CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Record is a document, data, set of data that is created or received in the course

of an organization’s business that has content structure, fixity content maintained as

evidence of an organization’s activity or activities. Aliyu and Kalla, (2017).

Records are not to be considered as ordinary things in an organization but they

should be seen as an indispensable instrument for effective administration. One of the

greatest assets of a successful administration is a good memory but the best memory

needs to be supplemented with accurate records. The keeping of records therefore

becomes indispensable for effective performance. The administrator who gives orders

and forgets about them or takes decision only to contradict them later will soon

discover that he is an inefficient and ineffective leader. His aids can believe that he is

not serious and can afford to ignore his orders. Accurate records will become his

ready reminder, prompting him to follow up decision taken, orders issued or directive

given him by his superior (Penny, 2017).

Record provides a history of the business and also the basis for future decision

because risks are too great for management’s decision to be based upon guesses.

Records are kept so that they can be used for a definite purpose and not just to be

shown to an inspector/supervisor or are kept just for fashion but for security purposes,

(Wikipedia, 2020).

Management is the process of planning, organizing, leading and controlling

organizations resources and human, financial, physical and information to achieve

organization goals in an efficient and effective manner, (Griffin, 2018).

In the view of Drucker (2017) management is the act of doing things through

people and with people. That means that managers have to get members of the
1
organization (employees) to work as a team and to perform work through assignment

and delegation of duties so as to achieve organizational goals.

There is nothing that gives management as much concern as when information

filed cannot be retrieved. Many factors are responsible for this, such as incorrect

indexing and placement of filed, failure to make use of modern filing methods,

uncontrolled distribution of file, inadequate file retention policy resulting in

overflowing files/cabinets without dated records. Therefore, to ensure that records or

files are easily retrieved some modern aids are inevitable. These are the use of

electronic filing methods such as computer data storage and retrieval, (Edun,

Babatunde & Ajetumobi, 2018).

Record Management is the practice of identifying, classifying, archiving,

preserving and destroying records. It is the field of management responsible for the

efficient and systematic control of the creation, receipt, maintenance, use and

disposition of records, including the processes for capturing and maintaining evidence

and information, (Dajur, Irorakpor, Leka, Muhammad, & Okoro, 2017).

Record management is a systematic control of an organization’s records,

throughout their lifecycle, in order to meet operational business needs, statutory and

fiscal requirements and community expectations. Effective management of corporate

information allows fast, accurate and reliable access to records, ensuring the timely

destruction of redundant information and the identification and protection of vital and

historically important records (Abdulazeez, 2017).

Record management provides the basic information for manpower policies,

plan and procedure. They enable management to know more about their workforce

and know the skill available in order to maintain and improve upon level of 9. Today,

many authors and researchers have written about records management and the

important role it plays in the successful operation of every organization.

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1.2 Statement of Problem

There is nothing that gives management as much concern as when information

are incorrectly indexed, placed in file, cannot be retrieved. Some other difficulties

could arise as a result of failure to make use of modern filing methods, uncontrolled

distribution of file, inadequate file retention policy resulting in overflowing

files/cabinets without dated records. It is to be wondered if ensuring that records or

files are easily retrieved when some modern aids are used would help the

effectiveness of management of record in the organization, (Edun, et al, 2018).

1.3 Purpose of the Study

The purpose of this study is to assess Effective Records Management in

achieving organizational goals.

Specifically, the study is carried out to find out:

1. The extent those responsible for record management are trained.

2. What type of record management systems should be used to enhance effective

record management?

3. How effective organization’s records enhance organizational goals.

1.4 Significance of the Study

This study hopefully will be useful to the organization because it will enhance

effective record management for goals to be achieved. In addition, it may also be of

benefit to the researcher to have more knowledge on record management.

Furthermore, it may form part of literature to be consulted later.

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1.5 Research Questions

1. Of what importance is training to workers who are responsible for records

management in an organization?

2. What type of record management systems should be used to enhance effective

records?

3. How does effective organization’s records enhance organizational goal?

1.6 Delimitation of the Study

The scope of the study is limited to what is effective record management and

how it affects the achievement of organizational goals in some selected schools of

Federal Polytechnic Bauchi.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

This chapter reviews literature related to the study being undertaken under the

following headings:

 Conceptual Framework

 Training needed for Record Management

 Types of Records,

 The Benefits of Records Management,

 Keeping of Staff Records,

 Record Systems,

 Electronic Record Management

 The Principles of Good Record Management,

 Records Retention/Disposition Stage,

 Problems of Records Management,

 Effective Records Management

2.2 Conceptual Framework

Records have been of great concern to organizations all over the world. The

need to carryout studies on this topic (Record Management) is to reduce the

information gap. Hence many scholars have written literature in this study from

various countries of the world.

Records as a concept have been brought up by different writers. One definition

says it is any information in form of text, data, image or voice, kept for future

references. Records are information created, received and maintained as evidence and

information by an organization or person in pursuance of legal obligation or in the

5
transaction of business, (Ahukannah, 2018). Another definition says that a record is a

document or other electronic or physical entity in an organization that serves as

evidence or an activity or transaction performed by the organization and that requires

retention for some period of time. Though it is often identified strongly with a

document, a record can be either a tangible object or digital information which has

value to an organization or individual. Examples include certificates, office

documents, medical reports, messages, lesson notes, books, documents, maps,

drawings, photographs, letters, vouchers, papers and any other thing on which

information is recorded or stored by any means whether files, graphic, electronic,

mechanical or otherwise, etc. (Dajur, et al, 2017).

According to Abdulazeez, (2017), records are very important in modern

business. The office is responsible for maintaining the records for future reference. A

good and systematic preservation and maintenance of letters and records received and

copies of outgoing correspondence, for future reference is known as filing. Filing is

nothing but a systematic record keeping. Filing is concerned with work of arranging

and preserving the records or copies of records kept in an organization so that they are

readily available when required. All the office communication are done orally or

through correspondence. Information received in the office may be in the form of

enquiries, results, orders, admission procedures, complains, invoices, contract or other

businesses, etc and includes the internal accounts, payments of fees, progress report,

stock records, sales of forms, etc. All the information so received is to be processed

and arranged in the form of statistical, financial statement returned, etc. and they are

to be preserved for future references. All stages leading to the transaction are

evidenced by written documents. Thus records management and filling is an

important aspect for an efficient office management.

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 In the view of Asen, Alabede, Ekpe, Ejikeme, Adelaiye, Idris & Barnabas

(2006) management is an activity essential to organized endeavours that perform

certain functions to obtain the effective acquisition, allocation and utilization of

human efforts and physical resources for the purpose of accomplishing some goals.

There is nothing that gives management as much concern as when information

filed cannot be retrieved. Many factors are responsible for this, such as incorrect

indexing and placement of filed, failure to make use of modern filing methods,

uncontrolled distribution of file, inadequate file retention policy resulting in

overflowing files/cabinets without dated records. Therefore to ensure that records or

files are easily retrieved some modern aids are inevitable. These are the use of

electronic filing methods such as computer data storage and retrieval, (Edun, et al,

2018).

Record management is a systematic control of an organization’s records,

throughout their lifecycle, in order to meet operational business needs, statutory and

fiscal requirements and community expectations. Effective management of corporate

information allows fast, accurate and reliable access to records, ensuring the timely

destruction of redundant information and the identification and protection of vital and

historically important records (Abdulazeez, 2017).

2.3 Training Needed for Record Management

Training is the acquisition of knowledge, skills, and competencies as a result

of the teaching of vocational or practical skills and knowledge that relate to specific

useful competencies. Training has specific goals of improving one's capability,

capacity, and performance. People within many professions and occupations may

refer to this sort of training as professional development. (Wikipedia, 2020)

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 System Model of Training

Robert (2019) cited in his book that the system model of training consists of

five phases and should be repeated on a regular basis to make further improvements.

The training should achieve the purpose of helping employee to perform their work to

required standards. The steps involved in System Model of training are as follows:

1. Analyze and identify the training needs i.e. to analyze the department, job,

employee’s requirement, who needs training, what do they need to learn, estimating

training cost, etc. The next step is to develop a performance measure on the basis of

which actuates performance would be evaluated.

2. Design and provide training to meet identified needs. This step requires developing

objectives of training, identifying the need of training.

3. Development: This phase requires listing the activities in the training program that

will assist the participants to learn, selecting delivery method, examining the training

material, validating information to be imparted to make sure it accomplishes all the

goals and objectives.

4. Implementing is the hardest part of the system because one wrong step can lead to the

failure of the whole training program.

5. Evaluate each phase so as to make sure it has achieved its aim in terms of subsequent

work performance and make necessary amendments to any of the previous stages in

order to remedy or improve failure practices.

Job Training and Development

There are also additional services available online for those who wish to

receive training above and beyond that which is offered by their employers. Some

examples of these services include career counseling, skill assessment, and supportive

services. One can generally categorize such training as on-the-job or off-the-job:

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  On-the-job training takes place in a normal working situation, using the actual tools,

equipment, documents or materials that trainees will use when fully trained. On-the-

job training has a general reputation as most effective for vocational work.

 Off-the-job training takes place away from normal work situations — implying that

the employee does not count as a directly productive worker while such training takes

place. Off-the-job training has the advantage that it allows people to get away from

work and concentrate more thoroughly on the training itself. This type of training has

proved more effective in inculcating concepts and ideas, (Babagana, 2017).

2.4 Types of Records

Generally, we have two main types of records: Physical Records and

Electronic Records.

1. Physical Records: These are records that are physical or tangible, and can be

processed and utilized, they can be seen, touched and felt, they are tangible

identifiable, organized and indexed. Example could be mailed letters, memo,

reports, file jackets containing documents, stocked items like stationery, raw

materials, machinery, etc. Characteristically, physical records can be managed

through being identified for example, lesson notes may be physical records if filed

in a folder for future use (Dajur, et al, 2018).

2. Electronic Records, sometimes called digital records, are computer-based records

that are preserved virtually non-physically. Unlike physical records, electronic

records cannot be managed without computer or other electronic devices. The

possible way is to password the computers or other electronic devices, this way

intruders cannot have access to them. Also it recognizes the use of secondary

storage devices such as disks, floppy diskettes, CDs, flash disk, etc in its

preservation. Creation of electronic system and file formats that make up the
9
 computer system: staff data, reports, memorandum, that have been prepared in a

computer can be stored and safeguarded in a computer to be referred to in future.

Organization records can specifically be classified into Personnel Records,

Correspondence records, Accounting Records, Legal records and other business

records, (Dajur et al, 2017).

2.5 The Benefits of Records Management

Record Management is very important and beneficent to an organization; one

such record is staff record. According to Dajur, et al (2017), the importance/benefits

especially of staff records cannot be overemphasized. Personnel records provide the

basic information for manpower policies, plans and procedures. They enable

management to know more about their workforce and the knowledge and skill

available in order to maintain and improve upon the level of performance. Other

salient values of adequate staff information keeping are that it helps managers,

supervisors and personnel directors to:

- Base decisions on facts rather than guess work.

- Match production schedules with available manpower resources.

- Detect and have better control over problems of recruitment, labour

turnover, lateness, sickness, accidents, absenteeism, promotion, transfer

and disciplinary procedures.

- Provide essential data for manpower planning and forecasting, education

and career training, pay administration, death, safety, etc.

- Provide data for rendering returns to government and agencies (Manpower

statics).

Storing the records in an office means keeping in save custody all documents

available to the office in files, drawers, boxes, cupboard, shelves, computer and done
10
 in a proper way to make for easy accessibility and location of files without delay or

hardship. (Abdulazeez, 2018).

Records can also be of benefit or importance to an organization in the

following way:

- To keep an orderly account of progress made in an establishment.

- To give true conditions of an organization.

- Records are kept so as to be able to make comparisons between different

product lines, between one period and another, also between different

firms operating in the same line of business.

- Record keeping helps in detecting waste and errors.

- Preparation of statement of true position of an organization by referring to

accurate up-to-date records. This shows why past records are needed in

relation to changes in business plans, tactics and strategies. (Abdulazeez,

2018).

Systematical management of records allows organizations to:

- Know what records they have, and locate them easily

- Increase efficiency and effectiveness

- Make savings in administration costs, both in staff time and storage.

- Support decision making

- Be accountable

- Achieve business objectives and targets

- Provide continuity in the event of a disaster

- Protect the interest of employees, clients and stakeholders. (Wikipedia, 2020)

Records management offers tangible benefits to organizations, from economic

good practice in reducing storage cost of documents, to enable legislative

requirements to be met. An unmanaged record system makes the performance of

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 duties more difficult, cost organization time, money and resources, and makes them

vulnerable to security breaches, prosecution and embarrassment. In an unmanaged

record environment, staff time is spent looking for information. (Wikipedia, 2020)

According to Aliyu et al (2017), a sound management programme also has the

following benefits:

1. Organization: A well-organized file plan enables an organization to find

information easily. Records that are correctly filed and stored are easily

accessible.

2. Efficiency: The orderly and efficient flow of information enables the

organization to perform its functions successfully and efficiently.

3. Accountability: Authoritative and reliable records are created and maintained

in an accessible, intelligent and usable manner to support the business and

accountability requirement of the organization.

4. Security of Records: Controls are exercised to ensure that only authorized

persons have access to the information, thus preventing information and/or the

records themselves from being stolen or damaged. This ensures the protection

of privacy and confidentiality and prevents the inappropriate disclosure of

information that could harm the organization or infringe the privacy rights of

individuals.

2.6 Keeping of Staff Records

According to Dajur, et al (2010) staff records can be kept depending on the

organizational layout and structure but for our study we will discuss the

Physical/Conventional and Electronic Storage means of keeping records.

1. Physical/Conventional Storage Means: This is a device that allows physical

tangible or paper records such as staff files, copies of mailed letters, memos,
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 reports, file folders containing documents, records of stocked items like

stationery, raw materials, machinery, etc are kept. Manual records are kept in

physical record keeping instrument like file folders. Example of physical storage

device/equipment include file Cabinets, drawers, shelves, fireproof safes, etc.

Within all these are paper records in general or individual file folders with

primary or special guides and alphabetic, numeric, subject or geographical index

cards.

2. Electronic Storage Means: Digital record keeping devices, are computer based

instruments that preserve virtually non-physical staff records like letters of

appointment, postings, complaints, disengagements, transfers, warnings, etc.

Electronic records are kept in electronic devices. Media/devices of electronic

records keeping reduce or minimize the use of paper and economize office space.

Records in electronic storage are referred to as electronic folders or files. Each

folder is given a name or reference and can be easily and promptly classified,

sorted out and retrieved accordingly.

Larger organizations explore the advantage of using computer system of

record keeping for the fact that they retain a volume of staff records in their system.

Apart from keeping the staff records in the computer hard disk, electronic storage

devices recognize the use of computer-based secondary device such as magnetic

media, disks, floppy diskettes, compact disks (CDs), flash disk, micrographics

(microforms, aperture cards, and microfiche/microfilm), imaging system (scanners,

digitized/compressed processors) etc in its preservation, (Dajur, et al, 2018).

These devices keep a huge amount of information and preserve same for quite

a long period of time for current or future/archive reference. Major benefits of using

electronic storage device are that it enables records to be kept safely, retrieved

13
 quickly, and updated easily, converted effortlessly from analog/traditional form to

digital and compressed or compacted from bulky to miniature size.

Other ways of keeping record is through filing. Filing is the process of

systematically classifying and arranging records or documents for safe keeping and

prompt retrieval whenever such documents are needed, (Ahukannah, 2018).

Ahukannah (2018) further stated the objectives of filing as follows:

1. To ensure systematic classification and arrangement of documents

2. To preserve records in a tidy and orderly manner

3. To ensure the storage of documents at appropriate locations

4. To make prompt retrieval of records possible

5. To help in bringing together documents on matters of common phenomenon or

relevance.

6. Without filing, tables and gangways would be littered with papers.

2.7 Record Systems

There are several systems we can keep our records. Some of them are as

follows:

=> The Book File System: This is the method of filing whereby all minute are enclosed

from the left-hand side, face to cover, in chronological order and are numbered in the

same fashion as the book. The first page is the oldest paper in the file. Principals of

school are required to use this system in storing the minutes of their staff meetings

where he can easily refer to any of the minutes in just a moment when the need arises.

=> The Split File System: This is the method of filing whereby all minutes are put on

the left hand side of the file and separately numbered, while letters, both incoming

and outgoing are placed on the right hand side and numbered consecutively from the

back to front.. It separates records for easy retrieval. When a teacher/lecturer needs a
14
 record of a student on permission to be out of school, with this method, he should go

straight to the right side of the file instead of going through the whole file. To go

through the whole file will be cumbersome and time consuming.

=> Flat File: This is a method whereby papers are filed flat face up and from the right

cover of the file jacket. Papers are secured by two punch holes passed through pliable

metal ends held in position on the file jacket and secured with fastener.

=> Box File System: As the name implies, this system uses a thick paper box provided

with metal spring clip. Only legal documents such as land deeds and certificates are

filed in this box. You can see the importance of this system to the organization where

most times student’s certificates are left with the school for a reasonable number of

years before collection. To safeguard these important documents, this system is

required, it will protect the document from tearing or damaging.

=> Horizontal Filing: Horizontal Filing is a method whereby files or other large-size

documents like plans, drawings, etc are arranged on a float position one on top of the

other in shallow drawers or on shelves. The drawers used are usually about 2 feet

deep.

=> Vertical Filing: Vertical Filing indicates the vertical position of files. Under this

method, proper folders or files are kept in upright or standing position. This system is

an improvement on the horizontal filing system in which a great deal of time is

consumed in locating a paper or document.

=> Suspension Filing: This is an improvement on vertical filing and is the most

commonly system in offices today. The cabinets used in this case have drawers fitted

with metal frames from which pockets are suspended. The pockets may be clipped

together to form a concertina (i.e. shape). It is these suspended pockets that files are

placed and because the pockets are suspended in such a way that there are held clear

of the bottom of the drawer, file are protected from getting torn or work-out in time.
15
=> Lateral Filing: This is another variation of vertical filing. This method is strictly

vertical in the sense that documents are stacked upright. The term lateral is used to

mean that records are arranged side by side on shelves or racks.

=> Open Shelf Filing: Open Shelf Filing is frequently used in libraries and hospitals.

Under this method, open shelves are provided for storage of folders and any method

of classification may be adopted. In open shelf filing, ladders may be provided for

operators to make it possible for them to get at the shelves. (Abdulazeez, 2018).

Classification of Filing

It is important here to note that there are other systems that are commonly

used than the above mentioned. It is also necessary that we consider some of them as

well.

 Alphabetical System of Filing: This is the most widely used system. In this method,

files are arranged in alphabetical order. This means that document identified by names

starting with ‘A’ comes before document identified by names that start with ‘B’.

Letters and folders containing letter from various correspondents are arranged

according to the first letter with which the name (or the surname) of the correspondent

begins.

 Chronological System: Under this system, documents are filed strictly on date order.

It should be part of all other arrangements and all papers within a file should be

arranged in the order in which they are received. Schools, Banks, Insurance

companies make use of the chronological filing. In the case of the organization under

study, Examination results are filed according to the year and the date examinations

were held.

 Subject System: Under this method, documents and papers are filed according to the

subject matter they relate to. For example there could be separate file for Student

Registration, Hostel Administration, Departments, Staff Meetings, Examination

16
 Committee, and so on. Each file bears a description of the subject matter and

documents related to the named subject should be deposited in the appropriate file.

 Geographical System: Under this method, documents are stored according to the

area they have come from. This is useful because both the student and staff records

can be kept according to their local government of origin, state of origin or even

nationality. This method can also be of help to the government to determine the

enrolment of student per local government, streets, wards, etc. The federal

government can also determine the percentage of students enrolment per state, local

government, and so on. The drawer of the filing cabinet could be divided into country,

state, town or district.

 Numerical System: This is a method of filing in which numbers are allocated to files

as a basis for classification. Each file is allocated a number say, 1, 2, 3, etc. This

method is used where many files are handled, or where the type of business handled

requires that numbers should be allocated to clients, customers, projects, etc; example

students in schools, patients in hospitals, personnel in large establishment, client or

insurance companies, etc. The numerical system is also used in schools where each

student is assigned a registration number on admission and his/her file is given that

number. (Ahukannah, 2009).

2.8 Electronic Record Keeping

An electronic record is any information that is recorded in machine readable

form. Electronic records include numeric, graphic, audio, video, and textual

information which are recorded or transmitted in analog or digital form such as

electronic spreadsheets, word processing files, databases, electronic mail, instant

messages, scanned images, digital photographs, and multimedia files, (Artner, 2017).

17
 An electronic recordkeeping system is an automated information system for

the organized collection, processing, transmission, and dissemination of information

in accordance with defined procedures, (Chukwuemezie, 2018).

Computer as a means of storing information is a machine that processes data

at high speed. It is an electronic machine that executes programme and communicates

with the outside world through peripherals. The storage media of a computer is called

the back-up store peripherals. These peripherals hold a large amount of information.

These peripherals are tapes and disc or diskettes. Information is easily retrieved from

them, Handing (1994). The way in which information is stored for computer systems

is really not different from the methods used in manual filing of information within a

business. The purpose of any storage is to organize the information in such a way that

you can retrieve it quickly enough, whenever you need it. Like any document stored

in a manual office system, computer information is usually organized into “files”.

2.9 The Principles of Good Record Management

According to Edun, et al (2018), the guiding principles of records management

is to ensure that information is available when and where it is needed, in an organized

and efficient manner, and in a well maintained environment. Organization must

ensure that their records are:

1. Authentic: It must be possible to prove that records are what they purport to be

and who created them. Where information is later added to an existing document

within a record, the added information must be signed and dated. With electronic

records, changes and additions must be identifiable.

2. Accurate: Records must accurately reflect the transactions that they document.

3. Accessible: Records must be readily available when needed.

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 4. Complete: Records must be sufficient in content, context and structure to

reconstruct the relevant activities and transactions that they document.

5. Comprehensive: Records must document the complete range of an organization’s

business.

6. Compliant: Records must comply with any record keeping requirements resulting

from legislation, audit rules and other relevant regulations.

7. Effective: Records must be maintained for specific purposes and the information

contained in them must meet those purposes. Records will be identified and linked

to the business process to which they are related.

8. Secure: Records must be securely maintained to prevent unauthorized access,

alteration, damage or removal. They must be stored in a secure environment, the

degree of security reflecting the sensitivity and importance of the contents. Where

records are migrated across changes in technology, the evidence preserved must

remain authentic and accurate.

2.10 Records Retention/Disposition Stage

The period of retaining and disposing of documents is rather a matter of policy

of the organization concerned. Each organization has to draw up a set of regulations,

which normally govern the period within which documents ought to be retained and

how to dispose of them eventually if need be. All records pass through different

stages in their lives, from active to dead, but some records are never destroyed and

consequently some satisfactory solution has to be reached for their retention

(Ezelugwu, 2017).

The nature of documents, their importance to the organization concerned and

sometimes the legal requirements will determine whether such documents are

destroyable or not. If they are to be retained, then how should they be retained? Are

they to be transferred to the archives or to be microfilmed? (Ezelugwu, 2018).

19
 A compromise may be to have equipment for active records, another for semi-

active ones and a third for dead ones. In order to create room for the active

documents, the ones less referred to are moved to the semi-active files close by,

maybe in the same room. This will push those referred to inactive storage till they

attain their age as dead ones, when they can be destroyed or sent to archives. The

policy at each stage must be clearly spelt out according to organization’s requirements

as shown below.

Active Records Semi-Active Records Dead Records

Destruction
Archives or Microfilmed

Source: Ezelugwu, J. O. (2019)

According to Handing, (2017), the record management process also goes

through the following stages which may be characterized as its functions. These

include:

a. Record Creation Stage: This stage involves design and control of office forms. Data

should be recorded in the forms accurately and completely. The time period for which

the records are to be kept should also be determined properly.

b. Record Utilization Stage: At this stage records are being put to use in the daily

running of the organization. And so, the records should be kept handy, where it can

easily be retrieved.

c. Storage Stage: Under this stage, records are properly classified and put into

appropriate file covers or storage system. The records should be stored at an

accessible location and arrangements should be made for their protection.

20
d. Retrieval Stage: The purpose of maintaining records is to make them available for

future reference. Therefore, an efficient filing procedure should be designed to

retrieve the record in good time.

e. Disposition Stage: This stage is concerned with disposition of obsolete and

unnecessary records. Valuable documents are preserved in water-proof and fire-proof

cabinets. The documents which are not longer required should be destroyed. Less

important records which are not in current use should be transferred from high cost

storage area to low cost storage areas.

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 All these can be illustrated in a diagram below:

Creation stage

Utilization Stage
Disposition Stage

Retrieval Stage Storage Stage

Source: Helen Handing (1994)

2.11 Problems of Records Management

According to Esogwa (2018) like any other aspect of management or

undertaking in an organization, records management has its own problems. The

following are some of the problems identified.

1. The executive and office personnel make unnecessary duplication of copies, thus

making the files bulky and this might cause some delays when retrieving the file,

and there are frequent delays in locating requested information if the documents

are misfiled.

2. Information becomes inaccurate when vital information is lost, misplaced, stolen

or destroyed.

3. Materials are wasted by duplicating copies of records, which are stored at

different locations within the same organization. Because of lack of retention and

disposal policy, the organization sometimes creates and maintains information that

is no longer needed.

22
 4. The problem of changing over from the conventional system of records storage to

modern one. Here adaptation will prove difficult. It takes long time before the

management and those involved adopt themselves.

2.12 Effective Records Management

On the other hand, according to Esogwa (2018), for organization to take

advantage of their records, there is need for effective management of such records. To

achieve this, the following suggestions are made:

- Proper Filing System: There must be proper process of arranging and storing

records so that they can be located whenever they are required. Filing is said to be

the memory of the office and it is thus expected that the workers should be

conversant with the filing system in use in the organization.

- Good classification system: For effective records management to aid

management in decision-making, proper classification is also very vital. This can

be alphabetical, numerical, subject, geographical or a combination of any of the

above. Proper classification leads to easy access to documents and misfiling

minimized.

- Record control: Record control refers to the system used by the person in charge

to keep track of organizational records and correspondence. It has to do with file

management and information retrieval.

- Record Processing, storage and retrieval: Record processing and storage have

to do with the ways by which operations are performed on data before their

storage. There are two basic ways of performing operations on data - manual and

through the use of computer. Information may also be stored through the use of

microfilming, which is the process of photographing letters, memo, drawings and

other important documents and preserving them in negative and when required,
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 the negative is passed through a microfilm reader or printer. The information in

the negative appears in an enlarged form on a screen and one or more facsimile

copies can be printed as required. A record, which may not be accommodated

within the office premises due to insufficient space is usually sent to the archives.

- Training and Development of staff: Effective records management also requires

the person in charge to be trained and retrained if he is to use the new

developments in information technology wisely and accurately.

- Acquisition of modern technology: Acquisition of modern technology by the

organization cannot be separated from the efficiency of the person in charge to

manage information in any organization. Such new technologies like electronic

mail; voice recognition computers are equipment that will reduce paper work, cut

down on the need for keyboarding, and eliminate cost associated with commuting

to office.

- Management Co-operation: Management co-operation is needed if an effective

records management system is to be acquired and maintained. Management is

expected to provide funds for the acquisition of these modern equipments, training

on how to use the equipments and the provision of other support system that will

make the environment of the office conducive for effective record management.

2.13 Historical Background of the Case Study

Polytechnic is an institution of higher education offering course in vocational

and technical subjects in a variety of industrial arts, applied sciences or technical

(Houghton, 2009). The Federal Polytechnic Bauchi is one of the seven polytechnics

established by the Federal Military Government under Decree No. 33 of July 1979.

Although work started on skeletal basis in May 1979, the Polytechnic

academic activities actually took off on 22 November, 1979 with an initial students
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population of 245 registered in 11 departments. Apart from those admitted for the

introductory course, all other students were admitted for the 4-year Nigerian National

Diploma (NND) programme.

The polytechnic started with initial staff strength of 133 comprising 45 and 93

senior and junior staff respectively. The polytechnic administrative departments were

based in two building along Yandoka Road, Bauchi, while a part of Bauuchi Teachers

College was offered by the Bauchi State Government for use as the Polytechnic

students hostels, cafeteria, lecture rooms, typing classes, library and medical centre.

In 1980, when Bauchi State government decided to establish and Advanced

Teachers College (College of Education) in Bauchi metropolis, the polytechnic move

out of the Bauchi Teacher College for the new institution. Consequently, some house

were rented along Ran Road, Bauchi and used for academic activities. Some other

rented buildings were used as female hostels in Yelwa Village while male hostels

were located along Maiduguri Road, near Gubi Dam Road junction.

Meanwhile work had started on the permanent site of the polytechnic at

Gwallameji village along Bauchi-Dass Road. With a substantial increase in the

number of the student and staff, the need to provide polytechnic owned

accommodation becomes obvious and inevitable. An area was therefore identified on

the permanent site and style “emergency zone” on which some building were created

to facilitate academic activities. At the beginning of the 1982-83 session all the units

of the polytechnic in Bauchi metropolis move to the permanent campus.

The polytechnic permanent campus occupies an area of about 750 hectares

and is situated at Gwallameji village in Bauchi-Dass Road. Presently, the institution

has staff strength 1,063 comprising of both senior and junior staff.

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2.14 Summary of Review

In summary, this chapter has discussed about record, management and record

management by different authors. It goes further to discuss training needed for record

management, types of records, the benefits of records, principles of good record

management, record retention/disposition stage, problems of record management and

effective record management which will help to keep the organization moving and

more productive.

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