Postgraduate Diploma in Archives and Records Management

Purpose

The purpose of this qualification is to produce skilled work force with expected professional ethics and background knowledge in the history, theory and practice of archives and records keeping.

Learners will be able to gain the following

• Good knowledge and practical experience regarding the creation and maintenance of current and semi-current records irrespective of format.
• Knowledge of the management of archives and the applications of such knowledge to archives in any environment.
• Knowledge of and excellent practical skills in the application of cutting edge information and communication technologies to the management of archives and records.
• Knowledge of the principles and techniques of preservation and conservation and their implementation in diverse environments.
• Knowledge of the research process and its application to understanding or solving professional specific problems or qualifications.
• An understanding of legal issues pertaining to archives and records.

This qualification will enable the qualifying learner to secure employment in any area of archives and/or records management or attain the capacity to pursue higher studies in this discipline.

Rationale

National demand for the records managers and archivists with strong technology skills. Research Focus (2010:102) reports that the national and provincial archival services are not sufficiently keeping up with new technological developments. For example, in a survey study that was conducted in South Africa, employers indicated shortages of skills in film, video and sound preservation and especially archivists with skills in digitisation, scanning, colour correction, and other detailed technical work. In addition, Research Focus (2010:102) report indicates that the archival function needs to be re-established in some of the provinces where it has collapsed.

However, due to the scarcity of resources and skilled work force in the sector the qualification is not sufficiently keeping up with the technological trend. Put differently internally learners are not exposed to the practical sessions like how to engage in digitisation projects, use high-resolution scanners, digital cameras, engage in conservation activities; and develop records management qualification.

Recognised professional body is known as the South African Society of Archivists (SASA). The department subscribes to the institutional membership. Conferences are held bi-annually.

Most of the learners have completed their four-year Bachelor Degree, including Library and Information Science (LIS) degree. Ultimately, learners should qualify to work as Records Managers and Archivists.

This qualification seeks to empower skilled work force in line with the demands of the market. Increased compliance in good record keeping strategies and thus meet the needs of the National Archives Act of South Africa (NARSA) and Promotion of Access to Information Act (PAIA).

Recognition of Prior Learning (RPL)

This qualification may be accessed or obtained through RPL in accordance with the Institution's policy. Applications for RPL shall be submitted to the Faculty Manager for pre-screening by the Faculty RPL Committee.

The assessment involves the process of collecting evidence and making judgements about the knowledge, skills that shall prove competence and shall articulate the outcomes of a desired module/course or qualification.

The assessment process shall abide by the assessment, moderation and reporting procedures that constitute the University of Fort Hare (UFH) rules and regulation of the assessment of learning.

Entry Requirements

The minimum entry requirements for this qualification is

• Bachelor degree in related field, NQF Level 7.

Or

• Relevant Advanced Diploma, NQF Level 7.

This qualification consists of the following compulsory modules at National Qualifications Framework Level 8 totalling 186 Credits.

Compulsory Modules, Level 8, 160 Credits

• History and Theory of Archives, 26 Credits.
• Archives Administration, 26 Credits.
• Records Management, 26 Credits.
• Management Studies, 26 Credits.
• Conservation and Preservation, 26 Credits.
• Internship, 30 Credits.

Foundational Module, 26 Credits

• Computer Literacy, 26 Credits.

Elective Modules, NQF Level 8, 26 Credits (Choose one)

• Advanced Information Technology, 26 Credits.
• Systems Analysis and Design, 26 Credits.
• Archives and Development, 26 Credits.
• Information Technology and Archives, 26 Credits.

1. Manage paper-based and electronic-records of records management and archival management offices following policies and practices as stipulated in the Acts and International Standards.
2. Manage digitisation and curation projects.

Associated Assessment Criteria for Exit Level Outcome 1

• Apply knowledge on how to develop a records management programme.
• Demonstrate understanding of the classification policy.
• Develop a file plan; retention and disposal policy; workflow policy; support and security policy; legislative framework; national and international standards; digitisation and preservation policy; electronic records management policy and other important records management and archival management policies in line with the trend.

Associated Assessment Criteria for Exit Level Outcome 2

• Apply knowledge on how to engage in and manage digitisation and curation projects.

Integrated Assessment

For formative assessment, learners are given assignment projects that exposes them to the practical world like digitisation projects, compilation of file plans, archival finding aids and how to engage in preservation and conservation activities. The aim is to bridge the gap between theory and practice. Formative assessment entails continuous assessment through tests and assignment project that are learner-centred. Learners work on group or team assignments, do independent research and also do oral presentations in class.

Summative assessment entails 3 hour examination.

Internship or work exposure to allow learners gain practical experience in a records management office or archival office of their choice. Evaluation of internship reports and written submissions must be provided.