Recordkeeping practices at Qalakabusha and Westville correctional facilities, Kwazulu-Natal, South Africa
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Date
2021
Journal Title
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Publisher
University of Zululand
Abstract
This study investigates the management of records in the correctional facility context, with Qalakabusha and Westville Correctional Facilities as the contextual setting. There has been a number of recordkeeping related issues which have negatively impacted both offenders and correctional facilities. The study thus sought to look into the recordkeeping practices of Qalakabusha and Westville Correctional Facilities so as to establish the current status of recordkeeping and to determine where these types of issues emanate from. In doing this, the study comparatively examined the types of records which are kept, the information systems used for the management of records, the policies, procedures and guidelines in place for recordkeeping, the challenges hindering the effective management of records, and the suggestions made by the records keeping staff. The study relied on the qualitative approach and adopted the case study (Multiple case) as the research design. Correctional officials who work with records were interviewed as part of the data collection for this study and they were selected by use of purposive sampling. Observation and document analysis were also used as data collection instruments while thematic analysis was used for data analysis. The interpretation, discussion and summary of findings from Qalakabusha and Westville Correctional Facilities were done concurrently and then conclusions were drawn. The study revealed that, proper recordkeeping is not prioritized at Qalakabusha and Westville Correctional Facilities; this was demonstrated by the various record classes and the nonexistence of recordkeeping policies, procedures and guidelines as well as the absence of formal training for the staff on recordkeeping. Both Qalakabusha and Westville Correctional Facilities use an Admission and Release (A&R) system for managing records, which is why electronic records are more dominant than paper records in both correctional facilities. Records are only classified by means of an alphanumeric system which consists of numbers and alphabets, and also prison numbers at Qalakabusha and Westville Correctional Facilities. Even with the presence of the A&R system, challenges concerning the loss, misplacement and insecurity of records are still prevalent both at Qalakabusha and Westville Correctional Facilities. There is still an abundance of paper records which are kept in shelves, wooden racks, ii cabinets and strong rooms in both facilities, while the records strong room at Westville Correctional Facility remains hazardous because of water leaks. The study recommends that recordkeeping must be prioritized at Qalakabusha and Westville Correctional Facilities through the development of policies, procedures and guidelines that will govern the management of records and also through the provision of formal recordkeeping training for the staff.
Description
The dissertation submitted in fulfilment of the requirements for the award of the degree of Masters degree in the Department of Library and Information Studies, Faculty of Arts at the University of Zululand, 2021