A strategy for optimizing long-term records management through cloud storage and best practices

This dataset contains primary and secondary qualitative data generated during a research study at the Central Records Office (CRO) in one of the universities in Gauteng. The data was collected to investigate current records management practices and to develop a strategic framework for secure cloud migration and long-term digital preservation.The dataset specifically entails:Primary Data: De-identified transcripts or summaries from semi-structured in-depth interviews conducted with 11 purposively selected staff members (administrative, supervisory, and management) at the CRO.Secondary Data: Analysis and synthesis of institutional policies, national legislation (POPIA, PAIA), and international standards (ISO 15489) governing records management.MethodologyThe study employed a multimethod qualitative research design situated within a pragmatic philosophical paradigm. The approach used abductive reasoning, moving iteratively between existing theories and raw data to develop actionable solutions for real-world application. A case study approach focused on the CRO to provide an in-depth understanding of the institutional context and practical challenges of cloud adoption. A non-probability purposive sampling technique was used to select participants with deep institutional knowledge of records management. A cross-sectional study capturing a snapshot of the CRO’s practices at a specific point in time. The primary data was analyzed using reflexive thematic analysis, identifying recurring patterns and themes. This was triangulated with a comparative analysis of secondary regulatory documents to ensure compliance and validity. To ensure rigor, the study adhered to criteria for credibility, transferability, dependability, and confirmability, including the use of audit trails and participant verification. For a comprehensive understanding of the research process, please refer to the following files included in this upload:Interview Schedule (Appendix A): The structured set of questions used to ensure uniformity and reliability across all in-depth interviews.Data Analysis Outputs: Thematic maps or coded summaries illustrating how raw data was transformed into the proposed cloud migration strategy.<br>