CHAPTER ONE

INTRODUCTION

1.1 Background to the Study

Development of records keeping Programs in Nigeria until 1930s, no formal

records keeping programs were in place in Nigeria. The government and private

business kept records in whatever form they felt appropriate without the benefit of

retention schedules, disposition guidelines or other formal information life-cycle

procedures. The government, however, recognized that some controls needed to be

implemented to manage the massive volume of Nigeria. Government files being

created. In 1954 the National Archives was established with the primary task of

identifying records that should be retained as opposed to those that might be

eligible for disposal. Before long, it became quite clear that the Nigerian

government needed a better, more efficient, more uniform way of creating, sorting

and destroying its records. And so, the concept of records keeping was born.

In 1960s to 1970s, as the economy of Nigeria continues to grow during the years,

specialized records management facilities began to emerge.

During the 1970s, two new developments led to the expansion of the records

keeping industry. First, computers were introduced to businesses and word

processing software; documents could be produced at large quantities. Secondly,

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new legislation required businesses to start retaining records for certain time

periods. These two factors, increase rate of documents production and required

document retention drove the need for even greater levels of records keeping. At

first, records keeping firms began to make use of electronic file storage. In 1980s

two more new technological breakthroughs in records keeping and storage were

introduced. First, bar code scanners were introduced. With these scanners,

barcodes could be attached to files and boxes for identification later on. These

improved the management control and security aspect of records management. The

second new was the compact disks (CD) which were capable of storing thousands

of documents in a very small space.

Finally, in the 1990s, computer technology advanced again and led to greater

efficiency gains for the records keeping filed. With the advent of digital scanners,

paper documents could be read and converted automatically into electronic files

(Jones, 2003).

The primary function of records keeping is to facilitate the free flow of records

through an organization, to ensure that information is available rapidly where and

when it is needed. To carry out this function needs an efficient, effective records

keeping program. By helping the users to do their jobs better and more easily, the

records manager serves the company. Given that an organization’s records are

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unique to it, they need to be managing explicitly, just as the organization would

manage its other resources i.e. its people, money and estate.

Any organization established, public or private need to document its activities and

this can only be done by creating records. Records contain information relating to

organization’s activities captured in reproduction from during the organization

course of administration. Records display and confirm the decision taken, the

actions carried out and the results of such actions, they support policy formation

and management decision making, it protects the interest of the organization, the

right of the employers, clients’ citizens and help the organization to conduct its

business and deliver its services in consistent and equitable ways (Langemo, 1994).

Record keeping is crucial to all organization: Unless records are managed

efficiently, it is not possible to conduct business, to account for what has happened

in the past or to make decisions about the future. Records are a vital corporate asset

and are required to provide evidence of action and decisions.

Without proper information, a decision maker is never certain about the outcome

of her decision according to Kennedy et al. (1994). And since the record keeping is

the concern information, must flow throughout the organization in such a way that

it can be tapped where it is needed. This can be possible in the presence of a good

records keeping system. However, the way contribution of record keeping in

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administration of Bayelsa State is an area of growing concern and is going to be

very poor in the near future than it is now.

1.2 Statement of the Problem

The past twenty years has revolutionized the way in which information is

generated and stored (Beastall, 1998). The rate at which records are supplied to the

end-user has therefore increased drastically as a result of technological

advancement.

Furthermore, the pace at which information is flowing from employer to employee

at times makes it difficult for an employee to ensure that all records have been read

before attempting to destroy them.

Some of the documents sent by the employer to the employee are so important that

if these are destroyed without being read, an employee may find him/ herself far

behind the normal operation of his/her organization/state. In support of the above

statement, Mrwebi (2000) indicated that records keeping play a very significant

role in the economic development of state/organization. It is increasingly used as a

corporate resource to improve productivity, efficiency and effectiveness of

information management. In support of the above sentiments, Penn, Pennix &

Coulson (1994) defined records as any information that is recorded on any physical

medium, generated or received by a organization as evidence of its functions,

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policies, procedures, operations and internal or external transactions, and valuable

because of the information it contains.

Correspondence is normally conducted manually or electronically through

electronic mail or intranet (is a computer network that uses internet protocol

technology to share information, operational systems or computing services within

an organization. This term is used in contrast extranet, a network between

organizations, and instead refers to a network within an organization). Documents

such as policies, procedures, contracts, regulations, minutes, letters, memos,

reports, circulars etc. are often available for employees to update or familiarize

themselves with the normal operation of their organization. Ignorance of such

documents may affect the information management of an organization.

Most organizations do not have a good records keeping system. Bayelsa State faces

the same problem of record management. The records keeping in Bayelsa State is

very poor. Missing documents and improper filing systems are basic examples.

Proper records keeping give opportunity for promotions, pay increase and other

motivations enjoyed by the employees and the management. Now that the Bayelsa

State is facing recession, natural disaster, how would be the fate of students, staff

and corporate records keeping systems? These challenges motivated the researcher

to examine the effect of records keeping on information management, focusing on

the basic two dimensions of records keeping against information management.

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1.3 Objectives of the Study

The broad objective of this research is to investigate the effect of records keeping

on information management in Bayelsa State.

The following are the specific objectives of this research:

1. To investigate the relevance of effective electronic records keeping on

information management in Bayelsa State.

2. To identify problems associated with electronic records keeping and

information management in Bayelsa State.

3. To examine the effect of proper manual records keeping on information

management in Bayelsa State.

4. To find out the relationship between manual records keeping and

information management in Bayelsa State.

1.4 Research Questions

1. To what extent has effective electronic records keeping help in supporting

information management?

2. What are the problems associated with electronic records keeping and

information management?

3. To what extent can proper manual records keeping determine successful

information management?

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 4. To what extent do manual records keeping impact on information

management?

1.5 Research Hypotheses

Hypothesis I

Ho: There is no relationship between electronic records keeping and information

management.

Hi: There is a relationship between electronic records keeping and information

management.

Hypothesis II

Ho: There is no significant impact by manual records keeping impact on

information management in Bayelsa State.

Hi: There is a significant impact by manual records keeping impact on information

management in Bayelsa State.

1.6 Significance of the Study

The finding of the study will not only be beneficial to the staff of public firms but

to the entire firms in Bayelsa State. The study provides insights into the

contribution of records keeping on information management. It also creates new

methods and principles of records keeping aiding management of information in

decision making. The study would help the Bayelsa State government to learn

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more as they provide answers to the questions. This study is a sort of additional

guide to the Bayelsa State government to re-adjust in order to be stable in

information management. Future researchers can also use the study to do other

work which has not been stated in this work.

1.7 Scope/Limitations of the Study

This study is limited only to Bayelsa State and seeks to find out the effect of

records keeping on information management. The categories of firms to be studied

in this research work are public firms in Bayelsa State. The study will focus

attention on electronic and manual dimensions of records keeping against

information management. The researcher would also make recommendation and

suggestions for future researches.

Limitations of study

1. Financial constraint: Insufficient fund tends to impede the efficiency of the

researcher in sourcing for the relevant materials, literature or information

and in the process of data collection (internet, questionnaire and interview).

2. Time constraint: The researcher will simultaneously engage in this study

with other academic work. This consequently will cut down on the time

devoted for the research work.

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1.8 Definition of Terms

Record: A thing constituting a piece of evidence about the past, especially an

account kept in writing or some other permanent form. It’s also a document that

memorializes and provides objective evidence of activities performed, events

occurred, results achieved, or statements made.

Record Keeping: For the cause of this study, record keeping will be seen as the

activity of organizing and storing all the documents, files, invoices, etc. relating to

a company's or organization's activities, that will produce effective information

management.

Information: Facts provided or learned about something or someone, it’s a data

that can lead to an increase in understanding and decrease in

uncertainty. Information is valuable because it can affect behavior, a decision, or

an outcome.

Management: Management (or managing) is the administration of

an organization, whether it is a business, a not-for-profit organization, or

government body. Management includes the activities of setting the strategy of

an organization and coordinating the efforts of its employees (or of volunteers) to

accomplish its objectives through the application of available resources, such

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as financial, natural, technological, and human resources. The process of dealing

with or controlling things or people,

Electronic: A device is said to be electronic when its having or operating with

components such as microchips and transistors that control and direct electric

currents.

Manual: Requiring or using physical skill and

energy manual labor manual workers. Manual means operated by hand, rather than

by electricity or a motor.

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