Without a proper file plan, there will be no records to manage says DDG Hartmann

The Gauteng Department of Social Development

Deputy Director-General (DDG) for Support Services, Amanda Hartmann has encouraged

the Records Management Team to be aware of the policies, procedures, and tools

for managing records.

She also stressed that the team should be

capable to apply them consistently to all records.

Hartmann was speaking during the Records

Management Indaba held at Birchwood Hotel and Conference Centre in Boksburg,

Ekurhuleni on Tuesday.

She said records management is the

heartbeat of any organisation, and without proper file plans, there will be no

records to manage.

A comprehensive Records Management is

fundamental for good governance, effective and efficient administration. It

forms the basis for formulating policy, managing resources and delivering

services to the public, and provides a basis for accountability and protecting

the rights of individuals, she said.

She added that the indaba was aimed at

moving the Department towards a paperless records management environment.

We are very grateful to be working with

our sector departments such as the Gauteng Provincial Archives and E-Government

who will assist us in ensuring that our documents are efficiently and securely

managed at a centralised repository and will provide fast, reliable, retrieval

of access to information and will also mitigate the risk of fire associated

with documents that are not safely kept, said Hartmann.

The indaba was divided into three (3)

commissions, namely: infrastructure plans, future of records, and information


One of the key priorities that emanated

from the commissions was that a report must be compiled and resolutions be

categorised into short-term and long-term plans.

Director for Auxiliary Support Services,

Thandaza Dlulane said the Department must resuscitate a Records Management

Forum that will represent the interests, needs and challenges of respective

Regions and Institutions, and endeavour to identify solutions and

recommendations, which will meet the needs of all members of the forum.

Source: Gauteng Province