Given the vast amount of data being generated every second,

information stands as one of the main assets of an

organization—continuously influencing their operations and
securing resources to meet their ongoing needs and targeted
developments. According to Villegas (2023), throughout the
process of generating, receiving, storing, retrieving, and
disposing of information, organizations are able to
methodically record and store important details about their
internal and external activities to ensure its readily
available for current use or future reference. Once the
information, either created within the organization or
received from external transactions, is documented, transforms
into an organizational record. These records, as indicated by
Manun-og, Wales, Balili, and Togonon (2022), have to be
meticulously organized and securely stored to facilitate easy
retrieval when needed. In fact, records are portrayed as vital
tools for ensuring transparency, upholding individuals'
rights, and fostering good governance. By serving as essential
evidence, records play a crucial part in limiting corruption
and maintaining accountability within organizations. Though
not all documents processed in a daily basis qualifies as
records. To put it another way, Malake and Phiri (2020) stated
that the definition of records evolves over time as
organizations encounter more complex issues. Essentially,
records can be in any format or medium, created or received by
the institute, and retained as evidence of policies,
decisions, procedures, activities, and transactions. But, just
like plants and animals, records undergo a lifecycle—they are
first created, are either actively used or stored for future
reference, and then eventually destroyed or archived for
permanent retention should the record be too old and outdated
to be of any further use. In a scenario where an organization
is unable to meet the needs of users, whether it is to ensure
that records are accessible and usable at the right time it is
needed, their inability to locate or retrieve a document would
guarantee the document does not exist in their archives.
Ultimately, this compromises an organizations management of
records, leading to inefficiencies and potential lapses in
accountability. Thus, having a proper record management system
should be recognized as the cornerstone of effective
administration. Managing various types of records—such as
forms, reports, memos, policies, contracts, and agreements
have always been a necessity for organizations to operate
efficiently, responsibly, and transparently to their staff,
students, and the broader community (Montalban et al., 2023).
Touray (2021) held the view that proper records management
enables organizations to manage their information efficiently,
thereby aiding in the fulfillment of their mandates and
protecting them from potential litigation. Additionally, it
helps preserve the organization's corporate memory and fosters
a culture of accountability and good governance. Proper
records management is directly linked to effective
organizational management, as access to well-organized records
provides the necessary information for conducting various
activities. Competent record-keeping is fundamental to
achieving an institution's vision and mission, which
encompasses a wide range of functions such as teaching,
research, consultancy, innovation, and community service. By
ensuring that records are systematically maintained and easily
accessible, organizations can support these activities more
effectively, ultimately contributing to their overall success
and sustainability.
Records Management System refers to the systematic approach of
supervising and maintaining official records, which
encompasses communication, files, and various forms of
information. The primary goal is to structure these records in
a manner that instills them with clear significance, ensuring
they remain accessible and functional for continuous use. This
approach is essential for a wide range of users, including
managers who need to retrieve and utilize information for
decision-making, professionals tasked with preserving and
managing data, educational institutions that rely on
historical and current records for academic purposes, and
legal authorities who require accurate and organized
information for legal proceedings. Effective records
management ensures that all these stakeholders can readily
access and utilize the information they need, thereby
supporting their respective functions and contributing to the
overall efficiency and integrity of the organization. Records
Management System is gaining recognition as a critical tool
that supports the management of change, a foundation in which
modern management principles and practices rely on (Montalban
et al., 2023). According to Dr. Anne Thurston, OBE, records
serve as a form of documented information that offers legal
evidence. Such records are verifiable, their context can be
clearly demonstrated, and they can be shown to have been
safeguarded against any form of corruption. This shows the
importance of records management in ensuring the integrity,
reliability, and authenticity of information, which is
essential for legal, administrative, and operational purposes
within modern organizations. By maintaining accurate and
secure records, organizations can navigate changes more
effectively, uphold legal and regulatory compliance, and
reinforce trust and accountability in their operations.
The Nigerian tertiary institutions, for example, have goals
and objectives which are pursued through their core activities
of learning, teaching, research, and public service, all aimed
at advancing knowledge. These institutions perform essential
internal functions such as student admissions, management of
student profiles, course administration, provision of welfare
services, enforcement of discipline, and certification of
academic achievements. Effective records management is
integral to these processes, as it ensures the systematic
organization and preservation of information necessary for the
smooth functioning of these activities. Competent record-
keeping is thus crucial for achieving institutional
objectives, supporting teaching and research, and maintaining
accountability and good governance. By ensuring accurate and
secure records, these institutions can effectively manage
their internal functions, navigate changes, and uphold their
commitment to educational excellence and societal advancement.
The tasks carried out by the institutions, such as student
admissions, profile management, course administration, and
certification, are precisely documented as official records.
These records contain vital information about various actions
and events, preserved to ensure they can be easily retrieved
and used when necessary (Oloniruha et al., 2022). Records
serve as resources for Nigerian tertiary institutions, playing
a crucial role in daily problem-solving and decision-making
processes. Student records, whether in physical or electronic
form, are particularly important and must be managed
effectively through a records management system. This ensures
that the information remains organized, accessible, and
secure, supporting the institution's overall functionality and
ability to fulfill its educational and administrative
responsibilities efficiently.
Senior Web Marketing and Localizations Manager, Pohan Lin,
claimed that businesses produce large amounts of data
regularly, including both digital and paper. Tracking and
managing these documents can be challenging, with 46% of
workers reporting difficulty in finding the necessary
information consistently. Inefficient records management
significantly impacts productivity, reducing it by over 20%
and potentially costing businesses $20,000 per worker
annually. To address those issues, the author states that
businesses need an effective records management system to
efficiently track and organize important company documents.
Such a system would enhance productivity, reduce costs, and
ensure that critical information is readily accessible when
needed, ultimately supporting the business's overall
efficiency and operational success. A records management
system significantly enhances productivity and helps
organizations comply with regulations. In 2020, the global
market for such systems was valued at $3.9 billion and is
projected to grow to $8.8 billion by 2027. These systems allow
for the secure management and storage of records while
maintaining accessibility and providing an audit trail. They
can be fully or partially digital, often utilizing document
scanners to digitize physical records. Despite the widespread
use of records management systems, 86% of workers still report
difficulties in finding information. However, these systems
can alleviate such challenges by enabling quick and efficient
retrieval of records, such as company invoices, through built-
in search engines. This capability not only boosts
productivity but also ensures that essential information is
readily accessible when needed, thereby supporting
organizational efficiency and regulatory compliance (2022).

1) Oloniruha, Emmanuel Adeniyi and Momohjimoh, Khalimat

Oyiza, "An Assessment of students’ records management
system and preservation as a determinant for the
effective retrieval and dissemination of information in
tertiary organizations in kogi State, Nigeria." (2022).
Library Philosophy and Practice (ejournal). 7540.
https://digitalcommons.unl.edu/libphilprac/7540
2) Touray, R. (2021) A Review of Records Management in
Organisations. Open Access Library Journal, 8, 1-23. doi:
10.4236/oalib.1108107.
3) Lance Jay T. Montalban, Niño M. Legaspi, & Jaypee Malmis.
(2023). Record Management System for Office Memoranda.
International Journal of Computer Science and Information
Technology Research, 11(2), 87–92.
https://doi.org/10.5281/zenodo.7937015
4) Malake, S. and Phiri, J. (2020) Developing a Records and
Information Management Model for Oil Marketing Companies
in Zambia Based on the Records Cycle Model. Open Journal
of Business and Management, 8, 1870-1887. doi:
10.4236/ojbm.2020.84114.
5) Villegas, F. (2023). Records Management: What is it,
Process & Best Practices. Retrieved from
https://www.questionpro.com/blog/records-management/
6) The Complete Guide to Records Management System. (2022).
Retrieved from https://www.timify.com/en/blog/what-is-
records-management-system/
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