Discharging Records Management Activities Using Artificial Intelligence at the Council for Scientific and Industrial Research, South Africa

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Chapter 1

Abstract

Artificial intelligence has been highly dominant universally in the wake of the Fourth Industrial Revolution. The Fourth Industrial Revolution has to do with the application of Internet of things, cloud computing, big data, blockchain technology, intelligent robotic machines, and artificial intelligence for the management of records. Artificial intelligence can be used to perform records management activities faster than human intelligence. The study sought to investigate how records management activities can be discharged using artificial intelligence at the Council for Scientific and Industrial Research in South Africa. The study investigated the state of records at Council for Scientific and Industrial Research and identified records management activities that can be managed through artificial intelligence and intelligent robotic machine. Convergent mixed-methods research was conducted, and data were collected using interviews and questionnaires. Data were analysed thematically and statistically and presented in tables and figures. The study reveals that artificial intelligence can be used to discharge records management functions at the Council for Scientific and Industrial Research throughout the life cycle of records, which includes the creation, digitisation, classification, storage, maintenance, and retrieval of records. The study proposed a framework that may assist the Council for Scientific and Industrial Research to use artificial intelligence for records management in support of service delivery. It is hoped that the framework proposed may serve as a benchmark and guideline for the implementation of artificial intelligence in archives and records management industry.

Introduction and Background of the Study

Artificial intelligence has become increasingly prevalent throughout the world as a result of the Fourth Industrial Revolution. The Fourth Industrial Revolution refers to global changes that enable people to move in digital environments and online spaces, and to use interrelated technologies such as blockchain technology, big data, cloud computing, robotic machines, the Internet of things and the web of things to manage their lives.

Archivists and records management practitioners can apply disruptive technologies such as artificial intelligence to overcome the challenges presented by archives and records management in South Africa. Disruptive innovations such as artificial intelligence are affecting the archives and records management industry. The technologies that have become available as a result of the Fourth Industrial Revolution offer solutions to problems experienced in the archives and records management sector. The application of artificial intelligence affects the whole library and information science industry, as robotic machines are used to perform library services. For example, a robot called Libby has been acquired by the library of the University of Pretoria to provide reference and information services to students. Institutions across the world consider using artificial intelligence to perform several archives and records management functions that are presently performed by individuals. Such functions would include records classification, digitisation, storage and retrieval. Artificial intelligence can ensure that records are safely stored in a cloud facility, protected by encrypted security codes and easy to retrieve.

Hence, this study investigates the records management activities that can be discharged through artificial intelligence at Council for Scientific and Industrial Research. A framework is proposed on how artificial intelligence can be applied to discharge the records management activities at Council for Scientific and Industrial Research. Council for Scientific and Industrial Research is an African research and innovation institution that its head office is in Pretoria, South Africa. Council for Scientific and Industrial Research receives enormous number of records from various institutions such as the Department of Science and Technology and Armscor in South Africa. Council for Scientific and Industrial Research generates records through research projects that are conducted across the world. Various intervention has been made to ensure that records are managed effectively at Council for Scientific and Industrial Research.

Problem Statement

Purpose and Objectives of the Study

Literature Review

Research Methodology

Findings of the Study The CSIR's Current Records Management Activities

Records Management Activities that may be Performed Using AI

Discussion of the Results

The CSIR's Current Records Management Activities

Records Management Activities that can be Performed Using AI

Conclusion

Recommendations

Proposed Framework

Overview

The research explores how AI can streamline records management at CSIR, proposing a framework that utilizes AI for records creation, digitization, classification, storage, and retrieval. It aims to address current inefficiencies in records handling and sets a benchmark for AI implementation in the industry.

Key Points

1AI can enhance records management activities at CSIR
2A mixed-methods research approach was used for data collection
3The proposed framework offers guidelines for effective AI implementation
4The study addresses inefficiencies in current records management practices
5The findings suggest AI could significantly improve service delivery in archiving and records management.

Details

Authors: Mashilo Modiba, Patrick Ngulube, Ngoako Marutha
Category: Technology and Engineering

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