore concludes that NAMCIS is outdated and ii incompatible with new software and hardware. The study recommends that: a retention and disposal schedule should be implemented to determine how long information must be retained on the system; a policy framework should be developed to enable the Office of the Judiciary to manage electronic records kept in NAMCIS according to recommended records management standards; end-users should be trained regularly; and the Office of the Judiciary should liaise with Office of the Prime Minister (OPM) (Department of EDRMS) and the National Archives of Namibia, on the improvement of the system’s technicalities. This research builds on the knowledge of electronic recordkeeping systems in general, and in particular, NAMCIS.
Description
A thesis submitted in fulfilment of the requirements for the Degree of Master of Arts (Records and Archives Management)
Keywords
Court records, MoReq2010, Electronic Records Management System, Recordkeeping, Recordkeeping Functionalities, NAMCIS