Artificial intelligence for the improvement of records management activities at the Council for Scientific and Industrial Research

Abstract

This study sought to investigate the usability of artificial intelligence (AI) for the improvement of records management activities at the Council for Scientific and Industrial Research (CSIR) in South Africa. Usability of AI and intelligent robotic machines for the management of records plays a crucial role in ensuring that records management activities are improved and managed effectively and efficiently. However, usability issues are critical in many AI systems, where human intelligence (HI) works with the system to work out and apply results (as with speech system). The convergent mixed methods research approach was applied and data were collected using interviews and questionnaires techniques. A questionnaire was administered to three professional repositories and indexers, two archives’ technicians and one data librarian. Interviews were conducted with one portfolio manager and one records manager. Data were analysed thematically and statistically and presented using tables and figures. AI has the capability to replace records practitioners since it can perform activities performed by records practitioners. This transition can have a negative impact on the usability of AI to improve the records management activities at the CSIR. The study revealed that AI and intelligent robotic machines can be used in the improvement of records management activities and can manage records effectively at the CSIR. The study proposed a framework on the usability of AI for the improvement of records management activities at the CSIR. It is hoped that the framework proposed will serve as a guideline on the usability of AI for the improvement of records management activities in the archives and records management sector.