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 organization…Priscilla Emery

A REAL STORY Things that don’t get better - get worse. Ellen Sue Stern

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?

The MERGER story !

Merger of Unisa and Technikon SA Differences Overlaps Structures

Building blocks: Does Unisa fit the picture

Building blocks Does Unisa Fit the Picture Governance Compliance Business processes Risk management

Workshop: 3-4 March 2005

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

Workshop Old TSA RM program in place BUT RM policy Records centre –Imaging –project Formal archive Informal storage areas No formal filing system Retention schedule – BUT Disposal/ culling Formal R. keeping – semi/inactive recs. Many different media RM and Arch skills – BUT Authority/ power ?

S W O T analysis

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

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

Records management framework

SOME 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

Acts, continue Insolvency act Basic conditions of employment act Manpower training act Unemployment insurance act Wages act Labour relations act Higher education act

Where to start ? ! ! ! ! ! ?

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

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

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

Thank You!

Questions? Marié Botha Unisa: Florida