• +27 (43) 492 1487
  • customercare@ecsrac.gov.za
  • No. 5 Eales Street, Qonce, Eastern Cape
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Records management Unit

Records management Unit

The records management unit is responsible for coordinating, managing and ensuring implementation of records management within governmental bodies in the province. We are also responsible for promoting better record-keeping practices as well as accomplishing specific records management functions.

 

Functions

  • Collection of audio-visual material and non- public records.
  • Facilitate records management trainings.
  • Issuing of records management publications.
  • Providing technical guidelines regarding formulation of records management policies and procedures.
  • Reviewing and approving records classification systems.
  • Facilitating records management sessions and workshops.
  • Inspection of client offices to evaluate records management practices.
  • Issuing records management directives.
Records Management Principles

Accountability

Transparency

Integrity

Availability

Authenticity

Reliability

Retention

Disposition

Life cycle of a Record

Repository Management Unit

The Repository Management Unit is responsible for executing and managing archives repository services at the repository, including the Records centre. This unit is also responsible for managing research and proper preservation of archives records as well as managing specific repository management functions like:

  • Facilitate Archival collection development.
  • Develop policies, procedure manuals and monitor the implementation.
  • Manage reference services, reading room services, telephonic/written and e-mail requests.
  • Coordinate description and containerization of archives records for safe preservation.
  • Manage and supervise Repository operations, including Records centre.
  • Digitisation of records and participation to AtoM (Access to Memory).

Outreach and Oral History Programmes Unit

This unit is responsible for creating and promoting awareness about Archives and Records Services for the purpose of introducing the concept and custom of archiving to the community at large. Fundamental to this unit’s functions are these responsibilities:

  • Managing Oral History Programmes.
  • Managing Audio-visual Archives Service.
  • Identifying training needs and coordinating trainings related to the programme for the Archives staff.
  • Stakeholder engagement.
  • Assist inter-repository co-ordination of operations and Special programs.
  • Develop policies and procedure manuals and monitor the implementation.
  • Collect, record and document people’s experiences and undocumented history neglected in the past.
  • Collect audio-visual material from government Departments.