Weekly Highlights 09 June 2023

Weekly Dear Colleagues Highlights Good luck to the amazing staff of the Road Accident Fund 09 June 2023 - Issue No. 188 (RAF) participating in this year’s Comrades Marathon! The 96th edition of the world’s biggest, oldest, and most RAF Language Unit Celebrates the renowned ultramarathon will take place on Sunday, 11 Decade of Indigenous Languages June 2023. Starting in Pietermaritzburg and ending in Durban twelve hours later, it promises to be an incredible Xitsonga event! Proverb of the Week As the big day approaches, we want to extend our ‘Ximitatsengele xi tshemba nkolo.’ heartfelt wishes and support to all our colleagues taking Translation: Fortune favours the brave. part in this extraordinary challenge. The Comrades Marathon not only tests physical endurance but also Meaning: If you carry out your celebrates the indomitable human spirit. plans boldly, luck is more likely to To show our support for the participants, we encourage favour you. all employees to join in the excitement by cheering on the race, whether from the sidelines or in the comfort In this issue of their own homes in front of their TVs. Your words of encouragement, even from afar, can make a world of 2023 COMRADES RUNNERS’ PROFILES: Part 4 difference to the runners. Let’s create an atmosphere filled with enthusiasm, motivation, and unwavering support as INTERNATIONAL ARCHIVES WEEK 2023 they strive to achieve their goals. Keeping Safe on the Run While some of our colleagues will be driving to KZN to participate in various ways, let’s remember the rAF activations importance of safe driving. As the RAF, we understand the significance of road safety and its impact on individuals, the fun page families, and communities. Therefore, we urge all staff members to prioritise road safety and ensure a safe and Letters to the Editor enjoyable journey. We invite our readers to share their Once again, we wish all the participants the very best of comments, feedback, and suggestions luck and want to assure you that your colleagues stand with us. Readers are encouraged to submit firmly behind you, offering unwavering support. their letters, of no more than 200 words, to [email protected], [email protected] Go out there, conquer the race, and make us and [email protected]. We are looking incredibly proud! forward to hearing from you. Enjoy this week’s Highlights! Editor: Thabang Mahlatsi ([email protected]) Sub-editor: Tholakele Radebe ([email protected]) Kind regards Senior Reporter: Naziphi Mpokela ([email protected]) Editor-In-Chief: Anton Janse van Rensburg ([email protected]) Internal Communication

2023 COMRADES RUNNERS’ PROFILES: Part 4 by Thabang Mahlatsi and Naziphi Mpokela This week, we present the fourth and final instal- ment of our feature series, profiling RAFzins who are participating in the 2023 Comrades Marathon. Let’s delve into their training routines as they pre- pare for this year’s down-run. 1. What motivated you to start running the Com- rades Marathon? The Comrades Marathon is known as the world cup of running, and it has always been every runner’s dream to participate in this prestigious race. Like other run- ners, it was a dream come true for me as well. The amount of training and dedication required for this race is motivation enough for me to participate. 2. How many times have you run it? I have participated in the Comrades Marathon three times: two down-runs and one up-run. 3. What new things are you trying/incorporating in Tumisang Moemi, Officer: Facilities Manage- your running/training with this year’s Comrades? ment — Johannesburg Region I haven’t made many changes from last year’s (2022) 5. What major changes has running the Comrades programme. I have simply intensified the training and made to your life? added a bit more tempo to my sessions. I consistently push myself with reserved discipline. Eish! This is a tough one, but one thing that people may not know — apart from it being specific to the Com- My training routine is quite simple. It involves one long rades Marathon — is that it ignites a love for travelling run on weekends, two days of strength training during that you never knew existed. It rejuvenates your soul the week, and two shorter runs on the remaining days. and instills discipline that you can apply to different as- My long run is typically over 30km, while the shorter pects of your life to achieve your targets and goals. runs cover about 10km. Lastly, this year, I will be running in support of Ama- 4. Which arrival target have you set for yourself? beadibeadi, the charity programme sponsored by the Comrades Marathon Association, and I would like to ex- My goal is to achieve the Robert Mtshali medal, and I press my gratitude to the RAF for sponsoring my entry. believe I have put in enough effort to attain it. Last year, I missed it by 47 minutes, so this time, I’m determined The Amabeadibeadi Charity Drive, initiated by the to bring it home. However, if I don’t achieve it, I’ll accept Comrades Marathon Association, was established to what I’ve accomplished and keep pushing towards the give back to the communities that have wholeheart- next one. edly supported the event over its 75-year history. Since 1996, the drive has raised over R62 million through The Robert Mtshali medal is named after Robert Mt- the Race4Charity initiative, thanks to the generosity of shali, a legendary figure in the history of the race. Comrades runners, supporters, volunteers, sponsors, The medal is given to participants who successfully and partners. By participating in the Comrades Mara- complete the marathon within a specific time frame, thon and fundraising for one of the five official charities, showcasing exceptional endurance and determination. participants have the opportunity to make every kilome- It represents a significant achievement and serves as a tre count, supporting worthy causes that make a posi- symbol of the runner’s accomplishment in conquering tive impact and improve lives. the gruelling Comrades Marathon. CLICK HERE FOR NEXT PAGE Continues to the next page 2

2023 COMRADES RUNNERS’ PROFILES: Part 4 (CONT.) Rathing Motloung, Senior Officer: Direct than that, the Comrades Marathon brings something Claims: Supplier Claims — Johannesburg truly unique — it inspires us and offers an opportunity to celebrate what sports and true sportspersonship can Region still be. 1. What motivated you to start running the Com- 2. How many times have you run it? rades Marathon? I have already completed three Comrades Marathons, The marathon itself is a motivation. I believe it’s every- and I’m now preparing for my fourth. This is just the one’s dream to participate, and I was inspired by the beginning, as there are more to come, God willing . thousands of runners conquering the hills along the N3 between Pietermaritzburg and Durban. 3. What new things are you trying/incorporating in your running/training with this year’s Comrades? Eventually, I became part of this grand event. But more To be honest, not much has changed. I continue to train and increase my pace. The main focus is to run my own race and stick to my plan and strategy. 4. Which arrival target have you set for yourself? My goal is to achieve a sub-10:30 finish, unlike my previous finishes which were sub-11. However, I under- stand that this won’t be easy. This race is like no other, demanding extraordinary levels of courage, commit- ment, fitness, and strength to conquer. 5. What major changes has running the Comrades made to your life? To me, this race is not just a physical challenge; it offers insight into the incredible achievements that the human spirit can accomplish through determination. It relieves anxiety and stress, making my mind feel lighter. It also brings me peace and joy at all times. Continues to the next page CLICK HERE FOR NEXT PAGE 3

2023 COMRADES RUNNERS’ PROFILES: Part 4 (CONT.) Mxolisi Mhlongo, Manager: Medical, Eco 4. Which arrival target have you set for yourself? Glades My aim is to achieve a Bronze Medal with a sub-10 1. What motivated you to start running the Com- hours and 55 minutes finish. So, don’t even bother look- rades Marathon? ing for me before that time! There wasn’t any specific motivation for me to start 5. What major changes has running the Comrades running the Comrades Marathon except for the vibrant made to your life? atmosphere that surrounds it. The activities, such as the singing, music, the sound of the rooster’s crow, and The Comrades Marathon has taught me valuable life the smiling faces, taking place at the starting line while lessons, including the following: awaiting the Mayor’s message to begin the race, are the main motivating factors that keep drawing me back • Without a plan or strategy, you are planning to fail. again and again. It’s a feeling that can’t be adequately • Developing and maintaining long-lasting relation- described, especially when they play ‘Chariots of Fire.’ ships with strangers has become easier. 2. How many times have you run it? • My mental strength has greatly improved; without I have attempted the Comrades Marathon twice before discipline, you will never conquer the Comrades and failed. However, on my third attempt in 2022, I was Marathon. successful and completed the race in 11 hours and 58 • My time management has seen significant improve- minutes, just two minutes before the final cut-off. ment; we start training at 4:30 am, and if you arrive even a minute late, all the runners will have already 3. What new things are you trying/incorporating in left. your running/training with this year’s Comrades? • It has also taught me to trust the process; your input (training) determines your output (results). This year, I am focusing on strength exercises and im- proving my speed (pace) to ensure I meet the cut-offs Thabang Mahlatsi is a Specialist: Internal Communication 4 and avoid being disqualified. based in Eco Glades CLICK HERE FOR NEXT PAGE Naziphi Mpokela is a Specialist: Internal Communication based in Eco Glades

INTERNATIONAL ARCHIVES WEEK 2023 by Vanessa Mathope Introduction to International Archives Week 2023 of 1996). This update is commendable, RAF. June is an important month for archivists like myself. The New Records Management Policy and SOP From Monday, 05 June to Friday, 09 June 2023, we celebrate International Archives Week. This week As an archivist, I am pleased with this new Records serves as an opportunity for archival and records man- Management Policy and Standard Operating Proce- agement professionals to raise awareness about the dure (SOP) because they reinforce my argument that importance of archives and records within their organ- there is no distinction between the Records Manage- isations. Due to the exhaustion of my conference leave ment business unit in the head office and Correspon- days, I will be participating in various virtual initiatives dence and Documents Management Services in the throughout this week. Last year, I contributed to rais- regional offices. If there were indeed two separate ing awareness within the Road Accident Fund (RAF) units, there would be two distinct policies. However, the through the ‘Getting to Know the Registry’ feature in presence of only one policy, the Records Management the Weekly Highlights. Therefore, for International Policy, indicates that Correspondence and Documents Archives Week, I would like to address a confusion that Management Services is an inaccurate term for these I believe is the root cause of our poor records manage- units. To further support this point, I draw your attention ment processes. to section 7.8 of the new Records Management Policy, titled ‘Document Services.’ Subsection 7.8.2 states The Confusion in Records Management Naming in that all incoming correspondence must be opened, the RAF stamped, scanned, and processed by the Document Services Unit, as outlined in the SOP. Now, let’s look at In the RAF, two business units are responsible for re- page 203 of the NARSSA (2007) policy manual, sec- cords management, which often confuses many of us. tion 4, which covers the functions of a registry. Sub- However, the primary confusion arises from the naming section 4.1 specifies the receipt, opening, sorting, and conventions. In the head office, the registry is called dispatch of documents. If the newly developed policy Records Management, while in the regional offices, it is aligns with the Records Management Principles and referred to as Correspondence and Documents Man- stipulations of the NARSSA Act, confirming that Cor- agement Services. This naming inconsistency is evi- respondence and Documents Management Services dent in a Management Directive issued by the RAF on perform records management functions, then why 09 February 2021 titled ‘Records Management Policy.’ does the RAF have units with different names? I raise The directive aimed to inform RAF employees about this question because our RAFzin Records Manage- the policy to be followed when creating, managing, ment Policy only mentions Document Services and storing, and disposing of records. The directive also Correspondence Systems, without any reference to stated that the newly developed Records Management the Records Management unit in the head office. This Policy, approved by RAF leadership, replaces the pre- discrepancy further supports my argument that Cor- vious Document Services Policy, as it now incorporates respondence and Documents Management Services the mailroom processes and aligns with the Records exist merely to confuse the RAF. By virtue of their Management Principles and stipulations of the National names, we have been led to believe that the registry in Archives and Records Services Act of 1996 (Act No. 43 the head office holds more authority than all the other CLICK HERE FOR NEXT PAGE Continues to the next page 5

INTERNATIONAL ARCHIVES WEEK 2023 (CONT.) registries in the regional offices, which are primarily concerned with the management of claims records, the core business of the RAF. Highlighting the Inconsistencies in Unit Names During this International Archives Week, I want to clear up this confusion and urge my fellow RAFzins to look beyond the names. If we focus on understanding the organisation and functions of a registry, everything will become clearer. For better clarity, let’s refer to section 2 of our Records Management Policy, titled ‘Defini- tions.’ A correspondence manager is defined as an employee responsible for all document services and CAFS (Claims Administration and Fraud System) in the RAF. On the other hand, a records manager is defined as an employee responsible for the management of the RAF’s records management programme. It is worth noting that the RAF does not have a records manage- ment programme but deals with documents (mailroom) and records (CAFS). I will refrain from delving further into this matter, as I am sure you can read between the lines. Clarifying the Functions of Correspondence and Documents Management Services The inspiration for this article came from an uncomfort- able phone call I received on Friday, 02 June 2023. The callers implied that I had left the Correspondence and Documents Management Services Unit, suggest- tween the two, I wouldn’t have so much to write about. ing that my understanding of records and their man- agement might be inaccurate. However, I left the unit, My Presentation at the SASA Annual Conference not the archives and records management profession. I remain an active member of the International Coun- Following International Archives Week, I will be pre- cil on Archives (ICA) and the South African Society senting a paper titled ‘Management of Paper-Based of Archivists (SASA), engaging in thought-provoking Records in the Road Accident Fund in the Fourth debates with fellow archives professionals. Industrial Revolution Era’ at the SASA annual confer- ence, which will be held at the Tshwane University of Insights from a Conversation with Dr Tshepho Technology (TUT) in Mbombela from 04 July to 07 July Mosweu 2023. As a responsible archivist and researcher, I have already submitted my paper to Knowledge Manage- Recently, I had a conversation with Dr Tshepho Mo- ment for review. Having seen the draft programme for sweu, a senior lecturer at the University of Botswana. the conference, I can confidently say that I am now She mentioned, ‘Good morning, Vanessa. I’ve noticed part of the premier league in archives and records that you prefer using the term ‘registry.’ In Botswana management. I will present with confidence to ensure and elsewhere, we have discarded that term and re- that I adequately represent my fellow RAFzins! placed it with ‘Records Management Unit.’ We associ- ate the word ‘registry’ with outdated practices where Happy International Archives Week, my RAFzin family! people lack knowledge about Records Management.’ I leave it up to you, RAFzins, to decide whether we Sources: should refer to it as a Registry or Records Manage- 1. National Archives and Records Service of South Africa (NARSSA) policy manual, 2007. ment in the RAF. If we were able to distinguish be- 2. Records Management Policy of the Road Accident Fund. 3. National Archives and Records Services Act of 1996 (Act No. 43 of 1996) CLICK HERE FOR NEXT PAGE Vanessa Mathope is a Registration Officer based in Menlyn 6

Keeping Safe on the Run Researched by Thabang Mahlatsi Following the publication of the profile features on the RAFzins participating in the 2023 Comrades Marathon, some of our colleagues may be inspired to take up the healthy hobby of running. Even if you don't plan on qualifying for the Comrades Marathon in 2024, there are numerous health benefits to be gained, including improved cardiovascular health, weight management, increased energy, and stress reduction. Before you lace up your training shoes and hit the road, we have compiled some road safety tips to ensure you stay safe: 1. Follow the rules of the road. 2. Whenever possible, run on sidewalks. 3. If there is no sidewalk, run facing traffic and as far from traffic as possible. 4. Stay alert at all times. Avoid being distracted by electronic devices that take your eyes or ears off the road. 5. Cross streets at designated crosswalks or intersections where drivers expect pedestrians. Look for cars in all direc- tions, including those turning left or right. 6. If a crosswalk or intersection is not available, locate a well-lit area that offers the best view of traffic. Wait for a gap in traffic that allows enough time to cross safely and con- tinue to watch for traffic as you cross. 7. Never assume that a driver sees you. Make eye contact with drivers as they approach to ensure you are visible. 8. Enhance your visibility by wearing bright clothing dur- ing the day and using reflective materials or a headlamp at night. “rcItufornaykwotehlu,eepbcnaumnwt o’awtvlhfkilnt,ayhgtieetfrfhvoyeKeronrwiunyarguorcdnuaJ.n,”rd.’it–fowyMyoaoaulruktcinthahanLev’nute- 9. Watch out for cars entering or exiting driveways or back- ing up in parking lots. By following these safety tips, you can enjoy the ben- efits of running while minimising the risk of accidents. Stay safe and happy running! Thabang Mahlatsi is a Specialist: Internal Communication based in Eco Glades CLICK HERE FOR NEXT PAGE 7

rAF activations by The Durban Regional Marketing Unit Road Safety Activation Venue: Nongoma Taxi Rank, KwaZulu-Natal Date: 03 June 2023 CLICK HERE FOR NEXT PAGE 8

rAF activations by The Learning and Development Unit The RAF’s Learning and Development Unit visited KwaMathanda High School in Umlazi on Wednesday, 07 June 2023. Together with Intokozo FM, the RAF paid a visit to the school. The goal of the stakeholder engagement was to empower the youth by providing them with information about the RAF and the different options for youth development it provides, including learnerships, internships, and graduate development programmes. CLICK HERE FOR NEXT PAGE 9

THE FUN PAGE This week we take a look at the funny side of Records Management or, the absence thereof... In the workplace. Enjoy! NOTNEOTTOE RTEOARDEEARDSE:RS: WhatWkhinadt koifndcoonftecnotnwteonut ldwoyuolud lyikoeu tloikeseteo osneethoisn pthaigsepiangefutiunrefuture eKdinitdiolKeyndisnsit?edionlWyndssey?eownWudoreuyslodwuugolroguvseldeusgtltioogovenhessettiatooorn:hfsirenoattmoer:rfnyirnoaotmluec!ronymaolmuc!oumnimquuen@[email protected]