Electronic records management and provision of justice: Keeping e-dockets secure in Limpopo police stations

Abstract

In the criminal justice system, effective records management is essential for justice delivery and the protection of human rights. This study investigates the security and backup measures used to safeguard electronic dockets in the South African Police Service (SAPS), focusing on selected stations in Limpopo Province. The SAPS adopted the e-docket system to address persistent problems with manual docket management, including loss, tampering, and delays. Using an exploratory survey design and quantitative approach, data was collected through a structured questionnaire presented to purposively selected police officers. The findings reveal that access to the e-docket system is primarily secured through passwords, making it vulnerable to unauthorised access. Moreover, most stations rely on manual backup systems without off-site storage, leaving electronic records exposed in the event of system failure or disaster. These weaknesses threaten the reliability and integrity of case records, with serious implications for justice administration.