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.

RECORDS MANAGEMENT PRACTICES IN THE ADMINISTRATION OF PUBLIC INSTITUTIONS

RECORDS MANAGEMENT PRACTICES IN THE ADMINISTRATION OF PUBLIC INSTITUTIONS

ABSTRACT

Records management is the gist of an organization because it is through records that an institution can provide a documentation of activities and plans. Records provide valuable information for critical decision making within organizations. However, organizational managers fail to recognize the contribution of effective records management practices in public administration. Therefore, the aim of this study was to investigate the role of records management practices in the administration of public institutions. The specific objectives are: to find out the records management practices, to establish the role of departmental heads in the management of records in an organization, to examine the role of records management in facilitating accountability and transparency in organizational administration, and to establish an effective records management model in an organization . The research employed the records continuum theoretical model and a mixed approach of both qualitative and quantitative methods to collect data. The research was conducted on a total population of 150 employees. The study sample included 50 members of staff. The sampling technique used was the stratified sampling technique with a non-probability sampling design, which enabled the identification of a sample that only included employees that directly dealt with records in the various departments at the institution. A questionnaire with carefully identified questions was used in gathering data from the sampled participants. The study findings show that classification and indexing are the most important records management practices undertaken to enable easy accessibility to information at the organization, heads of departments assist in managing operations at various departments regarding to records, and that effective management of records can enable easy access to information, fulfillment of financial requirement and accountability as well as effective organizational administration. The findings are of significance to managers, employees, and policy makers in matters regarding management of organizations.

CHAPTER ONE

INTRODUCTION AND BACKGROUND INFORMATION

1.1 Background of the Study

Chapter one provides an introduction to the current study by placing it within its context. Therefore, the chapter explores the modern business records management context which delves into the contemporary issues affecting records management. Later, the chapter provides the study context, problem statement, aim and objectives of the study, and research questions. The significance of the study are also detailed to illustrate the essence of the study findings. Lastly, the chapter provides the significance, assumption, scope of the study, and the limitations.

It is unmistakable that the pace of business activities within organizations in the contemporary society is increasing daily due to the evolving technology. The productivity involves volumes of both electronic and physical documents that contain critical information. In many cases, organizations do not understand the complexity of tasks involved in records management until they fail to access a vital record (Abdulrahman, 2015). Therefore, records play a significant role in the effective and efficient management of an organization because they store plans and implementation processes of an organization’s services.

In both conventional and digital organizations, records stored in either electronic or physical form continue to be viewed as essential documents for administrative documentation. Records provide support for all activities carried out within organizations. Without proper records management, organizations cannot provide the necessary information and support, which in turn may lead to the loss of critical information in institutions. Proper records management practices are essential for an organization’s administration and the smooth running of the operations. Records management involves the incorporation of various practices aimed at proper information management. It also entails the systematic control of all records an organization maintains during the course of their life cycle for the attainment of operational business needs, fiscal and statutory requirements, as well as, the expectation of stakeholders (The National Archives of Scotland, 2013). Effectual maintenance of corporate information enables fast, reliable and accurate access or retrieval of records. It also ensures that redundant information is timely damaged and that important historic records are efficiently protected. Systematic records management enables organizations to; identify the records that they have, increase effectiveness and efficiency, support decision making, achieve business targets and objectives, meet regulatory and legislative requirements, protect the clients’, employees’, and stakeholders’ interests, and be accountable. Consequently, records are critical legal and historical tools that are necessary for the effective running of an organization.

Records are valuable administration instruments without which an institution’s operational functional and processes cannot be efficiently carried out. For instance, a successor to a certain organizational rank may need the institution’s records to find his or her bearing when he or she takes over the new position. The new employee or successor can use such records to decide whether he or she will continue with the previous organizational leader’s practices and techniques or modify them (Abdulrahman, 2015). Records play various roles in organizational administration because administrators and managers use them on routine basis to carry out various administrative roles such as decision making. Recorded information helps in enlightening and educating organizational managers and administrators on matters relevant to the organization. Records can also help in strategic plans and successful implementation of organizational processes. They can also serve as sources of research for information that can be used as evidence. Timely access of recorded information is essential for decision-making, planning, and organizational control. Public institutions in Kenya create, keep, and use records in their every day basis for administrative, legal, and audit functions among other purposes.

1.2     Statement of the Problem

Records are essential instruments in every organization particularly in reference to critical decision making including administrative decision making. Information contained in organizational records is the pillar of the institution’s business activities. Without information, an institution’s administration becomes incapacitated especially in its decision making. Globally, organizations’ systems are expanding at unprecedented rates due to technological advancements and population increases (Abdulrahman, 2015). Similarly, organizational problems in relation to planning, administration, organization, control, and monitoring are also increasing resulting to the need for improved records management practices among institutional administrators, educationist, policy makers, and planners.

Records in public institutions suffer from likelihoods of loss due to improper storage, unprotected disaster, and random destruction. These organizations also lack control guidelines that cover the management of records from their creation to their disposal (Abdulrahman, 2015). The absence of guiding principles gives doubt as to how organizational professionals and administrators have been handling managerial decisions. Therefore, it is necessary to evaluate record management practices in public institutions to identify their role in the administrative functions of organizations.

Employees are facing various administrative challenges resulting from ineffective records management. For instance, at times, there are cases of missing or loss of records within the organization, which lead to wastage of so much time trying to locate them. The organization also lacks sufficient space to store some records given that new records are generated on a daily basis. Equally, the problem can be observed in literature as Bakare, Abioye, & Issa, (2016) also observe that there is a startling rate of loss and misplacement of records that contain useful information, which can guide in decision making, especially in public institutions. In another study, Abdulrahman (2015) also states that lack of effective records management can lead to problems such as difficulties in information retrieval for administrative decision making, delays in staffs’ salaries and fringe benefits, inaccurate demographic data and improper registration of employees, which may lead to missing out of employees on important communication. Therefore, there is a need for the acknowledgement of the essence of effective records management in organizational administration from the top management.

1.3     Aim of the Study

The aim of this study was to investigate the role of records management practices in the administration of public institutions.

1.4     Objectives of the Study

The specific objectives of this study include:

1. Examine the role of records management in facilitating accountability and transparency in organizational administration
2. Assess the role of records management in expediting risk management
3. Evaluate the contribution of records management in tracing organizational activities and progress
4. Develop an effective records management model

1.5     Research Questions

The research questions for this study are;

1. What is the role of records management in facilitating accountability and transparency in organizational administration?
2. What is the role of records management in expediting risk management?
3. What is the contribution of records management in tracing organizational activities and progress?
4. What is the effective records management model?

1.6     Significance of the Study

The findings of this study are of significance practically, theoretically, and in policy development. Practically, the outcomes inform various stakeholders such as the management and employees of public institutions concerning the essence of a records management practices in critical organizational operations, including management. Theoretically, the study findings augment the body of knowledge by contributing to the literature on the significance of records management practices in organizational administration. Additionally, the study also boosts easy access to records through emphasizing on the significance of effective records management practices in organizational management. In policy making, the findings inform policy makers concerning organizational policies, including the incorporation and support of record management in an organization as a regulatory policy in an effort to enhance effective organizational administration.

1.7     Assumptions of the Study

1. Organizations do not recognize the significance of records management in organizational running.
2. Records management practices are important in the management of organizations.

1.8 Scope of the Study

The study is also limited to the study objectives that include investigating the role of records in risk management, finance and auditing, and tracing organizational activities and progress. The factors are essential administrative functions. Hence, an investigation of the role of records on these aspects will create insight on the study topic.

1.9 Limitations of the Study

An effective completion of this study was constrained by limitations of time, finances, and access to sufficient and effective secondary resources to augment the accessible information. Time limits resulted from tight schedules between work and family activities. However, this challenge was resolved through creation of time each day after work. Additional time was also acquired during the weekends. Another challenge was financial resources to conduct the research. The challenge was resolved through setting aside some income each month for research purposes. The challenge of secondary resource accessibility was resolved through gaining access to some academic sites such as Google Scholar, Google Books, and ProQuest which sufficiently supplemented the Library sources.

1.10 Operational Terms and Concepts

Record

A record refers to information that an organization of person creates, receives, and maintains as evidence in the process of business transaction or pursuance of legal obligations.

Record creation

Record creation entails the development of consistent regulations to ensure accessibility and integrity through deciding techniques to track and log records by following specified processes for the registration, classification, and indexing of information.

Record Preservation

Record preservation refers to all the operations and processes involved in the protection and stabilization of documents against deterioration or damage and in the treatment of deteriorated or damaged documents.

Record keeping

Record keeping refers to the making and maintenance of accurate and reliable proof of business operations through recorded information.

Records management

Records management refers to the incorporation of various practices aimed at the proper management of an organization’s information. It also entails the systematic control of all the records of an organization during the course of their life cycle for the attainment of operational business needs, fiscal and statutory requirements, as well as, the expectation of the community at large.

Reinsurer

Reinsurer refers to an organization that provides reinsurance services to other insurance companies.

EFFECT OF RECORD MANAGEMENT ON EFFICIENCY OF OFFICE MANAGERS

EFFECT OF RECORD MANAGEMENT ON EFFICIENCY OF OFFICE MANAGERS

(A Survey Study of some selected Organizations in Kaduna Metropolis)

ABSTRACT

This study intends to look at “The effect of record management on office mangers efficiency”. Specifically, the study investigated the concepts, process, types, theories, and factors affecting office manager’s productivity. A population of 120 employees comprising of executives and office professionals drawn from the organizations under study formed the respondents of the study. Questionnaires being a more reliable instrument for data collection were used to collect data from the respondents. Some recommendations were made from the findings from the research revealed that organizations should train their staffs on the nitty-gritty of record management the findings also recommended that organizations should try and equip and update their record management department. Summary and conclusion were made based on the findings.

CHAPTER ONE

Introduction

1.1   Background of Study

The ability of any office managers to keep and preserve its organizational records properly determines the success of that organization. According to Harding (1990) record keeping entails the processing, arranging and storing of records so that they can be located when required.

Records are very important to the organization; there-by the adherence to the strict rules governing the keeping of it by the officer or staff in charge in an organization is important. According to Reinhold and Carl (1963) the secret behind a successful organization is record keeping.

Record keeping refers to the keeping in safe custody all document in the office. Azuka (1990) defines Record keeping as a systematic arrangement and keeping of business correspondence and Record so that they may be found and delivered when needed for future reference. Any organization where records of transactions are not kept stand a great chance of collapsing.

Organization be it traditional or modern do have a role to play before their goals could be achieved. The realization of these goals depend heavily on the ability of the office manager to discharge his roles decisively and extensively. It is not out of place to conclude that record management constitute a fundamental part of the activities of all office managers; which must be pursued rigorously to provide promising solution to storage and retrieval problems.

Record Keeping originates from early men who wrote on stones and waves in causes for the future. These records were in form of drawing and writing of languages on the walls.

Civilization brought about the inventions of writing on paper as a better means of living and keeping of information. The urge to keep these records safe from destruction brought about the need to create storage equipment, which will safeguard these documents from being destroyed. So different form of record management were developed from the simple method of storage to the sophisticated method, from simple auxiliary filing of record to the more advanced micro filing of record.

Record management is very essential, most organizational managers depend on records, whether in Private or Government offices where invoice, teller, memorandum, report, cheques, vouchers, and so many other things are found for decision making and other managerial responsibilities. These    records are stored under different heading and kept for further usage. The act of record keeping is mainly used to educate and pass on this information to those who need it.

1.2     Statement of the Problem

Despite the overwhelming benefit from record keeping in the organization, managers are still finding it difficult to record properly. Many managers are yet to keep pace with the challenges posed by improper record management in the organization. This consequently has resulted to loss in terms of money, time and energy. The time taken when searching for a file or document can result into loss of hours and cause set back to the organization. Therefore the need to keep proper record by managers will not only save time but also save cost to the organization. It is based on this premise that the researchers seek to carry out this study.

1.3   Objective of the Study

The general objective of the study is to find out the possible impact of poor records to an organizational manager’s overall efficiency. Specifically the study intends to find out the following:

1. To determine how record management affect the organizational productivity.
2. To find out how records management affect office managers efficiency.
3. To find out whether the records management contributes to saving of labour, cost and time of the office manager.
4.  To ascertain the strategies for proper record management that brings about efficiency.

 1.4      Research Questions

The following research questions were formulated to guide the study:

1.     How does record management affect organizational productivity?

2.     How does record management affect office manager efficiency?

3.     How dose records management contributes to saving of labour, cost and time of the office manager?

4.   Where are the strategies of record management that brings about efficiency in the system?   

1.5   Significance of the Study

This study would be of immense benefit to office managers, student and future research alike.

• Office managers – the office managers will benefit much from this study as the findings in this study would provide them with information on how to put records into files and store properly for easy retrieval.
• Clerical staffs – the findings in the study would provide information to clerical staffs on how to store information into files, folders and then cabinets for easy retrieval and movement of correspondence and easy identification.
• Students – students would benefit from the findings of this research work as they would be used for reference proposes.

1.6   Scope of the Study

This research work covers the various records keeping method and filing equipment used for proper record management other areas includes; record management as it affects organizational productivity, record management and managers’ efficiency and strategies for proper record management.

1.7   Limitation of the Study

First, time was not in favour of the study as the entire work was undertaken alongside other academic activities.

Secondly, the researchers suffered during the collection of data as many call-backs where made before a sizeable number of questionnaires were collected back for analysis.

Furthermore, finance was another obstacle during the course of this research work because there was insufficient money available for typing of questionnaires; photocopying, sourcing for materials through the internet and transporting to enable the researchers move around during the course of this study.

Lastly, the researchers could not get hold of sufficient research materials in relation to the topic in order to cover a wider area of the study.

1.8     Definition of Terms

        Effects       –       A change of something that causes a result

Efficiency     –     Quality of doing something, well with no waste of time or   money       

Office          –     Building used as a place of business especially for cereal administrative work.

Organization –     A group of people who form a business, club etc. together in order to achieve a particular aim.

Management      –       The act of running and controlling a business or smaller organization

Manager      –     The person who leads a department

Preservation –     To keep or maintain in an in changed or perfect condition

Retrieval      –     find again or extracts stored information

Storage       –     Kept ready for future use.