Assessing Zimbabwe's National Archives' Preparedness for Implementing ERMS: Implications for Heritage Preservation

Chapter Five: Analysis and Implications of Preparedness for Implementing an Electronic Records Management System in the National Archives of Zimbabwe Introduction The implementation of an electronic records management system (ERMS) is critical to modern archives management, ensuring the safekeeping and accessibility of records in an increasingly digital world. This chapter presents an in-depth analysis of the state of preparedness of the National Archives of Zimbabwe (NAZ) to implement ERMS and the implications for multicultural heritage preservation. It draws on the findings discussed in the previous chapters, supported by scholarly views, to provide a comprehensive understanding of the current situation and actionable recommendations for future progress. Assessment of Preparedness To assess the state of preparedness, it is crucial to evaluate NAZ in terms of infrastructure, human resources, policy framework, and stakeholder engagement. Firstly, infrastructure readiness is paramount. According to Duranti (2017), robust technological infrastructure, such as high-capacity servers, secure storage solutions, and reliable backup systems, is fundamental for the successful implementation of an ERMS. The research findings indicate that while NAZ has initiated steps towards upgrading its technology, the pace and scale of these upgrades remain insufficient. The core infrastructure needs enhancement to handle large volumes of digital records efficiently and securely, posing a significant vulnerability to the preservation of Zimbabwe's multicultural heritage. Human resources also play a critical role. The literature, notably from Shepherd and Yeo (2003), underscores the importance of skilled personnel in managing ERMS. The current staff at NAZ exhibits commendable commitment but lacks the necessary training and expertise in advanced electronic records management. The deficit in skills and continuous professional development opportunities impedes the comprehensive deployment of ERMS, highlighting a gap that needs urgent addressing to safeguard heritage digitally. Policy frameworks are another cornerstone. Vangen and Huxham (2013) articulate that well-defined policies and procedures provide the roadmap for successful ERMS integration. The absence of a robust policy framework at NAZ, underscored by ambiguous guidelines and insufficient regulatory enforcement, exposes the management of records to inconsistencies and legal vulnerabilities, jeopardizing efforts to maintain the integrity of multicultural archives. Finally, stakeholder engagement is essential. Innes and Booher (2010) argue that effective records management systems hinge on collaborative efforts among various stakeholders, including government agencies, archival institutions, and the general public. The research reveals that NAZ's engagement with stakeholders has been sporadic and lacks a cohesive communication strategy. Enhancing these partnerships is pivotal for resource mobilization, policy support, and collective action towards preserving Zimbabwe’s diverse cultural heritage in the digital age. Implications for Multicultural Heritage Preservation The current state of preparedness of NAZ in implementing an ERMS has far-reaching implications for the preservation of Zimbabwe’s multicultural heritage. Sukhdev and Esposito (2013) suggest that digital preservation methods offer unparalleled opportunities for the long-term safeguarding of cultural records against physical degradation, natural disasters, and anthropogenic threats. Inadequate preparedness in ERMS implementation not only risks the loss of digital records but also undermines efforts to document and promote Zimbabwe’s rich cultural diversity. Masanes (2006) emphasizes the significance of comprehensive metadata standards and archival descriptions in maintaining the cultural context and accessibility of digital records. The lack of standardized procedures and insufficient technical know-how at NAZ threatens to disconnect records from their original context, potentially distorting historical narratives and cultural identities. Collaboration with international bodies, such as UNESCO and ICA, is crucial. As articulated by Nengomasha (2009), these organizations offer support in terms of guidelines, funding, and capacity-building initiatives essential for the transition to ERMS. NAZ’s engagement in such global networks has been limited, suggesting the need for more proactive international cooperation to enhance local archival practices and align them with global standards. Moreover, the adoption of ERMS can significantly enhance public access to the archives. Shepherd and Yeo (2003) highlight that electronic systems facilitate better retrieval, dissemination, and sharing of information, promoting transparency and educational access. NAZ’s gradual move towards digitization must be accelerated to provide inclusive access to all Zimbabweans, fostering a sense of shared heritage and national identity. Conclusion and Recommendations The analysis underscores that while NAZ has made initial strides towards ERMS implementation, considerable gaps persist across infrastructure, skills, policy, and stakeholder engagement. Addressing these deficiencies is critical not only for safeguarding digital records but also for ensuring the preservation and promotion of Zimbabwe's multicultural heritage. Moving forward, NAZ should prioritize the enhancement of its technological infrastructure, invest in capacity-building initiatives for staff, establish a robust policy framework, and foster collaborative relationships with both local and international stakeholders. By doing so, the National Archives of Zimbabwe can position itself as a leading institution in the digital preservation of cultural heritage, ensuring the protection of its rich and diverse history for future generations. Putting these measures into practice will require concerted efforts and sustained commitment, but the benefits in terms of preserving Zimbabwe’s multicultural heritage through advanced electronic records management will be immense and far-reaching.