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Local Government News

06 July 2023 Notice: Revised 2022/2023 Revised Service Delivery Budget Implementation Plan (SDBIP) – 2nd submission

Members of the public,

Please be informed that theĀ Revised Service Delivery Budget Implementation Plan (SDBIP) – 2nd submissionĀ for theĀ 2022/2023 financial year was approved by Council on 30 May 2023.

For more information contact the GRDM Manager: Performance Management, Ms Ilse Saaiman, at:

Tel: 044-803 1300 / E-mail:Ā pms@gardenroute.gov.za.

ENDS

6 June 2023 Media Release: Second Consecutive Clean Audit for Garden Route District Municipality

Ā Second Consecutive Clean Audit for Garden Route District Municipality

For Immediate Release
6 June 2023

The Garden Route District Municipality (GRDM) recently garnered a remarkable achievement, earning recognition from the Western Cape Government (WCG) for securing its second consecutive Clean Audit. This recognition was again highlighted after an announcement was made last year by the Auditor General (AG). This time during a Western Cape Ministerial and Mayoral Forum held in Saldanha where the Auditor General.

The GRDM is one of 21 Western Cape Municipalities out of 38 across the country that obtained a clean audit. There are 257 municipalities in South Africa, which means 14,79% of municipalities in South Africa managed to obtain a Clean Audit.

A Clean Audit signifies the meticulous financial management and accountability demonstrated by a municipality. It serves as a testament to the effective utilisation of public funds, ensuring transparency, and the absence of any irregularities or misappropriation. By achieving a Clean Audit for two consecutive years, GRDM exemplifies its commitment to sound financial practices, thereby fostering trust and confidence among its constituents.

The GRDM’s success not only enhances its standing within the region but also serves as an inspiration for others to emulate similar standards of excellence.

The municipalities of the Western Cape, 21 of 38 in the country, who obtained Clean Audits.

Feature image caption: Monde Stratu (GRDM Municipal Manager and head of the GRDM administration) presenting the Clean Audit Trophee. To his right is GRDM Executive Mayor, Alderman Memory Booysen, who officially received the Clean Audit award in Saldanha.

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Die Tuinroete Distriksmunisipaliteit (GRDM) het onlangs ‘n merkwaardige prestasie behaal en het erkenning van die Wes-Kaapse Regering (WKR) gekry vir die verkryging van sy tweede agtereenvolgende Skoon Oudit. Hierdie erkenning is weer aan GRDM verleen nadat dit laas Desember bekend gemaak is. Hierdie keer was GRDM herken tydens ‘n Minister en Burgemeestersforum wat in Saldanha gehou is.

Die GRDM is een van 21 Wes-Kaapse munisipaliteite uit 38 regoor die land wat ’n skoon oudit gekry het. Daar is 257 munisipaliteite in Suid-Afrika, wat beteken 14,79% van munisipaliteite in Suid-Afrika het daarin geslaag om ‘n Skoon Oudit te verkry.

‘n Skoon Oudit dui op die noukeurige finansiĆ«le bestuur en aanspreeklikheid wat deur ‘n munisipaliteit getoon word. Dit dien as ‘n bewys van die doeltreffende aanwending van openbare fondse, wat deursigtigheid verseker, en die afwesigheid van enige onreĆ«lmatighede of wanbesteding. Deur ‘n Skoon Oudit vir twee opeenvolgende jare te behaal, toon GRDM sy verbintenis tot gesonde finansiĆ«le praktyke, waardeur vertroue en vertroue onder sy kiesers bevorder word.

Die GRDM se sukses verbeter nie net sy aansien in die streek nie, maar dien ook as ‘n inspirasie vir ander om soortgelyke standaarde van uitnemendheid na te volg.

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UMasipala weSithili seGarden Route (i-GRDM) kutshanje uye wafumana impumelelo encomekayo, wafumana ukuvunywa kuRhulumente weNtshona Koloni (WCG) ngokuqinisekisa uPhicotho-zincwadi olucocekileyo lwesibini olulandelelanayo. Oku kwamkelwa kwakhona kwaphawulwa emva kwesibhengezo esenziwe kunyaka ophelileyo nguMphicothi-zincwadi Jikelele (AG). Ngeli xesha leqonga lemibutho yezendibandiselwano kaMphathiswa weNtshona Koloni kunye noSodolophu ebibanjelwe eSaldanha.

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Uphicotho-zincwadi olucocekileyo lubonakalisa ulawulo lwemali olucokisekileyo kunye noxanduva olubonakaliswa ngumasipala. Lusebenza njengobungqina bokusetyenziswa ngokukuko kwemali karhulumente, ukuqinisekisa ukuba izinto ziselubala, nokungabikho kwazo naziphi na iziphene okanye ukusetyenziswa gwenxa. Ngokufezekisa uPhicotho olucocekileyo lweminyaka emibini elandelelanayo, i-GRDM ingumzekelo wokuzibophelela kwayo kwimisebenzi yezemali ephilileyo, ngaloo ndlela ikhuthaza ukuthembana nokuzithemba phakathi kwamalungu.

Impumelelo kaMasipala weSithili seGarden Route ayiphuculi nje ukuma kwayo ngaphakathi kwingingqi kodwa ikwasebenza njengenkuthazo kwabanye ukuba balandele imigangatho efanayo yokugqwesa.

5 June 2023: A mapping system for visualizing the impact of climate change, socio-economic pressure, municipal and infrastructure collapse in a future South Africa

A mapping system for visualizing the impact of climate change, socio-economic pressure, municipal and infrastructure collapse in a future South Africa

For Immediate Release
5 June 2023

The Garden Route Environmental Forum (GREF) approached Dr Roy Marcus, a Systems and Design Thinking specialist, to address the 29 June 2023 Annual GREF Climate Change and Environmental Management Indaba on the projected impacts of climate change in South Africa. The impacts, which are amplified by real-time socio-economic pressures and the systemic collapse of governance, high levels of corruption, violent crime, political instability in major municipalities and severe and sustained power blackouts in South Africa are becoming more real every day.

In 2018 Dr Roy Marcus was invited by (GREF) as a keynote speaker to commemorate the devastating June 2017 Knysna wildfire disaster which left a trail of destruction on a scale never seen before in South Africa, and at the time he also visualized a post- Covid 19 South Africa, identifying many of the impacts which are only now manifesting in the RSA economy compounding the destruction and vandalizing of vitally important hard infrastructure, poverty and increased joblessness.

Dr Marcus makes use of a mapping system for visualizing a future South Africa to better understand the socio-economic and political relationships, challenges and opportunities facing the country, for example the Just Energy Transition away from coal-based energy generation towards green energy.

According to Cobus Meiring, convener of the Garden Route Environmental Forum, much of the 2017 series of wildfire disasters, recent drought in the Karoo, flash floods in the Southern Cape and especially KZN, as well as measurable sea-level rise along the Mossel Bay coastline are the result of a changing climate. This is the case not only for South Africa but globally, where out-of-control wildfire disasters have destroyed millions of hectares of land and infrastructure in Canada, Portugal and California.

Says Dr Marcus, ā€œAs South Africa emerges from one of its worst political and economic crises since democracy was achieved in 1994, the country finds itself having to cope with the aftershock of the surreal Covid-19 pandemic. At the time, social media was awash with commentaries, advice and a whole lot of confusion.Ā  Sadly, in all of the confusion, there was little evidence of a systemic approach to gain a better appreciation of the real impact of both the virus itself, as well as the raft of legislation that was promulgated to lessen the burden of the pandemic.ā€

ā€œAs a present-day example, we are witnessing the demise of Eskom and Transnet which are both grossly underperforming, and there is a justified fear of what the economic impact of the Russian invasion of Ukraine and the resultant precarious RSA foreign policy decisions may have in alienating the country from the Western world, putting the country’s already fragile economic survival at risk.ā€

There is limited evidence of any discussion relating to the harsh realities the country will face going forward with severely restricted electricity and water security risk on the rise.

In view of these realities, it is suggested that a way of gaining some insight into the effect of the current impacts, as well as testing some ideas that may go some way in alleviating the burden, is to produce a systems map.Ā  Such a map will go a long way to ā€œtell the storyā€ and present some ideas as to what the implications of various actions could be on the long-term future of the country.ā€

This map attempts to present all the key role players and their influence on the future of this country. The map is based on a Systems and Design Thinking approach and suggests a number of possible outcomes, which could result from either ill-defined decisions or well-informed actions taken by key stakeholders.

Dr Marcus incorporates a mapping system called Kumu. The developers describe the system as a powerful visualization platform for mapping systems and better understanding relationships.

ā€œWe blend systems thinking, stakeholder mapping, and social network analysis to help the world’s top influencers turn ideas into impactā€.

ā€œBased on a Design Thinking approach, the model sets out to identify all those factors which contribute to the ‘Mess Formulation’. Identifying the ā€œmessā€ is key to finding a way out of the difficulties. The key question in identifying all those factors that contribute to the mess is to determine how the country would eventually destroy itself if it were to continue behaving as it currently is. The mess provides a factual, verifiable and unemotional picture of the current reality.ā€

As part of an ongoing debate series on parallels drawn between the impact of COVID-19 and that of climate change, GREF intends to have a follow-up discussion with Dr Marcus in order to track the development of the mapping system and its indicators.

In order to enhance collaboration and the sharing of critical information, the GREF programme for the Indaba will include a host of provincial, regional and local environmental speakers who will focus on land management, environmental risk management, water stewardship, coastal management, legislation, biodiversity and possible future scenarios to enable the region to implement and fast- track adaptation models.

The Garden Route Environmental Forum (GREF) is a public platform for environmental management entities in the Southern Cape and a regional think tank on climate change mitigation and adaptation.

MEDIA ENQUIRIES

  1. Dr Roy Marcus, Design thinking specialist
    Mobile: +27 82 600 0202
    Email: roy@thecollab.co.za
  1. Cobus Meiring: Chair of the Garden Route Environmental Forum (GREF) Secretariat
    Mobile: 083 626 7619
    Email: cobus@naturalbridge.co.za

 

Afrikaanse opsomming:

Die Tuinroete-omgewingsforum (GREF) het dr. Roy Marcus genooi om by hul klimaatsveranderingkonferensie op 29 Junie 2023 te praat oor die geprojekteerde impak van klimaatsverandering in Suid-Afrika. Dr. Marcus sal ‘n karteringstelsel genaamd Kumu gebruik om die toekoms van die land te visualiseer en die sosio-ekonomiese en politieke uitdagings wat dit in die gesig staar, beter te verstaan. Die impak van klimaatsverandering word versterk deur sosio-ekonomiese druk en die ineenstorting van bestuur, insluitend korrupsie, misdaad, politieke onstabiliteit en kragonderbrekings. Hierdie kwessies word verder vererger deur Suid-Afrika se stryd om te herstel van sy onlangse politieke en ekonomiese krisisse, sowel as die nasleep van die COVID-19-pandemie. Die karteringstelsel het ten doel om insigte in die huidige impakte te verskaf en potensiĆ«le oplossings te verken. GREF beplan om samesprekings met dr. Marcus voort te sit om die ontwikkeling van die karteringstelsel en sy aanwysers te monitor. Die konferensie sal ook sprekers bevat wat onderwerpe aanspreek wat verband hou met omgewingsbestuur en aanpassingsmodelle.

3 June 2023 Impact-Based Severe Weather Warning: Level 2 for Damaging Waves & Winds

Impact-Based Severe Weather Warning: Level 2 for Damaging Waves & Winds

Please find included two updated Impact Based Warnings for the Western Cape and Namaqua Region of Northern Cape

Areas in the Garden Route district affected by damaging winds include Bitou, George, Hessequa, Knysna, and Mossel Bay.

Legal notice:
ā€œThis warning from SA Weather Service must be communicated as received and may not be altered under any circumstance.
It must be forwarded or communicated in its entirety and no portion hereof may be replicated or copied and distributed.ā€

Report weather-related incidents to the Garden Route Disaster Management Centre at 044 805 5071.

2 June 2023 Media Release: Garden Route District Municipality celebrates Archives Week

Media Release:Ā  Garden Route District Municipality celebrates Archives Week, 5 – 9 June 2023

For immediate release
02 June 2023

Leave No One Behind: Archives in the Era of Artificial Intelligence

Archives and Records Management functions and processes are essentially necessary, and it helps the Municipality to keep track of the information it creates and needs.

These processes also help to ensure that information is stored in an organised manner so that it can be retrieved when needed.

To comply with relevant legislation, the Garden Route District Municipality disposes of, and transfers all records every year. The Municipality recently undertook a Records Clean-Up Project for which 3 unemployed youth were assigned to assist.

The Municipality also conducted records management information sessions with departments to ensure that all records are centralised for easy retrieval.

The Municipality will, therefore, continue to encourage GRDM staff to send records to the registry section for processing and safekeeping in accordance with good governance practices.

The Western Cape Archives and Records Service would like to invite everyone interested to attend the National Archives Awareness Week Launch ONLINE on Friday 2 June 2023, 11:00-13:00, ahead of Archives Week, 5-9 June 2023.

Interested staff members are invited to attend/log into any of the workshops, at: https://forms.gle/TjKBYTaZjXujWTHXA

No Good Governance without a proper Records Management System.

ENDS

02 June 2023 Public Notice: Special Council Meeting – 09 June 2023 at 09:00

Notice: Special Council Meeting 09 June 2023 at 09:00

Notice is hereby given in terms of Section 19 of Local Government: Municipal Systems Act, 2000 (Act 32 of 2000) that a Special Council meeting of the Garden Route District Municipality is scheduled for Friday, 09 June 2023 at 09:00 at the CA Robertson Council Chambers, 54 York Street, George.

01 June 2023 Impact-Based Severe Weather Warning: Level 2 for Damaging Waves

Impact-Based Severe Weather Warning: Level 2 for Damaging Waves

The Cape Town Weather Office has issued an Impact Based Warning for damaging waves valid for Friday 2 June 00:00 until Sunday 4 June 00:00.

Areas in the Garden Route district affected by damaging waves include Bitou, George, Hessequa, Knysna, and Mossel Bay.

Legal notice:
ā€œThis warning from SA Weather Service must be communicated as received and may not be altered under any circumstance.
It must be forwarded or communicated in its entirety and no portion hereof may be replicated or copied and distributed.ā€

Report weather-related incidents to the Garden Route Disaster Management Centre at 044 805 5071.

31 May is World No Tobacco Day

Today is World No Tobacco Day – 31 May 2023

This annual celebration aims to raise awareness among the public around the world and South Africa about the risks associated with tobacco use. For the Garden Route District Municipality, the issue of individuals smoking in non-designated areas or businesses allowing smokers to smoke in non-designated areas is critical to address.

You as an individual have the right to a healthy and safe environment, while also standing your ground to safeguard the well-being of future generations.

Umhla ye-31 kuCanzibe lusuku lokuthi Hayi kwiCuba kwiHlabathi

Lo mbhiyozo waminyaka le ujolise ekukhuliseni ulwazi kuluntu kwihlabathi jikelele noMzantsi Afrika malunga neengozi ezayanyaniswa nokusetyenziswa kwecuba. KuMasipala weSithili saseGarden Route, umba wabantu abatshaya kwiindawo ezingachongwanga okanye amashishini avumela iintshayi ukuba zitshaye kwiindawo ezingachongwanga kubalulekile ukuba kulungiswe.

Wena njengomntu unelungelo lendawo enempilo nekhuselekileyo, ngelixa ungama ngelungelo lakho ukukhusela impilo-ntle yezizukulwana ezizayo.

 

Vandag is WĆŖreld Geen-Tabak dag

Hierdie jaarlikse viering het ten doel om die publiek regoor die wĆŖreld en Suid-Afrika bewus te maak van die risiko’s verbonde aan tabakgebruik. š—©š—¶š—æ š—±š—¶š—² š—§š˜‚š—¶š—»š—æš—¼š—²š˜š—² š——š—¶š˜€š˜š—æš—¶š—øš˜€š—ŗš˜‚š—»š—¶š˜€š—¶š—½š—®š—¹š—¶š˜š—²š—¶š˜ š—¶š˜€ š—±š—¶š—² š—øš˜„š—²š˜€š˜€š—¶š—² š˜„š—®š˜ š—µš—®š—»š—±š—²š—¹ š—¼š—¼š—æ š˜„š—®š—®š—æ š—½š—²š—æš˜€š—¼š—»š—² š—æš—¼š—¼š—ø š—²š—» š˜„š—®š—®š—æ š—½š—²š—æš˜€š—¼š—»š—² š˜š—¼š—²š—“š—²š—¹š—®š—®š˜ š˜„š—¼š—æš—± š—¼š—ŗ š˜š—² š—æš—¼š—¼š—ø š—Æš˜† š—Æš—²š˜€š—¶š—“š—µš—²š—¶š—±š˜€š—½š—²š—æš˜€š—²š—¹š—², š˜ƒš—®š—» š—øš—®š—æš—±š—¶š—»š—®š—¹š—² š—Æš—²š—¹š—®š—»š—“.

Jy as individu het die reg op ‘n gesonde en veilige omgewing, terwyl jy ook jou plek volstaan om die welstand van toekomstige geslagte te beskerm.

30 May 2023 Media Release: Employee Wellness Day at GRDM Head Office

Employee Wellness Day at GRDM Head Office

Immediate release
30 May 2023

The Garden Route District Municipality (GRDM) recently organised an Employee Wellness Day on May 26, 2023. The event was held at the GRDM head office front parking area, aimed to promote the well-being of employees across various departments.

Under the theme “Mind, Body and Motion,” all participants were encouraged to dress sporty and actively participate in the session. This session served as an annual introduction to the Wellness Day Policy, emphasising the significance of maintaining good physical and mental health for all employees. The specific purpose of this Wellness Day was to introduce a draft Policy for the Annual Garden Route Wellness Day in the region. This policy aims to facilitate coordination between the District, B-municipalities, and other relevant stakeholders in the field, ensuring a collaborative approach to wellness initiatives.

To ensure an engaging experience, a Virgin Active Zumba group activity was aranged by the Virgin Active team, in which GRDM employees enthusiastically participated. Additionally, various stalls were set up, offering services such as Health Screening Tests, Financial Advice, Medical Aids, and Retirement Fund Advice to keep everyone entertained and informed.

Lusanda Menze, Executive Manager of Planning and Economic Development, delivered a supportive message regarding the importance of employee wellness within the municipality. He emphasised that employee wellness is a key program and highlighted the significant amount of time spent at work.

Menze stressed the need for colleagues to develop camaraderie and work together while also recognising the tendency to overlook our own well-being. He emphasised the criticality of self-enrichment and maintaining good health in our personal time. He further emphasised the value of prevention over cure and highlighted the importance of early detection, urging everyone to prioritise self-care.

Also, a snakes and ladders game presented by Environmental Health Practitioners (EHP) at the event and those who used it enjoyed it thoroughly. The floor of the game was designed in-house to target younger generations and its aim was to teach children about the disadvantages of pollution, the issue of illegal dumping, that waste should not be burned, instead be reduced, reused and recycled. When the snake catches one of the players, a valuable lesson is learned and when a ladder is climbed, a good environmental task is done. Adult participants enjoyed the fun to engage and still learned about these crucial environmental matters. Magnets with reporting information on illegal dumping, were also distributed, as part of the ongoing illegal dumping campaign where people are encouraged to report illegal dumping so that the perpetrators can be caught and fined.

EHPs also displayed a sampling kit to showcase their professional gear and the process of taking samples. Broken, dented and rusted cans were also displayed to inform employees what to look out for when buying canned food to protect their health. Additionally, the team distributed pamphlets about Tuberculosis, soil pollution and diarrhoea to staff present.

About 145 employees were in attendance of which 20 staff members including management had free prostate-specific antigen (PSA) tests done by CANSA.

Apart from the Virgin Active group fitness session, a few staff members enjoyed playing soccer and netball as part of the physical activities.

Two highlights of the day were when Planet fitness gave employees 7-day free vouchers to make use of their gym facilities and one of the employees won a R300 in the lucky draw for employees, done by Sanlam.

The GRDM hereby extend a message of gratitude to the following service providers who participated in the event, nl:

  • Western Cape Health Department who provided free preventative services such as: family planning, cervical screening (pap smear), HIV testing, Tuberculosis, Diabetes and Hypertension screening.
  • Cancer Association South Africa (CANSA) offered free Prostate-Specific Antigen (PSA) tests.
  • Consolidated Retirement Fund gave free advice to staff regarding retirement benefits.
  • Municipal Health Services of GRDM created awareness about Municipal Health related aspects and displayed their services at the event.
  • Key Health and Bonitas Medical Aids assisted employees with necessary advice in relation to medical aid benefits.
  • Virgin Active presented a free group active Fitness Session to those who were present.
  • Planet Fitness handed out free 7-day vouchers to staff to make use of their gym facilities.
  • FNB and Nedbank banks shared valuable finance advise with those who visited their stalls.
  • Sanlam advised employees about their products and a surprised employee left the event with a R300 in the pocket after they have done a lucky draw for all GRDM participants presents.

ENDS

30 May 2023 Media Release: GRDM Annual Records Clean-Up project underway

Media Release:Ā  GRDM Annual Records Clean-Up project underway

For Immediate Release
30 May 2023

The Garden Route District Municipality’s (GRDM) Record and Archive Section has commenced with its annual Records Clean-up Project, aimed at ensuring compliance with the Archives legislation. The project will end at the end of July 2023 with the assistance of three (3) EPWP (Expanded Public Works Programme) employees.

During the previous records clean-up project, significant findings were made, particularly regarding records from Hessequa Municipality. These records will be transferred on 23 May 2023 to Hessequa, to ensure their proper preservation and accessibility.

A comprehensive review of qualifying financial and other records will be conducted in accordance with the approved Records Control Schedule, according to Spasiena Brinkhuys, Manager: Records, Archives, Fleet & Auxiliary Services. This process aims to streamline the organisation’s recordkeeping practices, ensuring only relevant and necessary information is retained.

ā€œIn line with our commitment to effective records management, A20 records from the previous South Cape District Council will be transferred to the repository in Cape Town before the end of June. This relocation will enhance accessibility and archival integrity, while optimizing space within our existing facilities,ā€ Brinkhuys said.

All financial records in all other storerooms will be transferred to the registry office to accommodate the influx of the latest records. The relocation will create additional storage space for the organization’s current records and make retrieval and storage easier.

Leading this vital project is Mr Akhona Mxutu, who brings extensive experience in records management and a deep understanding of archival practices. Mr Mxutu’s leadership and expertise will be invaluable in successfully accomplishing the goals of the project.

AFRIKAANS

Die Tuinroete Distriksmunisipaliteit (TDM) se Rekord- en Argiefafdeling het onlangs met die jaarlikse rekordopruimingsprojek begin, wat daarop gemik is om aan die vereistes van die Argiefwetgewing te voldoen. Die projek sal op 31 Julie 2023 eindig en word met die hulp van drie (3) Uitgebreide Openbare Werke werknemers gedoen.

Tydens die vorige rekordskoonmaakprojek is belangrike bevindinge gemaak, veral rakende rekords van Hessequa Munisipaliteit. Hierdie rekords was op 23 Mei 2023 na Hessequa oorgedra om behoorlike bewaring en toeganklikheid daarvan te verseker.

’n Omvattende hersiening van kwalifiserende finansiĆ«le en ander rekords sal volgens die goedgekeurde Rekordbeheerskedule uitgevoer word, volgens Spasiena Brinkhuys, Bestuurder: Rekords, Argiewe, Vloot en Hulpdienste. Hierdie proses het ten doel om die organisasie se rekordhoudingspraktyke te verbeter, om te verseker dat slegs relevante en nodige inligting behou word.

“In ooreenstemming met ons verbintenis tot doeltreffende rekordbestuur, sal A20-rekords van die vorige Suid-Kaapse Distriksraad voor die einde van Junie na die bewaarplek in Kaapstad oorgedra word. Hierdie verskuiwing sal toeganklikheid en argiefintegriteit verbeter, terwyl ruimte binne ons bestaande fasiliteit geoptimaliseer word,ā€ het Brinkhuys gesĆŖ.

ISIXHOSA

ICandelo leRekhodi no Londolozo lweeNkcukacha eziBalulekileyo likaMasipala weSithili saseGarden Route (i-GRDM) sele liqalisile ngeNkqubo yokuCoca iiRekhodi zonyaka, ejolise ekuqinisekiseni ukuthotyelwa kwemithetho yooVimba. Le nkqubo iza kuphela ekupheleni kwenyanga yeKhala ku-2023 ngoncedo lwabasebenzi abathathu (3) be-EPWP (iNkqubo eYandisiweyo yeMisebenzi kaRhulumente).

ā€œNgokuhambelana nokuzibophelela kwethu kulawulo olusebenza ngeerekhodi, iirekhodi ze-A20 zeBhunga langaphambili leSithili soMzantsi Koloni ziya kukhutshelwa kwindawo yogcino-zincwadi eKapa phambi kokuphela kwenyanga yeSilimela.

Okufudukiswa kuya kuphucula ukufikeleleka kunye nesidima soovimba, ngelixa sikhulisa indawo kumaziko ethu asele ekhona, utshilo uBrinkhuys.

Zonke iirekhodi zemali ezikuwo onke amanye amagumbi ogcino ziya kuthunyelwa kwi-ofisi yobhaliso ukwenzela ukulungiselela ukungena kweerekhodi zamvanje. Ukufuduswa kuya kudala indawo yokugcina eyongezelelweyo yeerekhodi zangoku zikaMasipala kwaye wenze ukubuyiswa nokugcinwa kube lula.

Samkelo Gladile, Jasthan Meduna, and Emilio Botha have been appointed to assist with the Records Clean-up Project. They were selected based on their skills and experience in records management and archiving.

DID YOU KNOW?Ā  Why records cannot be stored paperless, but digital?

There are manyĀ benefits to going paperless, such as increased efficiency, convenient transfers of information, and upgraded security, but many agencies lack familiarity with digital document management systems. Because the digital government transformation is still relatively new, some may be unaware of electronicĀ records managementĀ best practices. In order to best serve citizens and get the most out of going paperless beyond theĀ environmental benefits, government agencies should familiarise themselves with electronic file management best practices. Here, we’ll be identifying and summarising five electronic records management best practices for local governments to follow.

Track and Record the Data that Means the Most.

The first of these electronic file management best practices is fairly obvious–of course you’re going to pay special attention to documents with the most sensitive and important data–but that doesn’t make it any less crucial to a good electronic document and records management system.

This is probably the most important of these electronic records management best practices for governments considering all the information and data they have on citizens, local businesses and their own agency that should be kept private and confidential.

Ensure these kinds ofĀ files are kept safe and secureĀ by tracking where they are located, who accesses them, when they get accessed, and what edits are made.

Create an Optimized Records Management Strategy

All agencies should have a records management plan that is clear and effectively communicated to staff. This strategy should also be as simple and straightforward as possible since the ecosystem of information architecture, data structures, and procedures and processes can be quite overwhelming.

A records management strategy should be constructed in compliance with all relevant laws and regulations and incorporate other electronic file management best practices.

Ensure All Data is Accurate and Kept Up to Date

This is perhaps another one of the more obvious electronic records management best practices, but definitely something your agency should consider. Not only will this ensure important information and data is always up to date, but it will help keep your agency on top of properlyĀ archiving and disposing of filesĀ when the time comes.

Electronic management systems make this easy to do since specific files can be quickly found, downloaded, and edited within minutes without the need to search through file cabinets and scan a copy.

Transfer Physical Records to Digital Ones

Your agency may have already turned many of your physical records into digital ones, and while it can be a time-consuming process, electronic file management best practices suggest you digitize everything.

This will help your agency make operational tasks more efficient and ensure that down the line you won’t be scrambling to find the paper copy of a file that was never scanned and uploaded to the system.

Review Policies and Audit Frequently

However stringent you may be with your adoption of electronic records management best practices, it’s smart to review them with staff and conduct audits to ensure all documents are where they should be and that only those who need access have it.

Electronic records management best practices recommend your agency do annual reviews to assess your compliance with necessary standards and legislation. These audits will also give you valuable information on how you can become more efficient.

https://govos.com/blog/electronic-records-management-best-practices/

Join the Western Cape Archives and Records Service and the KwaZulu-Natal Archives for an online presentation on Archiving Oral History on Monday 5 June 2023, 10:00-11:30, during National Archives Awareness Week. The KwaZulu-Natal Archives Oral History unit has recorded and preserved oral histories since 2012 to address past imbalances in the written records and ensure that researchers are able to understand the history of KwaZulu-Natal. They will share their new AV Channel (www.kznarchives.gov.za) and discuss how they have addressed issues surrounding digital databases and oral history. To receive the link, sign up here: https://forms.gle/TjKBYTaZjXujWTHXA