Chapter 13 Information management, monitoring, evaluation and decision support

4 Strategic recommendations 4.1 Information management strategy 4.1.3 Recommendation 3: Eliminate dependence on physical data registries

Digitise data Gradually, though hard-copy records are invaluable, the organisation should strive towards reducing its reliance on physical file libraries and registries as a major source of information for decision-making. Data should be made available in digital format. Hard-copy data degrades over time and is generally more expensive to store and keep safe. Accessing and sharing non-digital data is far more difficult than accessing and sharing data stored on server-based file systems. Backups of data are much easier to create digitally and they can be stored off-site. DLA's GITO should be in charge of supplying file storage services via a departmental file server, i.e. storage space and controlled access. Improve registry management As DLA proceeds to digitise its data, it is also important that the Department implements and enforces an indexing procedure for physical file registries at all locations where hard-copy information is stored (PLROs and RLCCs). Both electronic and hard-copy public records need to be filed and managed in terms of the National Archives and Records Service of South Africa Act which is applicable to all governmental bodies. Section 1 of the Act defines public records as ‘a record created or received in a governmental body in pursuance of its activities, regardless of form or medium'. Establish and enforce user access protocols The DLA must establish firm protocols of access control according to various user roles. System administration will be the official responsibility of the designated SIS Unit (responsible systems administrator and IT support team) and the latter will work in close conjunction with DLA's GITO office. These access controls will need to be closely monitored to ensure integrity of data and compliance with protocols by authorised users.