Proficiency of records practitioners using artificial intelligence to enhance records management practices at the Gauteng Department of Education in South Africa

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Chapter 1

Abstract

Purpose - This study aims to examine the proficiency of records practitioners in using artificial intelligence to enhance records management practices at the Gauteng Department of Education in South Africa.

Design/methodology/approach - This study utilised a convergent mixed-methods research approach, using interviews and questionnaires for data collection. Analysis of the collected data involved both verbatim and statistical methods, and the results were presented through tables and figures.

Findings - This study revealed that none of the Gauteng Department of Education records management practitioners had the skills and competencies to manage records using artificial intelligence. However, the study also unveiled that the Gauteng Department of Education practitioners possessed foundational technical skills that could serve as a strong foundation for the introduction of artificial intelligence.

Originality/value - Therefore, the study proposed a comprehensive framework that can assist in upskilling records management practitioners to effectively manage records using artificial intelligence. This framework can be adopted by archives and records management institutions that are interested in leveraging artificial intelligence for effective records management.

Introduction and background

Records practitioners require appropriate skills to be able to use artificial intelligence to enhance the records management practices in various organisations. The skills required by records practitioners refer to the capability to use artificial intelligence to manage records effectively and efficiently. Artificial intelligence is a field of study that focuses on the development of specialised software machines designed to perform human tasks with improved efficiency and security. Artificial intelligence is one of the emerging technologies in the Fifth Industrial Revolution that can manage records effectively and efficiently.

The Fifth Industrial Revolution comprises the notion of harmonious human-machine interaction; it blends the best aspects of both worlds - humans and robots - collaborating to increase efficiency. Without proper skills, the records practitioners might be unable to use artificial intelligence for effective records management. However, artificial intelligence-skilled records management practitioners can leverage artificial intelligence to efficiently digitise and classify massive amounts of records quickly and accurately.

Once the records have been digitised and classified, the records management practitioners can then oversee the seamless transfer of the data to cloud storage. Furthermore, these practitioners play a pivotal role in supporting users in retrieving records effortlessly through various devices such as desktops, laptops or tablets. Artificial intelligence-skilled records management practitioners are crucial in ensuring the successful integration and utilisation of artificial intelligence in managing records effectively. Therefore, this study intended to investigate the skills required by records management practitioners to manage records using artificial intelligence.

The emergence of cutting-edge technological advancements driven by the Fifth Industrial Revolution has precipitated a notable surge in the need for archives and records managers to enhance their skills in response to transformative technologies. These innovative advancements have revolutionised the management of records,

prompting professionals in this field to continuously engage in upskilling and reskilling endeavours to effectively align themselves with these disruptive changes.

Fifth Industrial Revolution. Modiba's study confirmed artificial intelligence's potential to automate and streamline records management processes, offering benefits such as easy digitisation of records through artificial intelligence robotic machines, error reduction, improved retrieval speeds and optimised record classification and accessibility. However, the successful utilisation of artificial intelligence for records management hinges on records management practitioners possessing the necessary artificial intelligence skills and knowledge. Artificial intelligence skills are specific technical competencies that individuals possess to work effectively with artificial intelligence technologies and systems. The use of artificial intelligence in records management requires specialised skills and knowledge among records practitioners, enabling them to organise, store, index, archive and retrieve documents for administrative and research purposes. By acquiring artificial intelligence skills and staying updated with the latest artificial intelligence advancements, records managers can harness the full potential of artificial intelligence to enhance records management practices and support broader organisational goals.

Jaillant and Rees highlighted that insufficient skills pose a significant barrier to the wider implementation of artificial intelligence within archival and records management institutions. These findings imply that organisations, such as the Gauteng Department of Education in this context, will need to allocate substantial resources to enhance the capabilities of their workforce through upskilling initiatives. Hence, this study aims to examine the skills required for the utilisation of artificial intelligence to enhance records management practices at the Gauteng Department of Education in South Africa. The Gauteng Department of Education is a government department that is specifically responsible for overseeing primary and secondary education in the Gauteng Province of South Africa. Enshrined in the South African Constitution of nineteen ninety-six, the Gauteng Department of Education is entrusted with the constitutional obligation to ensure the provision of fundamental education to all learners in Gauteng. This study intends to investigate the skills required for records management practitioners to use artificial intelligence to manage records at the Gauteng Department of Education.

Contextual setting

Conceptual framework

Problem statement

Purpose of the study

Literature review

Computer proficiency

Artificial intelligence skills

Research methodology

Findings, discussions and recommendations of the study

Artificial intelligence skills

Participant discussion of the results

Artificial intelligence skills

Recommendation, proposed framework and conclusion

Proposed framework

Conclusion

Overview

The research investigates the lack of AI competencies among records management practitioners at the Gauteng Department of Education and proposes a framework for upskilling them in the effective use of AI for record management. The findings underscore the necessity of acquiring AI skills to enhance efficiency in records handling processes.

Key Points

1Records practitioners at the GDE lack the necessary AI skills for effective records management
2The study utilized a mixed-methods approach, combining interviews and questionnaires
3A framework for upskilling practitioners in AI is proposed to improve records management
4AI has potential benefits for digitization and classification of records at GDE
5Properly trained practitioners are essential for the successful integration of AI in records management

Details

Authors: Mbali Sikhakhane
Category: Technology and Engineering

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