In this presentation we will be discussing the use of AI tools in archives and records management and how using them will benefit the work we do and through automation, better decision support, and changing our approach to appraisal by leveraging AI tools.

The session will cover the risk lens and what we as records professionals need to consider in the use of AI.

The focus will be on AI tools within the Microsoft 365 technologies, however, will cover key aspects of AI that are technology agnostic.

The session will also briefly cover business benefits to be gained from AI use across the organisation for business efficiency.


Topics covered will be:

What is AI? Understanding what AI is and some of the supporting branches of the technology like machine learning and natural language processing

M365 AI tools, what are they

Understanding the benefits of AI use in records management:

Auto Classification and metadata creation

Leveraging AI for better protection of private and sensitive data

Combining AI with digitisation for better processing and management at speed

Combining AI for share drive management and appraisal

Risk and compliance, how do we ensure AI use in the organisation doesn’t introduce risk

Wider business benefits on the use of AI across information and records, and what are the efficiencies to be gained

The presentation will offer a comprehensive overview of the National Digital Archives and the National Archives Portal as critical instruments for the appraisal of digital-born records originating from public agency record management systems, databases, and other information systems across all levels of public administration. This involves the participation of thousands of agencies and diverse data sources. Key discussion points will include the implementation of Electronic Document and Records Management Systems (EDRMS) in alignment with national standard, as well as the validation, content, and appraisal processes of the Submission Information Packages (SIPs) from various sources. The presentation will also address the development of format policies for long-term storage, archiving, and preservation planning, alongside strategies for enhancing metadata to ensure compliance with data privacy, confidentiality, and access rights regulations.

Moreover, the presentation will emphasize recent experiences and key lessons learned in the development and integration of automation and AI tools within contemporary archiving solutions. These tools, including Optical Character Recognition (OCR), machine translation, speech recognition, automated metadata generation, and description enhancement, represent a significant advancement in the digital archiving field. Their integration into the National Digital Archives and the National Archives Portal contributes to the ongoing evolution of the management, preservation, and accessibility of public sector records. This adoption of advanced technologies not only improves operational efficiency but also enhances the accuracy, consistency, and scalability of digital archiving practices, supporting the long-term sustainability and accessibility of governmental records in the digital age.

ABSTRACT
The emergence of the Fourth Industrial Revolution (4IR) technologies such as Artificial Intelligence (AI) has gained momentum in recent years, leading to organisations starting to adopt these technologies in order to become competitive and more productive in their businesses. Poor records management in public hospitals has been identified as one of the challenges faced in terms of timely assisting patients to avoid long queues when they seek medical attention. These challenges can be mitigated if AI technology systems can be implemented to manage records. The purpose of this study is to assess the perceptions of records officials and nurses in selected Tshwane public hospitals towards the introduction of AI technology systems in managing records. A descriptive survey design was employed in this study to assess the perceptions of the records officials and the nurses at Kalafong Tertiary Hospital and Steve Biko Academic Hospital. This research employed a quantitative research approach and used structured questionnaires to collect data. Data was analysed using SPSS. The results revealed that majority of the respondents were not sure if using the AI technology will make it easy for staff in the hospitals to manage records. The results of the study further revealed that more than 58% of respondents perceive that AI technology systems for records management can improve the management of records, including easy access, quick retrieval and storage. Above all, the results showed that 62% of the respondents believe that AI for records management can improve patients’ service care. The study therefore, recommends that implementation of the AI system for records management be considered by both hospitals in mitigating the records management challenges that leads to patients waiting longer than required before getting medical assistance.
Keywords: Records Management, Artificial Intelligence, Public hospitals and Service delivery.