The utilisation of digital records keeping systems: a case of the National Institute for Occupational Health in South Africa

Abstract

This study investigates the utilisation of digital records keeping systems in a form of a case study at the National Institute for Occupational Health (NIOH) in South Africa benchmarked against the National records keeping guidelines. The flaunting of records-keeping principles in health service institutions often results in a deficiency of transparency among the organisation's various records management departments. It is recommended that people in charge of records should undergo training and be qualified to do diligent records keeping roles. The study focuses on the NIOH employees responsible for the management of digital records. These employees form the target population of the study. The study is based on an interpretivist approach, which is used to investigate the digital records keeping phenomena. Furthermore, the study followed a qualitative research method: using interviews, observations, case studies, and content analysis to collect and analyse data to assess the utilisation of the digital records keeping strategies at the NIOH. Judgmental sampling was used because it allowed for the selection of participants based on specific knowledge and contribution to the study. Ethical clearance was applied for in respect of the participants’ consent regarding the utilisation of the digital records keeping strategies. The preliminary findings of the study outline the digital record-keeping strategies suitable for the NIOH in South Africa.