The contextual setting of the study consisted of national government departments that have implemented records management systems (as creating agencies), as well as the National Archives and Records Services of South Africa (as the archival institutions). To effectively ensure proper digital curation of archives, knowledge sharing between governmental bodies and archives and records management agencies is essential. Ngoepe (2017) maintains that National Archives and Records Service of South Africa (NARSSA) is charged with the regulatory role of managing and preserving government records, including those that are born digitally or converted into digital format. This organ of government is also mandated to set up mechanisms and guidelines that are meant to ensure proper records management practice in public bodies and preserve records of enduring value. NARSSA, through its records system, caters for two types of records, namely records that will be destroyed after some time, usually before 20 years, and records with enduring value that need to be preserved permanently in archival repositories after the passage of 20 years. This mandate, according to Ngoepe and Kenosi (2022), is aligned with what Jenkinson termed the ‘primary and secondary roles’ of archivists in records management.

The digital curation of archives in South Africa continues to face significant challenges, largely as a result of the limited adoption of FOSS and insufficient knowledge sharing among governmental and archival institutions. Although the South African cabinet has endorsed policies that promote the use of FOSS, implementation across public entities has been slow, with proprietary systems still dominating archival practices (Katuu 2023). This reliance on costly proprietary solutions undermines opportunities for sustainable, inclusive and collaborative digital preservation (Ngoepe 2017). In addition, many public archives lack the necessary infrastructure to ingest and manage digital records, leaving preservation responsibilities to individual agencies, which has resulted in fragmented and inconsistent practices (Shekgola & Ngoepe 2025).

Researchers, such as Sillat et al. (2021), Islam et al. (2018), as well as Abu-Shanab and Subaih (2019), note that knowledge sharing is a critical enabler of effective digital curation.

It can enable collaboration, innovation and capacity-building across institutions. However, barriers, such as limited technical expertise, organisational silos and slow policy implementation, continue to hinder the exchange of knowledge required to leverage FOSS for archival sustainability (Shekgola 2025). Without effective knowledge sharing, governmental bodies risk digital exclusion, which further exacerbates inequalities in access to information. Scholars, such as Shekgola et al. (2021), argue that affected groups within government institutions are often left behind in the technological revolution, because of traits such as an inability to transfer skills, reluctance to adopt new technologies, lack of competencies and inadequate training in digital tools (Yadav, Choudhary & Jain 2019).

Bonuedie and Fombad (2025) add that knowledge sharing is generally conceptualised through two main types of knowledge, that is, tacit knowledge, which is embedded in individual experience and challenging to articulate, and explicit knowledge, which is documented and easily transferable. Yadav et al. (2019) acknowledge that knowledge sharing acts as a catalyst in capacity-building and training initiatives that equip archivists with the necessary skills to implement FOSS effectively. Workshops, seminars and peer-learning networks can disseminate technical know-how on installation, customisation and maintenance of FOSS platforms (Gupta & Surbhi 2018). This reduces dependence on external vendors and fosters self-reliance within archival institutions. Moreover, knowledge sharing encourages the development of localised solutions, tailored to South Africa’s archival context and addressing challenges, such as limited budgets and infrastructural constraints (Shekgola 2025). Therefore, by pooling resources and expertise, many institutions can collectively troubleshoot issues and conceive new approaches to digital curation (Matlala & Maphoto 2023). Such a collaborative environment will not only accelerate FOSS adoption but will also ensure that archivists remain up to date with evolving technologies. In this way, knowledge sharing would strengthen institutional resilience and promote the long-term sustainability of digital archives.

The purpose of this study is to explore the role of knowledge sharing as a catalyst to advance the digital curation of archives through FOSS in South Africa. The following are the research objectives:

Understanding the factors influencing knowledge sharing towards curation of archives through FOSS in governmental bodies requires a solid theories underpinning. Numerous theories have been applied in studies of technology adoption, such as this one. Among the most widely used are the Technology Acceptance Model (TAM) developed by Venkatesh and Bala (2008), the Diffusion of Innovation (DOI) theory (Rogers 1995), and the Technology, Organisation, Environment (TOE) framework (Tornatzky & Fleischer 1990) to name just a few. In this study, the TOE framework is adopted as the guiding theoretical lens (see Figure 1). This framework is selected because it offers a comprehensive perspective by linking three critical contextual dimensions, which are technology, organisation, and environment. Thereby, the above-mentioned elements enable a general understanding of the factors that influence knowledge sharing in technology adoption.

Technologically, the openness and adaptability of FOSS platforms encourage archivists to exchange collective expertise and insights, workflows, and best practices. The transparency of source code may facilitate peer learning and inner workings of the software towards digital curation strategies among governmental bodies in South Africa. Organisationally, factors such as leadership support, collaborative culture and training initiatives may enable archivists and ICT practitioners to participate in communities of practice. This may further enable knowledge sharing into archival processes. Externally, government policies promoting open access and participation in professional networks provide additional momentum, which may expose governmental bodies in South Africa to global standards and innovative practices around digital curation of archives.

Knowledge sharing is essential for translating the benefits of free and open-source software into sustainable archives and records management. It cultivates institutional memory by documenting appraisal decisions, metadata standards, retention schedules and configuration practices, thereby supporting continuity and informed decision-making across organisations (Shekgola & Ngoepe 2025). Without active exchange of experience, skills and contextual know-how, the openness, flexibility and cost advantages of FOSS are often under-realised, leading to underuse or misapplication (Oreku & Mtenzi 2013). Mkhize (2017) further highlights the strategic role of knowledge-sharing frameworks, for instance, communities of practice and collaborative platforms, in diffusing expertise about open-source solutions; thus, enhancing learning and reducing duplication of effort. In the management of digital archives, shared-knowledge practices are fundamental to interoperability and long-term preservation.

Jalal and Toulson (2018) suggest that knowledge sharing can strengthen technical resilience and long-term preservation capacity. This can be achieved in ways that may include support for collective problem-solving around locally specific legal, linguistic and infrastructural challenges. The adoption of FOSS promotes shared repositories, community forums and communities of practice, to enable practitioners to co-develop ingestion preservation workflows (Shekgola & Ngoepe 2025). Such collaborations are critical to enhance interoperability mechanisms, aligned with national legislative requirements and multilingual environments (Shekgola 2025). In this way, FOSS-based records and archival systems can support active knowledge exchange, which could be easily customisable for compliance and transparency, and sustained without vendor lock-in (Jalal & Toulson 2018). The capacity to inspect, adapt and peer review both code and documentation enhances system auditability and public trust, which are essential for accountability and good governance in African public institutions.

Gupta and Surbhi (2018) highlight that social and organisational knowledge-sharing mechanisms are as influential as technical system features in determining the long-term success of FOSS initiatives. Whereas Mojapelo and Shekgola (2022) identify mentorship networks, local champions, inter-institutional collaboration and accessible community documentation as critical drivers of sustained adoption, implementation and subsequent use of technology in archives and records management. In a context where such structures are weak or absent, even technically suitable FOSS solutions struggle to move beyond pilot implementation. Conversely, active communities of practice amplify limited resources by pooling expertise and producing localised, reusable modules. Strategic investment in formal knowledge-sharing mechanisms, including shared repositories, cross-institutional workshops and archivist mentorship programmes, could, therefore, position FOSS not only as a cost-effective technological option, but also as a catalyst for building an interoperable, accountable and contextually grounded digital records management ecosystem.

Knowledge-sharing practice embodies the critical success factors that determine the success or failure of knowledge management initiatives in an organisation (Wang et al. 2021). Moreover, Sawan, Suryadi and Nurhattati (2020) maintain that effective knowledge sharing can be encouraged, particularly the willingness to transfer expertise. Willingness to share knowledge is shaped by organisational culture, professional norms and perceived value. Studies indicate that public sector environments often suffer from knowledge hoarding, because of job insecurity, weak recognition systems and hierarchical bureaucracies (Wang et al. 2021). In the context of FOSS-based records management, the willingness to share knowledge is enhanced when practitioners perceive knowledge sharing as professionally legitimised and institutionally supported. Research shows that archivists and records managers are more inclined to contribute documentation, scripts and configuration examples when sharing is embedded in performance frameworks, endorsed by leadership and aligned with professional identity, rather than treated as an informal or voluntary activity (Matlala & Maphoto 2023). Without this willingness to share knowledge and expertise, FOSS will remain underutilised, and the system will be technically open but socially closed.

Incentives play a complementary role in transforming the willingness to participate in sustained knowledge-sharing behaviour. According to Fischer (2021), organisations, as well as individuals, are often willing to share their knowledge only when offered certain benefits, rewards or if their personal goals are met. Incentives can enhance the efficacy of implicit, trust-based rewards, especially when offered by the help recipient rather than a supervisor (Haesebrouck, Van den Abbeele & Williamson 2021). Tangible and activity-related incentives are particularly effective, while social, tool and promotion-related incentives have a lower impact.

Prosumers consistently require incentives to share knowledge, regardless of their gender, education level or age. Incentives need not be purely financial, but should include recognition, career advancement, skills development and opportunities for professional visibility within national and regional networks (Haesebrouck et al. 2021). Organisations and experts are more likely to document and share FOSS-related practices when these contributions are acknowledged through professional accreditation, training opportunities or participation in national communities of practice (Jalal & Toulson 2018). Incentive structures, therefore, may also function as governance mechanisms that signal the institutional value of knowledge sharing, helping to normalise collaboration and reduce the perception that sharing expertise diminishes individual relevance or authority.

At a broader level, knowledge sharing around FOSS may contribute directly to the development of a skills and knowledge economy, by transforming local expertise into reusable, scalable intellectual capital. Free and open-source software-based records management systems become repositories, not only of digital records, but also of embedded local knowledge, including legal interpretations, linguistic adaptations and culturally informed appraisal practices (Bonuedie & Fombad 2025). Through open documentation, shared code and collaborative learning, South African institutions collectively may generate knowledge assets that can be reused across borders, reducing dependency on external vendors and strengthening regional technological sovereignty. The open sharing of configuration templates, training materials and peer implementation experiences could reduce duplication of effort, shorten learning curves and mitigate the risks associated with staff turnover and fiscal constraints (Haesebrouck et al. 2021). In South Africa, this aligns with aspirations of national frameworks for a knowledge-driven economy, whereby public sector innovation is grounded in local skills, shared learning and indigenous knowledge systems, rather than imported technological solutions (Katuu 2023).

Knowledge transfer often occurs through formal and informal channels (Asiedu, Abah & Dei 2022). Formal channels consist of training sessions, workshops and digital platforms, whereas informal channels of knowledge sharing may take place through, among others, storytelling, apprenticeships and social interactions.

Both approaches play a vital role in effective knowledge management, although their impact may differ, depending on the context and the type of knowledge being conveyed. Zamiri and Esmaeili (2024) highlight that, while digital platforms have broadened the scope of formal knowledge sharing, their impact in public institutions is often constrained by challenges such as limited digital literacy, organisational culture and issues of trust. As such, informal knowledge-sharing mechanisms, such as peer-to-peer and community gatherings, tend to be more adaptive, especially among institutions in low-resource countries (Frias-Navarro & Montoya-Restrepo 2020).

In terms of the digital curation of archives through FOSS, knowledge sharing may be utilised to drive support for policy advocacy and alignment by both the creating and archiving institutions. Shekgola et al. (2021) state that, when archivists and scholars share case studies, they provide evidence that FOSS can enhance efficiency, accessibility and preservation of public records. Such shared insights can influence government policies and encourage public institutions to transition from proprietary systems to FOSS.

Additionally, knowledge sharing, in this way, may foster partnerships between universities, ICT and government agencies, to create a unified front for FOSS implementation (Wendo et al. 2025).

These collaborations can lead to the establishment of national frameworks that aid in standardising FOSS use in the digital curation of archives. Importantly, knowledge sharing also raises awareness among stakeholders about the risks of digital obsolescence and the benefits of community-driven solutions. Therefore, it acts as a strategic driver that bridges the gap between technical innovation and institutional policy, ensuring that FOSS adoption is both practical and sustainable in South Africa.

Another important strategy for the successful implementation of FOSS in government departments is the establishment of robust technical support structures, coupled with the cultivation of a strong knowledge-sharing culture (Asiedu et al. 2022). Technical support ensures that users at all levels have access to reliable assistance, troubleshooting and training, thereby reducing resistance to change and building confidence in the use of FOSS solutions. This support should include dedicated helpdesks, continuous professional development programmes, and partnerships with local and international FOSS communities, to leverage collective expertise (Frias-Navarro & Montoya-Restrepo 2020). As such, by embedding knowledge-sharing mechanisms, such as communities of practice, peer-learning workshops and mentorship programmes, organisations can prevent duplication of work, accelerate problem-solving and strengthen collaboration (Asiedu et al. 2022). Technical support and knowledge sharing will not only enhance technical capacity but also foster a sense of ownership and collective responsibility for digital transformation, thereby ensuring that FOSS adoption is sustainable, efficient and aligned with broader governance objectives.

Shekgola (2025) reveals that many developing countries, such as South Africa, face the dual burden of high unemployment and a significant ICT skills shortage, necessitating urgent investment in digital training and capacity-building. As such, there is a dire need for competency-based curricula to prepare professionals for evolving digital environments. While FOSS holds transformative potential for digital inclusion, its success in South Africa hinges on structured training, institutional support and knowledge-sharing frameworks that bridge the gap between policy aspirations and practical implementation (Zamiri & Esmaeili 2024).

Knowledge-sharing practices, in this regard, can help others and solve organisational problems. Tahleho and Ngulube (2022) further note that disruptive technologies, such as FOSS, have necessitated certain requirements for knowledge sharing, skills and competencies, in order for practitioners to actively participate and enjoy its benefits.

Gupta and Surbhi (2018) allude that adequate funding is a cornerstone for the successful adoption and sustainability of FOSS in government departments. Its effectiveness is closely tied to the importance of knowledge sharing. The shortage of financial resources impacts institutions’ ability to adequately invest in infrastructure, training or technical support; yet, even with funding, progress will stall if knowledge is not systematically exchanged across departments (Bonuedie & Fombad 2025). Conversely, when supported with adequate funding, knowledge-sharing practices, such as communities of practice, mentorship programmes and performance management systems, create an enabling environment, where resources are used efficiently, institutional memory is preserved, and innovation is fostered. This indicates that funding and knowledge sharing may accelerate the implementation of FOSS.

Ethical clearance to conduct this study was obtained from the College of Human Sciences Research Ethics Review Committee at the University of South Africa (Ref. No. CA4_240816_052vCREC_CHS_2022). Furthermore, NARSSA and SITA facilitated access to relevant national government departments by providing key contacts within institutions that have implemented digital records management and preservation systems. Institutional permission to conduct the study was formally secured from the respective directors or chief directors of the participating national government departments.

Knowledge sharing is the process by means of which individuals and organisations share knowledge, experience and insights. Matlala and Maphoto (2023) state that South African organisations face challenges in knowledge sharing practices, because of competition among organisations, the absence of trust among workers, fear of job stability and concerns over knowledge misuse, among others. As such, the significance of knowledge sharing in technology implementation is acknowledged by various scholars as a key determinant of national growth and transformation of the socio-economic environment. In this study, the Technology, Organisation, Environment framework provides a broad-based perspective to understand ways in which knowledge sharing can advance governmental bodies in South Africa in the implementation of FOSS digital curation of archives. This framework is shaped by technological characteristics, organisational readiness and the external environment. The first objective of the study was to gather the perspectives of participants on the significance of knowledge sharing in the digital curation of archives using FOSS. Despite alluding to the importance of knowledge sharing, all the participants agreed that, currently, there are no clear formal channels or structures in place whereby information on the curation of archives using FOSS is shared, especially in governmental bodies. Participant ARMP-4 revealed that:

The study discovered that a lack of knowledge has contributed to the low uptake of FOSS in governmental bodies. These findings were found to be consistent with the reviewed literature, whereby scholars indicate that, despite the proven cost-efficiency, adaptability and sovereignty benefits of FOSS, many organisations remain unaware of its practical value, implementation pathways and long-term sustainability, because of fragmented dissemination of expertise and limited peer learning. Moreover, although some governments did implement FOSS for various records management functionalities, knowledge about successful local deployments, governance models and contextualised support mechanisms is seldom systematically shared, resulting in repeated reliance on proprietary solutions and external vendors. As such, this deficit reinforces misconceptions about FOSS as technically inferior or unsupported, while silencing evidence of its viability within South Africa’s socio-economic and regulatory environment. In the absence of structured communities of practice, institutional memory and policy-aligned knowledge exchange, FOSS remains marginalised in strategic ICT decision-making towards digital curation of archives. Consequently, the lack of robust knowledge-sharing ecosystems not only undermines awareness but also perpetuates technological dependency, stalling meaningful progress toward inclusive, locally driven digital transformation.

The literature review has highlighted numerous factors that influence the adoption and effective utilisation of FOSS. These can broadly be categorised into institutional, technical and human factors. Noone, Lin and Sharma (2024) allude that platforms for knowledge sharing are essential to ensure that individuals and organisations can make informed decisions prior to technology adoption. Under this theme, the study intended to investigate factors that enhance knowledge sharing in sectors such as national departments in a bid to ensure curation of archives through FOSS solutions. The TOE framework points out that knowledge sharing for the digital curation of archives through FOSS is not driven by a single factor. The framework provides that factors simulating knowledge sharing in this regard include a dynamic interaction between technological capabilities, organisational commitment and environmental support. It is thus important to strengthen these interconnected dimensions in order to enable a swift and sustainable knowledge-sharing culture among various government departments in South Africa.

Participants report that the implementation and use of FOSS heavily rely on the availability and reliability of ICT infrastructure, Internet connectivity and user-friendliness of the repository platforms in an organisation.

There is also consensus among participants that the persistent gap between policy formulation and practical implementation of technology, such as FOSS, arises from limited knowledge sharing. To address these disparities, active knowledge sharing, especially by organisations that already use FOSS, plays a vital role in bridging this gap. Participants agree that this can be achieved through documentation of lessons learned, disseminating best practices and mentoring of departments that are new to FOSS adoption. In this regard, ARMP-3 comments as follows:

Participants further believe that deploying user-friendly, interoperable platforms, especially open-source tools that support documentation, version control and collaboration, can lower technical barriers to participation.

Additionally, adopting clear governance frameworks, standardised metadata and shared repositories will ensure that knowledge is captured, preserved and reused effectively. On this, ICTP-1 reports:

The literature review highlighted that there are several strategies that can be implemented to curb knowledge-sharing hindrances, particularly in contexts such as public institutions. Moreover, the TOE framework demonstrates that enhancing knowledge sharing requires an integrated approach. Such approaches should simultaneously address technological infrastructure, organisational culture and external support systems. The aim of this theme was to investigate strategies that enhance knowledge sharing for the digital curation of archives through FOSS in governmental bodies. When asked to opine on the strategies that could be used to enhance knowledge sharing for the digital curation of archives through FOSS, participants pointed out that leadership commitment is essential to establish a culture that values sharing expertise and initiative, such as collaboration with like-minded stakeholders, the provision of incentives and career progression prospects.

Participant ARMP-4 further pointed that:

Participants further indicated that a rewards system may aid knowledge sharing of FOSS utilisation in governmental bodies. Participants ICTP-3, ARMP-5 and ARMP-1 concur that successful incentive programmes may encourage staff members to share their knowledge of FOSS. This may include monetary and other forms of recognition, such as certificates and career path progression. As such, a structured approach to recognising knowledge-sharing initiatives can motivate other government departments to use FOSS. Failure to do so may result in low motivation and lack of trust towards the digital curation of archives through FOSS.

The study further discovered that human factors, encompassing awareness of FOSS, digital literacy, training opportunities and perceptions of the benefits of utilising FOSS for the digital curation of archives, are also crucial. It was indicated that some governmental bodies were not familiar with FOSS and did not have an understanding of the benefits of using FOSS. As such, they are less likely to implement and use it for the curation of archives. There were also governmental bodies that lack adequate funding, strong administrative support, which are guided by clear the existing South African FOSS policy for governmental use, need to be ratified.