Records Management: The Oshakati State Hospital Situation

Photos shared on social media showing what appears to be a room full of medical records at Oshakati State Hospital are deeply disheartening.

However, it is not unique.

It reflects a widespread challenge many public institutions face.

Generally, it is the result of administrative negligence, compounded by the persistent undermining of records management, particularly in the public service.

I have previously highlighted how many institutions only begin to recognise the importance of records management when they run out of storage space because of rapidly accumulating paper records, or when faced with emergencies involving deteriorating records, regardless of the agent of deterioration.

It is baffling that an institution of the magnitude of Oshakati State Hospital, which deals with vital records such as medical files, does not appear to have adequately qualified information management personnel.

What seems to be misunderstood, or not fully appreciated, is that records require proper management throughout their lifecycle – from creation, through active use to final disposal.

Failure at any stage of this process compromises the integrity of records.

If an institution as significant as a hospital maintains records in such a way, one can only imagine the situation at other public institutions.

In a worst case scenario, some records may already have been prematurely destroyed.

EXPERTISE AVAILABLE

Even more concerning is that Namibia produces qualified records management professionals, many of whom remain unemployed.

It is unacceptable that institutions operate without such expertise when it is readily available.

Not long ago, the health ministry announced that civil servants would be required to use public hospitals, a decision which was met with mixed reactions.

Poor records management and administrative negligence only reinforce public scepticism.

Administration is often overlooked in favour of technical priorities, yet records management remains one of the most critical components of effective administration.

A healthcare system may have skilled doctors, advanced equipment, and sufficient medication but without strong administrative systems, its effectiveness is compromised.

In Namibia we appear to be lacking in many, if not all, of these areas.

The idea of compelling public servants to use public hospitals may be well intentioned, but it raises an important question.

Would such measures be necessary if public hospitals were adequately resourced, efficient and attractive in all respects?

Compelling public servants to use public hospitals is reminiscent of when the education ministry introduced and implemented the new curriculum.

While the intention might have been good, the implementation proved to be premature, with insufficient consultation and research.

Improving service delivery holistically would naturally build public trust.

‘HOTSPOTS’

Recent media reports pointing to state hospitals as hotspots for insurance-related fraud further erode confidence in these institutions.

It brings into focus the broader factors contributing to poor records management.

One of the most significant challenges is the lack of proper records storage facilities, particularly at regional level.

In an article published in The Namibian in April 2023, titled ‘Records Management Must Not Be Undermined’, I emphasised the urgent need to invest in proper records management infrastructure and warned about the dangers of neglecting this critical function.

Public institutions do not have sufficient or suitable storage facilities, and given the rate at which paper records accumulate, it is inevitable that storage capacity will be exceeded, placing records at risk.

SYSTEMIC PROBLEM

One of the mandates of the National Archives of Namibia, specifically its Records Management Unit, is to inspect and approve records storage facilities to ensure the preservation and safety of records.

However, there is little evidence this function is being effectively carried out.

This suggests that many public records are housed in substandard conditions, often in rooms not designed for proper storage.

The disconnect between the National Archives of Namibia and decentralised public institutions, including regional councils, is particularly concerning.

Communication appears to be largely limited to the submission of reports and occasional disposal requests.

There is little evidence of consistent engagement, monitoring, or physical inspections at the regional level.

This raises serious questions about quality assurance.

Can reports alone truly reflect compliance with records management standards?

It is important to acknowledge that the National Archives itself faces challenges, including being understaffed.

This reinforces the conclusion that poor records management is not isolated but a systemic and structural problem.

It has reignited calls for digitisation and investment in electronic records management systems.

THE CHALLENGES

While this is urgent, it is important to recognise the challenges involved.

Digitisation requires well organised and properly managed physical records as a foundation.

In Namibia, many manual records are already poorly managed, and some may have been irretrievably lost because of premature or unprocedural destruction.

Ultimately, if records cannot be managed effectively in their physical form, digital preservation will remain an unattainable goal.

This is compounded by outdated or insufficient records management legislation, which continues to hinder progress in this field.

In conclusion, I challenge the National Archives to compile and publish a comprehensive report on the level of compliance with records management standards across public institutions.

At the very least, random inspections should be conducted and the findings be made public.

It would provide a clear picture of where the country stands, inform policy direction, and highlight the urgency of reform. 

• Asser Nakale is an assistant archivist in the education ministry, Oshikoto region. This article is written in his personal capacity; Twitter (X): @AsserNakale

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