Question 1

The National Archives of South Africa (NARSSA) recommends that governmental bodies use the subject file plan and it is regarded as a best practice.

1.1 Linked to the above statement, provide motivations for the Department of Higher Education to consider compiling a functional subject file plan that complies with good governance and best practices requirements.

What, in your view is the motivation behind using a functional subject file plan? (10)

1.2 What principles of a subject file plan will you recommend that the Department of Higher Education should consider in applying a functional subject file plan. Use applicable examples to explain your answer. (15)

[Total for question 1: 25] Question 2

A file plan should enable an organisation to file both manual as well as electronic records. Discuss this statement and relate it to the best practices concerning archives and records management. Also explain how the effective management of electronic records will facilitate transparency and accountability of records used within an organisation of your choice. [25]

Question 3

As the records manager, you are requested to compile a functional analysis and a records survey at the University of South Africa. Linked to your responsibilities as the records manager at the University of South Africa, you are required from time to time to conduct a functional analysis related to the records collected by the organization.

Explain what you understand by a functional analysis and a records survey. Then compile a functional analysis related to the University of South Africa. [25]

Question 4

As a Unisa student, conduct a records survey on the records you receive or create as a student. These records could be used to create a file plan for both manual and electronic records that you have created as a student. Identify and list at least ten (10) different records relating to yourself as a student

. Once you have identified the ten items, divide these records into the following main subjects:

1. Administrative matters

2. Financial Matters

3. Study related matters

Then, arrange the records according to a file plan.