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Automating Case File Management

Automating Case File Management. Prepared and Presented by Gladstone K. Hlalakuhle. The above involves the management of Audio-visual, electronic and photographic materials.

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Automating Case File Management

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  1. Automating Case File Management Prepared and Presented by Gladstone K. Hlalakuhle

  2. The above involves the management of Audio-visual, electronic and photographic materials. • The original of each audio or video cassette, each diskette and each photograph filed with or produced by the Clerk of Court must be properly indexed chronologically. • All such materials shall appear on separate lists.

  3. The materials shall remain under the control of the Clerk of Court.

  4. In order to preserve audio-visual archives, taking into account the physical deterioration of diskettes, CDs and related gadgets, the Clerk of Court shall make timely reproductions of the se gadgets and keep them separately. • If possible, a spare copy of all audio and video archives should also be made and stored away from the Tribunal’s facilities.

  5. The practical mechanisms implementing this Rule shall be laid down by the Officer in charge in the Instructions for the Clerk of Court.

  6. Conditions & Procedures for keeping electronic records • Where records are made on computer, diskettes, CDs and electronically related gadgets, such records shall be amintained and adequate provisions shall be made for their preservation, examination and availability for ready use by those persons lawfully entitled to access and use them.

  7. The capability of the Clerk of Courts to produce a print out of electronically accessed records shall be maintained by this office so that copies of such records may be made available only to persons lawfully entitled to access those records. • There must be adequate security procedures and other provisions for a permanent record of all persons who have access to and make, amend or delete any records from the system.

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