CHAPTER ONE
INTRODUCTION
Development of record management programs, no formal record management was
in place in yauri. The government and private business kept record in whatever
form they felt appropriately without the benefit retention schedules, disposition
guidelines or other formal information life-cycle procedures. The government,
however, recognize some controls needed to be implemented to manage the
massive volume of Yauri. Government files being created. In 2016, the National
achieves 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 kebbi state government needed a better, more efficient,
more uniform way of creating, sorting and destroying its records. And so, the
concept of records management was born. In 1965,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 management industry. First, computers were introduced to businesses
and word processing software; documents could be introduced in large quantities.
Secondly, new legislation required businesses to start retaining record for certain
time periods. These two factors, increased rate of documents production and
required document retention drove the need for even greater levels of records
management. At first, records management firms began to make use of electronic
file storage. 1980s, two more new technological breakthroughs in record
management storage were introduced. First, barcode could be attached to files and
boxes for identification later. These improved the management control and security
aspect of records management. The second and newer was the compact disks (CD)
which were capable of storing thousands document in a very small space. Finally
in the 1990s, computer technology advanced again and led to greater efficiency
gains for the records management filed. With the advent of digital scanner, paper
documents could be read and converted automatically into electronic files (Jones,
2017). The primary function of record management 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 management 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 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 employer, clients’ citizen and help to organization to conduct its
business and deliver its services in consent and equitable ways (Langemo, 2017).
Record management 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 decision about the future. Records are 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 keneddy (2018). And since the record management 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
management system. However, the way contribution of record management in
administration colleges in an area of growing concern and must be very poor in the
near future than it is now
1.1PROBLEM STATEMENT
The past ten years has revolutionized the way in which information is generated
and stored (Suleiman, 2017). 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 document sent by 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. In support
of the above statement, Mr webi (2016) indicated that information plays a very
significant role in the economic development of organization. It is increasingly
used as a corporate resource to improve productivity, efficiency and effectiveness.
In support of the above sentiments, Penn, Pennix & Coulson (2017) defined
records as any information that is recorded on any physical medium, generated or
received by a business enterprise as evidence of organization, functions, policies,
procedure, operations and internal or external transactions, and valuable because of
the information it contains. Correspondence is normally conducted manually or
electrically 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 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 competitive performance of an
organization. This implies that information in the form of records is used by
organizations via employees as a strategic weapon to gain a competitive advantage
for the organization that creates, receives and uses them effectively (Mr webi,
2016). Most organization does not have a good record management system.
College faces the same problem of record management. Record management in
college is very poor. Missing documents and improper filing systems are basic
examples. Proper records management gives opportunity for promotions, pays
increase and other motivations enjoyed by the employees and the management.
1.2RESEARCH QUESTION
1. Why is it necessary to have records management in an organization?
2. What problems are associated with records and information management in
the organization?
3. What effect does proper record management have on an organization’s
performance?
1.3OBJECTIVES OF THE STUDY
1. To investigate the relevant of effective records management in the
organization.
2. To identify problems associated with records and information management
in the organization
3. To examine the effect of proper records management on the performance of
the organization
1.4SIGNIFICANT OF THE STUDY
The finding of the study will not only be beneficial to the staff of the chosen
institution (Colleges) but to the entire colleges in Kebbi. The study provides
insights into the contribution of records management on organizational
performance. It also creates new methods and principles of records management to
aid management of organization in decision making. The study would help staff of
the colleges to learn more as they provide answers to the questions. This study is
sort of additional guide to the college management to re-adjust in order to be stable
in the competitive market.
CHAPTER TWO
LITERATURE REVIEW
In order to define record management, the concept “record” needs to be fully
explored. A record is defined either in terms of the physical tangible format in
which it appears, or in terms of the information it contains. It must be noted that
records differ in format or size and have different contents, according to Yusuf &
Chell (2017), any definition of records is a pragmatic one. The definition change
with the passage of time and as the profession gets involved in more complex
issues. Cornwell Management Consultants (2018) define a record as a document
produced or received by a person or organization in the course of business and
retained by that person or organization. Langemo (2017) further defines a record as
the memory of the organization, the raw material for decision-making and the basis
for legal defensibility. A record is viewed by Penn, Pennix, and Couson (2018) as
any information captured in reproducible form that is required for conducting
business. Roberts (2017) states that records are information created, collected or
received in the initiation, conduct or completion of an institution or personal
activity. Based on the above definitions, the concept record can be defined as the
end product of the business activity through which the performance of the
employees can be measured and thus enforce accountability. It is created or
received by employees as evidence in the course of their normal operation in an
organization.
2.1 RECORD LIFECYCLE
All records pass through a lifecycle. Basically, the record is created, actively used
for a time, and then stored in case of queries or other referrals before it is too old to
be of any further use. At that point it should either be destroyed or transferred to an
archive as part of the permanent record of the organization. Often the driver for the
culling process is lack of space rather than any adherence to cohesive policy.
2.3 RECORD MANAGEMENT
Personnel records Management is important in all organizations. Often employee
has left the organization, in order to protect ongoing rights and interests of the
employee and the organization. Langemo (2016) defines records management as
the professional management of information in the physical form the time records
are received or created through their processing, distribution and placement in a
storage and retrieval system until either eventual elimination or identification for
permanent retention in the archives. Kennedy (2017) defines record management
as a function of providing control of records from creation, or receipt through their
processing, distribution, organization, storage and retrieval to their ultimate
disposal. The international standard organization on the other hand views records
management as a field of management responsible for the efficient and systematic
control of the creation receipt, maintenance use, and disposition of records
management focuses on procedures and systems for the creation, storage retrieval
and the disposal of records.
2.4 THE ROLE OF RECORDS MANAGEMENT IN AN ORGANIZATION
According to sanderson & ward (2017) the importance of records management is
increasing been recognized in organizations. It is therefore the responsibility of
records managers to ensure that they gain the attention of decision-makers in their
organizations. Gaining recognition is all about convincing management to the role
of records management as enabling unit in an organization. Employees require
information in order to carry out their official duties and responsibilities efficiency
and effectively in a transparent manner. Records represent major sources of
information and are almost the only reliable and legally verifiable source of data
that can serve as evidence of decisions, actions and transactions in an organization
(Wamukoya, 2017). According to northwest Teritories (2018), the role of record
management is to ensure that members of staff involved in different operations
have the information they need, when necessary. Among their other purpose,
records also act as raw material for research in various disciplines, including
science research, which is an important ingredient of socio-economic development.
Furthermore, records can be used as an information resource management is
therefore of vital importance to both employees (end users) and organizational
success. As outline earlier, the primary function of records management is to
facilitate the free flow of records throughput the entire organization. Most
importantly, it remains the function of records management to ensure that an
organization’s records are safe for future reference (De Wet & Du Toit, 2018).
According to palmer (2019), the role of the records management system is that it
acts as a control system that reinforces other control system such as internal and
external auditing. The record environment that allows opportunities commit fraud,
once fraud is detected; record can provide a trail for investigators to track the root
of corruption. However, for records to be useful in this capacity, they must be
accessible. According to Hare & Mc Leod (2017), organization kept records for
information retrieval, evidence of organization’s activities and compliance with
regulations. In support of Hare, McLeod & Cowling (2019), they further identified
four main reasons for motivating organizations to preserve records permanently as
discussed below.
2.5 ADMINISTRARTIVE VALUE
In the conduct of their business activity, organizations and individuals often need
to consult records of their previous activities and decisions, for example to provide
background information, establish to existence of a precedent or to substantiate or
to refute a claim or allegation. Records in this case are of utmost importance for an
organization’s administrative function.
2.6 FINANCIAL VALUE
An organization needs long-term documentary evidence of the way in which funds
were obtained, allocated, controlled and expanded (budget). This includes budget
records, which provide evidence of how income and expenditure were planned,
and various accounting records documenting financial transactions.
2.7 LEGAL VALUE
Legal records evidence of contractual obligations, duties and privileges agreed
upon by governments’ organizations or individuals. They provide record of matters
such as property titles, charitable status and other legal and civil rights. They may
be preserved as evidence of the decision of governments, courts and other bodies
or as the source of the authority for action taken by organizations or individuals.
2.8 INFORMATION VALUE
Achieves and records management departments are generally recognized as the
primary source of materials for information and research into the history of society.
They form a unique and indispensible record for researchers such as historians,
scientists, geographers, sociologists, statisticians etc. to summarize, it may
appropriate to indicate that records exist in order to remind organizations of their
previous activities. Hounsome (2017) noted that while records management may
seem boring to many, it is hard to under-estimate the role played by records
management in organizations. The records are the corporate memory of the
organization, evidence of what was done why it was done. They provide
information for different organizational purpose, such as decision-making financial
accountability, performance measurement, and strategic planning research.
Without divorcing themselves from the above scholars, Sanderson & Ward (2018)
further explored the role of records management in an organization as follows:
i. To avoid the cost of litigation or failure to comply with the regulatory
bodies.
ii. To prevent the loss of intellectual property or loss of corporate
learning/corporate memory.
iii. To prevent loss of information from disasters or theft and ensuring
business continuity.
iv. To maximize the efficiency of operation and usage of information.
v. To respond in a timely and effective way to requirements of customers.
vi. To promote executives and their organizations from loss of reputation
and credibility. With the general public, customers, etc, by demonstrating
good practice and providing accountability for their actions. A record
needs to be recognized as a vital and reusable asset, a source of content
of content, context and knowledge (Sutcliffe, 2019). Organizations are
currently involved in knowledge management. Records management
should be seen as an enabling support function towards knowledge
management. The argument should be that without records, an
organization would lose a wealth of knowledge produced by its
employees during daily operation.
CHAPTER THREE
METHODOLOGY OF RESEARCH
3.1 DESCRIPTION OF THE STUDY AREA
Collage tertiary institution. The stated as a objectives of providing pre-technical
education. In 1995, the institution made tremendous progress and upgraded its
courses. In 1999, the institution colleges, however, it was not until 2000 that it got
full backing of the law (collage law) to become a full-flagged tertiary institution
that offers diploma (Low and matriculation board) and PGDE programmes.
College is the hub of practical equipment in the choice of the study area was
collage made up of a large number of students, teaching and non-teaching staff
who form the base of the study. This will help solicit information from being
human base on how Human Resource records management has affected both the
individual and the organization as a whole; the researchers preferred collages
because records keeping in all the collages, is the same. This means that the will be
collected in school may be the same as in the rest of the collages. As a worker of
the collages for over three years, access to relevant data and information will be
easier
3.2 VISION
The vision of the collages is to become a reputable technological institution
contributing actively to national development by improving career-focused
education and skills training to the highest level possible and exploiting
opportunities for conduction practices research in close collaboration with business
and industry.
3.3 MISSION STATEMENT
The mission of the collage is to:
i. Maintenance a conducive teaching and learning environment.
ii. Promote the training of highly-skilled and competent manpower inbued
with entrepreneurial skill in partnership with other institutions and
industry.
iii. Provide opportunities with other institutions and industry.
iv. Provide expert service to satisfy societal needs.
v. Pursue the diversification of funding sources to support institutional
activities while carrying out these missions, due to regard will be paid to
gender sensitivity, the needs for the physical challenged and respect the
environment
3.4 OBJECTIVES
i. To deliver the best source to the stakeholders.
ii. Teaching and research
3.5 SAMPLING TECHNIQUES AND DESIGN
Sampling is the process of selecting a small number of people from the population
for the study. This is done because it is often impossible to involve all members of
the population in the study. Sampling techniques describe how you go about
selecting your sample size. The researcher used probability sampling and
specifically simple random sampling. In simple random sampling techniques,
every individual is chosen randomly and entirely chance, such that each individual
has the same probability of been selected since the population is homogeneous in
nature. This means that each number of the population made up of staff of every
department of computer science relating to staffs records management had the
chance of being selected. This method was used in selection to avoid any bias in
the research in order to get a true representation of the population.
3.6 METHODS OF DATA COLLECTION AND ANALYSIS
The researchers used questionnaires in the collection of primary data from
respondents. A questionnaire is made up of series of questions or items written
down for people to respond to and later submit to the researchers (Saffady, 2020).
Questionnaire is a general term that includes all techniques of data collection in
which each person is asked to respond to the same set of question. It is effective for
gathering information about practices and conditions that form opinion and attitude
to the subject of study. This method gives independence to the respondent to
provide the required responses. It gives confidentially to the respondents because
names were not attached. The secondary data were extracted from the collage
database, internet, journals, and other relevant publications. Microsoft office Excel
(2010) and statically package for Social Science (SPSS) was used to analyze the
data in the study.
CHAPTER FOUR
4. RESULTS AND DISCUSSIONS
This section provide demographics and the analysis of the data gathered from
the field. Here, the summarized data from the respondents are presented in
tabular form: frequency tables, percentages, and simple bar charts were the
main statistical techniques used in the analysis of this data. The software which
has been used for this topic is SPSS (Statistical Package for Social Scientists).
Statistically analysis
Gender Frequency Percentage Valid
percentage
Valid Male 14 46.7 46.7
Female 16 53.3 53.3
Total 30 100 100
Departments
Valid Freque Percentage Valid
ncy percentage
Hausa Department 5 26.1 26.1
Islamic Department 4 13.5 13.5
Computer Department 5 14.5 14.5
History Department 6 25.1 25.1
English Department 4 10.1 10.1
Arabic Department 6 15.2 15.2
Total 30 1000 100
The frequency table above represents the respondents’ gender and department.
Thirty (30) questionnaires were administered, and the total 30 had been
returned and male represent 46.7% and female represent 53.3% and the
department is highly dominated by human resource department with 26.1%,
15.1% for Arabic, 25.1% for history, 13.5% for Islamic and for English is
10.1% for registry respectively
Table 2
Gender Frequency Percentage Valid
percentage
Valid Yes 27 90.1 90.1
No 3 10.0 10.0
Total 30 100 100
Record management policy provides guidance in establishing and maintaining
records management system. Lack of it and non-compliance are the main
causes of poor records management. The frequency table above table above
shows that the respondents irrespective of department agreed that their
department develop a policy relating to records management in the institution.
90% of the respondents agree that their department has developed policy
relating to records management and 10% only was obtained for those who
disagree with this statement. This implies that the total six departments covered
in the institution indicated that their departments have put in place a policy
regarding records management.
Application filling system available in the selecting department
Valid Freque Percentage Valid
ncy percentage
Filling system and 4 13.3 13.3
classification
Manual record 9 30.3 30.3
E – record 17 56.7 56.7
Total 30 100 100
The table above showed that the various departments in the institution are highly
using the electronic applicable system in term of records management. In the light
of this table a percentage of 56% is obtained for a e-records. 30.0% was obtained
for manual and paper records and 13.3% only was obtained for filling system and
classification.
This indicated that the six departments covered in the institution are moderately
equipped with electronic devices in term of record management. This shows that
the institution has embark on e-records management which permit easy storage,
sorting and retrieval of table 4 information and protect documents against
unauthorized persons.
Gender Frequency Percentage Valid
percentage
Valid Yes 25 83.7 83.7
No 5 16.7 16.7
Total 30 100 100
According to table 4, it clearly show that the majority of respondents irrespective
of their department confirm that their department has electronic records
management system for their personnel records with 83.3% to improve record
keeping system in the institution therefore, the minority with 16.7% claim for
training process to improve upon their skills regarding to the electronic system for
personnel record management.
The impact of record management on the performance of polytechnics is positive.
This is shown if fig 3 respondents from the selective six departments affirm that
record management has good impact on the performance of the polytechnic with a
percentage of 46.7%, 36.7% proved that it has averagely impacted the performance
of the institution and rest with a percentage of 16.6% proved it to have an excellent
impact on the performance.
Through two open ended questions answered by respondents revealed that most
respondents are using e-records management system, this confirm the frequency
table above (see table 2). Indeed the process depends on the power, sophisticated
electronic devices and required skills in term of good use of the system effectively.
Unfortunately, the institution does not have any power generating plant to keep the
record management processing devices on when power goes off. Furthermore, the
required device to carry out the record management process seems to be
inadequate and the required skills to carry out the record management process
effectively are lacked. These seem to hinder the performance of the institution
slightly. The following suggestions were made by them as far as the challenges are
concern to improve record management in the institution. Since the manual record
management does exist, the respondents stated that e-record management
processing devices should be provided, giving of opportunity for on the job
training for those responsible for record management system and provision of
power generating plant in term of power supply.
CHAPTER FIVE
5.1 CONCLUSION
The study examined comparative analysis of record management and
organizational performance. Case study and survey strategies were used. Survey
questionnaires were issued to 30 respondents selected using simple random
techniques. Microsoft Office Excel (2010) and statically computer for social
science (SCSS) was used to analyze the data collected. Under this, percentage
frequency tables and simple bar charts were used to analyze the data from the field.
The study revealed that there is a sound record management practices in the
organization. The organization had developed record management manual and
policies and the policies are been implemented and put into practice. There is
improvement of filling procedure manual and adequate personnel to keep records.
The study further revealed that training is not taken for existing personnel in
charge of record keeping so as to speed up the record management. This revealed
that only few individual are trained. Lack of training in record management can
hamper an organization’s performance. If employees do not have guideline on how
to operate and how to use filling systems, productivity cannot be improved. It can
therefore that record management training was insufficient. These findings provide
answers to the research questions in the chapter one. The study has few limitations;
yet, it is a good piece of work that will add to the existing body of knowledge.
5.2 RECOMMENDATIONS
To maintain appropriate record management systems in the collages to improve it’s
perfect. The existing electronic record management system in all departments
needs to be improved. This will assist in the managing of records and controlling
the pace of which promotion and other benefits are paid. Additionally, records
would be more easily stored and retrieved. An electronic record management
system will also assist in addressing the issue of long process and incomplete
documentation on files. Like any other program, electronic record management
also has its weaknesses. The fact is that electronic record management relies on
electricity for retrieval; it is advisable to the collages to introduce backup system
which can be used when there is no electricity. The collages may lose unsaved data
records at the time of power failure and if backup system is implemented, the
chances of losing records are limited romance, the following are the recommended.
REFERENCES
1. Academy of business excellent limited (2003). For the record: the
importance of record keeping to your organization.
2. Beastall, G. (1998). Records management meets knowledge gathering.
Record Management Journal,
3. Cornwell anagement Consultants. (2001). Model requirement for the
management of an electronic records (MoReq).
4. Cowling, C (2003). Records Management Manual. University of Ilorin.
