Coega’s Record Management Process is a Benchmark for Success

From Left to right: Ms. Leah Moodaley (Coega Communications Officer), Mr. Phaphama Msimang (Coega ICT, Research and Strategy IT Services Manager), Mr. Onke Mahamba (Coega Sustainability Unit Admin Clerk), Ms. Kanya Mlauli (Sustainability Unit Intern), Ms. Gqigqi Dotwana (DRDAR Deputy Director for Records Management), Mr. Xolani Gwele (Coega Sustainability Unit Quality Manager), Mr. Premier Masango (Coega Records Management Officer), Mr. Ayanda Thoba (DRDAR Assistant Director for Records Management), Ms. Xolelwa Jakavula (DRDAR Registry Clerk for Records Management) and Mr. Simphiwe Silwana (Coega Sustainability Manager).

Gqeberha, South Africa, 12 September 2023 – As a function that is central to the achievement of clean audit findings, effective records management ensures the responsible handling and retrieval of vital information for verification purposes. As a standard practice, the Coega Development Corporation (Coega), recently, welcomed the Department of Rural Development and Agrarian Reform (DRDAR) for a benchmarking visit aimed at studying Coega’s record management and processes, to identify areas of improvement for the department.

According to Ms. Gqigqi Dotwana, the Deputy Director for Records Management at the Department of Rural Development and Agrarian Reform: “Cultivating a culture of effective record management is the bedrock of progress, and visiting Coega was a step toward nurturing this foundation. We aimed to learn from Coega’s meticulous processes, so we may harvest knowledge to enhance our own department’s commitment to responsible record keeping.”

Mr. Premier Masango, Coega Records Management Officer, underlines the significance of the organisation’s records management process and guidelines: "Efficient document and record management is the backbone of our organisation’s success. These practices strengthen Coega’s ability to make informed decisions, enhance operational efficiency, and drive growth. By maintaining a structured and standardised system for documenting and managing information, Coega not only achieves clean audit findings but also fosters a culture of accountability, innovation, and continuous improvement.

“These guidelines provide a solid foundation for mitigating risks associated with data breaches, loss of critical information, and regulatory non-compliance. Ultimately, Coega’s records management process and guidelines are instrumental in safeguarding its reputation, bolstering stakeholder confidence, and positioning the organisation as a leader in its industry.”

Benchmarking provides a comparative analysis of how successful entities handle their information assets, enabling organisations to make better informed decisions. By benchmarking record management practices, Coega gains valuable insights into industry best practices, eliminates inefficiencies, and streamlines its operations, ultimately leading to enhanced efficiency, reduced costs, and improved productivity.

Regular evaluations of document and record management practices empower Coega to identify opportunities for innovation and advancement, ensuring long-term sustainability and success, and adaptability to evolving technologies, industry trends, and regulatory requirements.

Lastly, effective document and record management practices mitigate risks associated with data breaches, loss of information, and non-compliance. Benchmarking enables Coega to implement robust security measures, reducing the likelihood of data breaches and protecting sensitive information. Coega is committed to upholding best practices as an International Organisation Standardization (ISO) certified organisation, fostering confidence among investors, clients, and government agencies, and ultimately, ensuring overall organisational success.