Question 1

No, presidents should not interfere with the management of government records.**

Interfering with the management of government records compromises the integrity,

transparency, and accountability of democratic governance. Government records are a crucial
component of public administration as they serve to document decisions, preserve institutional
memory, and enable citizens to hold public officials accountable (Cox, 2006).

The role of officials responsible for records management—such as archivists and records officers
—is to ensure that records are preserved in accordance with legal and professional standards.
Their independence is vital to prevent political manipulation or the destruction of sensitive
information that may implicate government officials (Ketelaar, 2001).

Allowing presidents to interfere undermines the checks and balances essential in a democracy.
As Samuels (2018) points out, government archives must be maintained impartially to ensure
that future administrations, historians, journalists, and the public can access a truthful account
of past actions. The firing of such an official by President Trump, as reported by Watson (2025),
raises concerns about potential attempts to suppress or alter historical records to serve political
interests.

Furthermore, international standards such as the UNESCO Universal Declaration on Archives

(2011) emphasize that archival institutions must operate independently of political influence to
preserve human rights, support justice, and promote good governance.

Question 2

Based on the NARSSA definition of records management (2007:1), define the terms below with
examples:

1. Appraisal

Definition:
Appraisal is the process of evaluating records to determine their value and how long they should
be retained to meet legal, administrative, fiscal, and historical needs.

Example:
In a human resources department, employee performance reviews are appraised to determine
whether they have long-term value. While reviews from more than 5 years ago may no longer be
necessary for operational use, some may be kept longer due to potential legal proceedings or
internal audit purposes.
2. Disposal

Definition:
Disposal refers to the authorized destruction or transfer of records that are no longer required
for business use, according to an approved disposal authority.

Example:
In a finance department, petty cash vouchers from five years ago are shredded after they have
been reviewed and authorized for disposal, following the approved disposal schedule.

3. Retention

Definition:
Retention is the period during which records must be kept to fulfill administrative, legal, financial,
or historical obligations before they can be disposed of.

Example:
In a procurement department, records of supplier contracts are retained for a minimum of 7
years as per the organization's retention schedule to comply with audit and legal requirements.

4. Record

Definition:
A record is any information, regardless of form or medium, created or received and maintained as
evidence of an organization's activities and decisions.

Example:
An official email approving a new project budget is considered a record because it documents a
decision and may be needed for future reference or audit.

Application of These Concepts in the Workplace:

In my organization, records are created and stored in both paper and digital formats. For
example:

HR maintains personnel files (records) that are appraised periodically for long-term value.
After appraisal, files with no further value are disposed of securely.
Financial statements are retained for 5 years in accordance with the Financial Records Policy.
*Records such as board meeting minutes are kept permanently due to their historical
significance.

Question 3
Five South African Legislations and Five Policies/Regulations Guiding Records Management:

A. Five Legislations:

1. The Constitution of the Republic of South Africa (1996)**

Emphasizes transparency, accountability, and access to information in public administration.

Ensures citizens have the right to access information held by the state (Section 32).

2. Promotion of Access to Information Act (PAIA), Act No. 2 of 2000

Facilitates access to records held by government and private bodies.

Supports the right to information to promote transparency.

3. Protection of Personal Information Act (POPIA), Act No. 4 of 2013

Regulates the processing of personal information in records.

Influences how long personal data is retained and how it is disposed of securely.

4.National Archives and Records Service of South Africa Act (Act No. 43 of 1996)

Provides the framework for managing public records.

Governs appraisal, retention, and disposal through disposal authorities.

5. Public Finance Management Act (PFMA), Act No. 1 of 1999

Requires government departments to keep financial records that support accountability and
transparency.
Impacts how long financial records are retained and audited.

B. Five Regulations and Policies:**

1. NARSSA Records Management Policy Manual (2007)

Provides detailed guidelines for records management in public institutions.

Defines records lifecycle, retention, appraisal, and disposal processes.

2. Minimum Information Security Standards (MISS)

Sets out security requirements for managing classified and sensitive records.
 Influences storage, access control, and disposal of confidential records.

3. General Disposal Authorities (GDAs)**

Issued by NARSSA to public bodies to guide the authorized disposal of routine and non-
archival records.

4. Manuals on Records Classification Systems**

These guide the organization of records to facilitate retrieval and systematic disposal.

5. Policy on Digitisation and Electronic Records Management

Regulates the creation, retention, and disposal of digital records.

Ensures compliance with legal admissibility and authenticity standards.

Conclusion:
The effective management of records in South Africa is governed by a robust legal and policy
framework that ensures transparency, accountability, and the protection of both institutional
memory and citizens' rights. Records professionals must be familiar with these laws and policies
to ensure compliance and proper governance.

Question 4

Explain the relationship between appraisal, retention, and disposal as key components in the life
cycle of a record.

The relationship between appraisal, retention, and disposal is fundamental to managing records
effectively throughout their life cycle, from creation to final disposition. These three components
are interdependent processes that ensure records are managed in a systematic, legal, and
efficient manner.

1. Appraisal

Definition:
Appraisal is the process of evaluating records to determine their value —whether they have
administrative, legal, fiscal, or historical significance —and deciding how long they should be
kept.

Role in the life cycle:

Appraisal is the first step in determining how records will be managed over time. It identifies:
Which records should be preserved permanently (e.g., policy documents),
Which have temporary value and can be destroyed after a certain period (e.g., leave
applications),
And which should be transferred to an archival institution.

Example:
In a government department, policy files may be appraised as permanent, while draft reports
might be appraised as temporary.

2. Retention

Definition:
Retention refers to the period for which a record must be kept before it can be disposed of,
based on its appraised value and legal requirements.

Role in the life cycle:

Retention gives structure and control to how long records are stored:

Ensures compliance with **regulatory and legal requirements, such as tax or audit regulations,
Prevents premature destruction that could lead to legal or reputational risk,
Avoids over-retention that wastes storage space and increases costs.

Example:
Financial records may have a retention period of five years as required by the Public Finance
Management Act.

3. Disposal

Definition:
Disposal is the final step in the record's life cycle and involves either:

The destruction of records with no ongoing value, or

The transfer of records with historical value to an archival institution for permanent preservation.

Role in the life cycle:

Disposal:

Ensures records are eliminated securely and legally,

Supports data protection and privacy compliance (e.g., under POPIA),
Frees up resources by clearing outdated or redundant information.
Example:
After reaching the end of the five-year retention period, invoices are securely shredded under a
disposal authority.

Interconnected Relationship:

These three components are **sequential and cyclical** in nature:

Appraisal determines the retention period

The retention period dictates when disposal should occur;
Disposal actions are based on decisions made during appraisal.

Together, they form a complete and controlled process that:

Aligns records management with organisational and legal requirements,

Supports transparency, accountability, and audit readiness,
Reduces risk and ensures responsible stewardship of public and private information.

Conclusion:

Appraisal, retention, and disposal are interdependent pillars** of records management. When
implemented together effectively, they ensure that records are managed responsibly throughout
their life cycle—balancing operational needs, legal compliance, and the preservation of valuable
information. Without this relationship, organisations risk legal violations, data breaches, and the
loss of critical institutional memory.

Reference

References:

* Cox, R.J. (2006). *Archives and Archivists in the Information Age, The Scarecrow Press.
* Ketelaar, E. (2001). Tacit Narratives: The Meanings of Archives. *Archival Science*, 1(2), 131–
141.
* Samuels, H. (2018). *Who Controls the Past: Access to Government Archives and the Public
Interest*. Government Publications Office.

* UNESCO. (2011). *Universal Declaration on Archives*. International Council on Archives.

* Watson, J. (2025). Trump Fires U.S. Records Management Official. *Washington Political
Reviews
Records Management Society (RMS). (2008). A Guide to Retention Scheduling. United Kingdom:
Records Management Society.

Shepherd, E., & Yeo, G. (2003). Managing Records: A Handbook of Principles and Practice.
London: Facet Publishing

International Council on Archives (ICA). (2016). Principles and Functional Requirements for
Records in Electronic Office Environments. Retrieved from www.ica.org

National Archives and Records Service of South Africa (NARSSA). (2006). Managing Electronic
Records in Governmental Bodies: Policy, Principles and Requirements. Pretoria: Department of
Arts and Culture.