IMPACT OF RECORDS MANAGEMENT ON ORGANIZATIONAL EFFICIENCY

THE IMPACT OF RECORDS MANAGEMENT ON ORGANIZATIONAL EFFICIENCY

CHAPTER ONE

INTRODUCTION

1.1     Background to the Study

All organizations are required to keep records of their activities. By keeping such records accurately and up-to-date, organizations can measure their performance, improve their overall financial control and take action whenever problems arise/ (Needham and Dransfield, 1996).

Modern information system have plunged the world into what may be called an information age as opposed to the book age (Akuria, 2001). Information is an essential resource for decision-making at international, national and even lower organizational levels of human activity. However, information to be fully effective, it should be classified, recorded, and stored appropriately in an effective manner. This information is known as a record and the discipline in which record or information is captured, stored and managed in a meaningful format is the substance of records management. Records are therefore a vital tool in the administration of many organizations. The success and failure of organizations and state organs activities all depends on the efficient handling of information (Penn 1996).

The library provides a full service for lending, inquires, reference, photocopying, computer and inter-library loans. Considerable emphasis is placed on helping the students and teaching information skills, through the introductory library orientation program. The library has a computer network system through which you can access the catalogue using the UNESCO – WINISIS software, to complement the traditional card catalogue.

1.2     Statement of the problem:

Every organizational activity depends upon reliable information and well managed records which are essential if an organization is to function, efficiently. With the advancement in technology, there should be an efficient records management system in place backed by technology. Information Technology is used for employee data base, financial and accounting information system, students data base, assets and liabilities data bank. Various aspects of records management in private institutions are not up to date that is there is lack an efficient and reliable information management system to keep all stakeholders informed. There are poor data processes and retention schedules; inadequately .trained personnel to handle data collection, storage and dissemination; inadequate training in Information Communication Technology; inadequate space, unclear chain of command among others. Through the public and private institutions in Nigeria Information Communication Technology was considered an indispensable tool for enhancing productivity, yet little attention is paid to the information management issues and to understanding the forces of change that affect the form and integrity of the record. Staff who understand the functional requirements for record keeping and the competencies and skills required to manage electronic information delivery system are few; legal and administrative requirements for managing electronic records are not implemented. Accurately documented policies, standard operating procedures and formal methodologies for analyzing records are still lacking. It is against this background that the researcher was prompted to investigate the relationship between the records management and efficiency in an organization.

1.3       The General Objective of the Study

The general objective of this study was to explore the effect of records management on organizational efficiency in an organization.

1.4       Objectives of the Study

1. To examine the influence of Records Management on efficiency in an organization.
2. To explore and make a critique of methods used by the organization  to manage records.
3. To examine the effectiveness of Information Communication Technology in managing records.
4. To establish the challenges faced by the organization in modernizing the records management system.

1.5     Research Questions

1. What influences record management on efficiency in an organization
2.  What methods are used by the organization to manage records?
3. What is the effectiveness of Information Communication Technology in managing records?
4. What are the challenges faced by the university in modernizing records management?

1.6       Scope of the Study

The study looks at the impact of records management on efficiency at in an organization. It was intended to find out the nature and practice of records management in the organization, assess the significance of records management on efficiency and examine the challenges of records management in the organization.