Chapter Five: Findings and Strategies for EDRMS Implementation

# Chapter Five: Discussion of the Findings and Conclusion ## 5.1 Introduction This chapter discusses the findings from the research conducted on assessing the state of preparedness of the National Archives of Zimbabwe (NAZ) in implementing an Electronic Document and Records Management System (EDRMS). The findings are examined in relation to the research objectives: evaluating NAZ’s current infrastructure and policies for EDRMS, investigating the impact of prolonged EDRMS implementation on multicultural heritage preservation, and identifying strategies for successful EDRMS implementation and enhancement of NAZ’s preparedness. ## 5.2 Discussion of Findings ### 5.2.1 Evaluation of Current Infrastructure, Resources, and Policies The research revealed that while NAZ has made some strides towards digitization, the current infrastructure and resources are inadequate to support a fully functional EDRMS. Key findings indicate that: - **Technological Infrastructure**: There is a significant gap in the technological infrastructure required to support EDRMS. The current systems in place are outdated, and there is a lack of modern technology such as high-capacity servers, advanced scanning equipment, and dedicated software for records management. - **Human Resources**: The personnel at NAZ exhibit a diverse range of capabilities, but there are insufficiently trained staff specifically for managing EDRMS. Furthermore, the existing training programs do not cover the latest technological advancements and best practices in electronic records management. - **Policies and Procedures**: While there are policies regarding records management at NAZ, they are not comprehensive and fail to directly address the intricacies of managing electronic records. The current policies are largely based on the management of physical records and have not been updated to incorporate digital advancements. ### 5.2.2 Impact of Prolonged EDRMS Implementation on Multicultural Heritage Preservation The investigation into the impact of prolonged EDRMS implementation on multicultural heritage preservation highlights several critical issues: - **Risk of Data Loss**: The prolonged implementation of an EDRMS increases the risk of data loss due to reliance on physical records that are susceptible to deterioration, theft, and damage. Important documents pertaining to Zimbabwe’s multicultural heritage are at risk. - **Access and Retrieval**: The current system makes the retrieval of records time-consuming and inefficient. This inefficiency hampers the accessibility of information related to multicultural heritage, which is vital for research, education, and cultural preservation. - **Cultural Sensitivity and Representation**: A delayed implementation of EDRMS fails to address the cultural sensitivity and accurate representation of diverse records. Properly managed electronic records can ensure that all aspects of Zimbabwe’s multicultural heritage are preserved and accurately represented. ### 5.2.3 Strategies for Successful EDRMS Implementation From the analysis, several strategies emerged as vital for the successful implementation of EDRMS at NAZ: - **Infrastructure Upgrades**: Immediate investment in modern technology, including high-capacity servers, advanced scanning technology, and comprehensive EDRMS software, is essential. - **Training and Capacity Building**: Continuous professional development programs tailored to EDRMS need to be instituted for the staff. Collaborations with institutions that offer specialized training in records management can enhance the staff's competencies significantly. - **Updating Policies**: Policies and procedures must be updated to provide a robust framework for EDRMS. This includes drafting and implementing comprehensive policies for digital records preservation, data security, and accessibility. - **Stakeholder Engagement**: Engaging key stakeholders, including governmental bodies, cultural institutions, and the public, is crucial. Their involvement can foster a supportive environment for the implementation of EDRMS and the preservation of multicultural heritage. - **Pilot Projects**: Introducing pilot projects to test the effectiveness of EDRMS in selected departments or sections can help identify potential challenges and allow for adjustments before a full-scale implementation. ## 5.3 Conclusion This study assessed the preparedness of the National Archives of Zimbabwe in implementing an Electronic Document and Records Management System and the implications for multicultural heritage preservation. The findings indicate that although NAZ has made initial steps towards digitization, significant gaps remain in infrastructure, resources, and policies. The prolonged implementation of EDRMS poses risks to the preservation of multicultural heritage, highlighting an urgent need for comprehensive strategies to enhance NAZ's preparedness. The proposed strategies—upgrading infrastructure, boosting training and capacity, updating policies, engaging stakeholders, and conducting pilot projects—are critical steps towards achieving a successful EDRMS implementation. A concerted effort in these areas will not only facilitate the efficient management of records but also safeguard Zimbabwe's rich and diverse cultural heritage for future generations. # References [Here you should insert your references, formatted according to your institution’s requirements, such as APA, MLA, Chicago, etc. Be sure to include all sources you cited in your dissertation.]