CHAPTER ONE

INTRODUCTION

1.1 Background to the study

Information is imperative in the administration of any corporate affairs.

Records management has been defined by Omorogie in Idih et al (2012), as “a
planned program for creation maintenance, retention, transfer, and disposition of
records" In addition, idih et al (2012), defined records management as "that area of
general administrative management concerned with achieving economy and efficiency
in economy and efficiency in the creation, maintenance, use and disposal of records of
an organization throughout their life cycle and making the information they contain
available in this support of the business of that organization". Thus records
management is concerned with the creation, use, safety, retrieval, and distribution of
information to support the business activities of an organization.

Organizational records may include personnel, financial, production, sales

forecast, and stocks. Other forms of records may be texts (letters, addresses,
agreements, receipts, etc.). Graphic materials (pictures, drawings, photographs) and
electronic records as well as artifacts. Records management is important in an
organization because it enables the management of the organization to make policies,
plan, and take decisions. It enhances good risk management, increased productivity,
enhances operational effectiveness, improves the ability to meet organizational and
community expectations, and makes for better management and delivery of services
amongst others.

Effective job performance in any organization requires the establishment of an

effective management program. This means that the organization should determine the
type, nature, and structure of records to be created and the technologies to be used;
determines how records are to be organized and used; preserved records and make

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them available to meet business expectations, comply with legal and regulatory
requirements and ensuring that records are maintained in a safe and secure
environment. An organization should ascertain how long records are to be kept and
identify opportunities for improving the effectiveness, efficiency, or quality of its
processes decisions, and actions.

Every organizational job is performed according to specifications and

standards dictated by good records management practice. Correspondence writing,
engineering, and architectural works, production of goods/services, filing, accounting,
and clerical jobs, medical examination and treatment of patients, recording mail, and
distributing them are dependent upon good records management practices.

Job performance, according to Chee H (2013) is the employee's level of

achievement against the standard determined by the employer. It is also the
contribution of the employees to the organization. Job performance has been a thing
of debate, especially on the measurement of employee job performance. An
organization is recognized by its effective performance and this is only achievable
through a high level of individual performance. Bullock (2013) defined job
performance as the overall expected value from employees' behaviors carried
throughout a set period. The definition includes specific ideas such as (a) seeing
performance as what people do at work or a component of their behavior. (b) Seeing
that an employee’s behavior will add expected value to the organization’s
improvement- meaning, an employee’s behavior may be seen as helping to build or
destroying an organization, but the result of employee behaviors are not easily
measured which makes their value difficult to be anticipated as well.

Records serve as the reminiscence of an organization. They are created,

processed, used, stored, and retrieved assets of an organization that can be retained or
destroyed. Records according to Vroom B (2017) can be seen as any recorded
information or data in any physical format or media created or received by an
organization during its course of official business and kept as evidence of policies,

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decisions, procedures, functions, activities, and transactions. Alegbeleye G (2019)
opined that record enables an individual to know what he or she has kept in the past,
present, and future for easy retrieval and use either in primary, secondary, or tertiary
phase which is being used in different institutions or organizations. The importance of
records especially to academic institutions is too numerous to mention as AtulomahM
(2017) viewed that records are helpful to administration. Thus, good records keeping
are the basis of future planning in the university system. It enables the institution to
take advantage of their past experiences and accurate records.

Adu B (2014) opined that records give room for organizations to be

accountable and answerable to their clients. Records must be completed and made
available when the need arises. But, when these records are not managed very well,
they will not provide the necessary backing required of it, and needed information
may be lost causing more havoc for the institution. Furthermore, an unmanaged and
incomplete record is misleading and makes employee performance very difficult. It
waists an organization's resources in terms of money, time, and human resources and
makes them open to security traits, prosecution, and humiliation (Ibrahim K, 2014).

It, therefore, follows that poor records management practices would have some
effects. These include poor decision-making caused by incomplete information, time
wasted in searching for information, and money wasted in storing records. Others
include severe legal liabilities, increased organizational risk, and low quality of
service to customers. The above factors seem to indicate that poor records
management practices could affect job performance in an organization. That is why
this study is examines.

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1.2 Statement of the problem

More often than not, management seems not to be concerned about proper record
management. Despite all the benefits derived from good record management practices,
decisions are rarely accurately made.

However, the problems surrounding this are multi-dimensional. Most organizations

lack appropriate and capable record management personnel in their organizations.
This personnel lacks the various office skills/techniques for effective and efficient
record management and they may be carrying out jobs haphazardly without regard to
the attainment of the goals of the organization.

More so, most organizations lack the needed funds to procure record management
materials, and equipment such as filling cabinets, file jackets, computers, etc., are
grossly lacking in various establishments. Over the years, the lack of typing sheets,
office pins, etc. has become a common complaint in both public and private
establishments. This may have resulted from the fact that the organizations lack
adequate funds with which to procure materials for the maintenance and safety of
organizational records.

Moreover, various records personnel are irresponsive to technological developments

in records management. The record management personnel are afraid of either
insecurity or retrenchment associated with the introduction of automation

1.3 Objectives of the study

The major objective of this research work is to examine the effect of records
management on effective job performance in organizations. Other sub-aims include
the following.

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 1. To identify the method of records management practices adopted in the
organization.
2. To examine whether workers are satisfied with the record management
practices being adopted by organizations
3. To ascertain the effects of poor records management practices on staff
performance in an organization.
4. To proffer solutions to the problems associated with the effect of poor records
management on staff performance.
5. ascertain the level of computer literacy skills, for staff to be more productive

1.4 Research questions

The following research questions were formulated to guide the study.

1. What methods of record management practice are adopted to support job

performance in organizations?
2. How are workers satisfied with the records management practices in operation
within the organizations?
3. What are the effects of poor record management practices on the corporate
image and operational performance of the organization?
4. What are the solutions to the challenges of poor records management practices
on job performance in the organization?
5. What is the level of computer literacy skills, for staff to be more productive?
1.5 Significance of the study

The study will invariably make valuable contributions towards the

improvement of our economic life especially as it concerns the management of public
corporations. Primarily, the study is designed towards ensuring that sound proper
record management practice is applied in the administration of both private and public
enterprises for goal attainment. Again, the study will enlighten the business

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communities, private individuals, and the government on the need to maintain proper
record management, in their establishments.

In the same vein, it will proffer solutions to the problems of record

management and equip the management of organizations with the basic tools and
techniques for managing records. The study will increase the volume of existing kinds
of literature on records management and would serve as reference material for
scholars who may wish to research various aspects of record management.

1.6 Delimitation

The study is concerned with the impact of effective record management on

job performance in business organizations in kwara State.

The study covers such areas as the nature of records management in organizations, the
effects of poor records management on the activities of firms, and the level of
awareness of proper records management. Besides, the measures to improve record
management will be looked into. It is hoped that the result of the research can be
effectively generalized to other business organizations in the state and the federation.

1.7 Limitations

Despite the measures taken to obtain data on the subject matter, there were a lot of
problems that constrained the research from putting up a comprehensive survey. The
lack of textbooks, journals, and other useful works of literature on record management
with which to work, affected the study. Besides, the researcher had limited time as the
work has to be combined with academic work to complete and submit the research. It
was therefore difficult to combine the research with class work.

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Moreover, financial constraints, transportation difficulties, and the high cost of
materials were nevertheless serious bottlenecks. Above all the researcher tried her best
to make the job worthwhile.

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 CHAPTER TWO

LITERATURE REVIEW

This research is on the impact of effective record management on job

performance in business organizations in Kwara State. This study will be conducted
under the following, subheadings.

2.1 The concept of record management

2.2 Methods of record management practice in Organizations
2.3 Satisfaction of workers with the records management practices in operation within
the organizations
2.4 Effects of poor record management practices on the Performance of the
Organization
2.5 Solutions to the challenges of poor records management practices on job
performance in the organization
2.6 The level of computer literacy skills, for staff to be more productive

2.1 The concept of record management

Records management can be defined as the efficient and cost-effective care and
control of records whatever format from the date of creation through to their
programmed disposition either by incorporation into the achieve. Records
management has also been defined as the systematic program for the organization,
maintenance, use, retrieval, and disposition of information.

Records management is not a profit center, handling records incorrectly can lead
to financial penalties or litigation. Keeping good records helps companies protect
institutional memory as well as maintain evidence of activities, transactions, and
decisions. An effective records management system can save money on storage and
improve an organization’s efficiency. Implement a solid records management plan
before it’s too late. Joe Weller (2022).

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 Records management (RM), also known as records and information management
(RIM), is an organizational function responsible for the creation and maintenance of a
system to deal with records throughout a company’s lifecycle. RM includes
everything from the creation of a record to its disposal. Essentially, it comprises
anything that is part of a business transaction Atherton, j (2016).

Some people use the term information governance (IG) when talking about records
management. IG is the management of information to support an organization’s
present and future, keeping in mind the regulatory, legal, environmental, and
operational requirements. It includes the structure, policies, procedures, and processes
necessary to manage all the information stored within an organizationClanchy, M
(2017).

A record serves as evidence of an event. Therefore, you can often take a record
into a court of law to prove authenticity, reliability, integrity, and usability. Records
can provide the necessary documentation for an audit, court case, or other official
uses. A record can also be anything that includes personally identifiable information
(PII). Companies that are in the financial services, health, government, or legal sectors
must be particularly aware of this kind of record.

Records management is a managerial system companies use to organize and

maintain their records. It can be a physical system with files and boxes or an
electronic system with digital records stored on hardware or cloud software. Often,
you may find a mix of both methods. Many industries use records management, but
health care, financial and legal sectors may use it most.

According to Muller, S., J. Feith, R(2016), Companies often use a records

management system for business transactions or documents that contain identifiable
information, such as names, addresses, and dates of birth or other sensitive
information. The documents protected and archived by a records management system
may exist in various forms, including:

 Contracts and agreements

 Memos, reports, and emails

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  Blueprints and renderings
 Videos and social media posts
 Instant message logs and phone records
 Database records
2.2 Methods of record management practice in Organizations

According to Amy Pattinson (2022),every company considers some records to be

vital. Therefore, they need to store them for effective functioning in the future. The
following are the best practices for conducting records management:

 Defining Business Goals

Each organization should set the need for records management. It involves looking at
current storage systems and identifying how they are used. It helps understand future
requirements. The records management process should provide a clear framework for
creating, destroying, and disposing of records. The process enables companies to
develop appropriate legal records. It also helps companies to retain records based on
maintenance stipulations.

 Systemic Approach to Identifying and Documenting Records

Identifying and documenting records is a significant aspect of the records management

process. The records that need to be stored usually depend on the archives. But
typically, records created as evidence of any event should always be kept. Among all
the complex steps in the records management process, the first is identifying the ones
to include within an archive.

 Establishing a Schedule for Records Maintenance

A retention schedule will help avoid the costs and risks of losing records. It
determines how long specific records should be stored. The schedule for different
types of records is as follows:

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 i. Personnel

Managing personnel records once a year is enough.

ii. Financial

In the case of financial records, the schedule can be set at different intervals depending
on the type of documents. For example, tax and financial accounting documents
usually need more time to meet IRS regulations than personal documents.

iii. Legal

Retention periods for legal documents will depend on the type of document and the
nature of the business.

 Reviewing and Updating Records Management Policies

Formulating a records management policy isn't enough. Organizations need to review

and update their record management policies from time to time. It ensures that the
records' integrity, accessibility, and confidentiality can be protected. All records
should be kept within an area that falls under the developed records maintenance
policy.

 Setting up a Records Management Team

An organization should form a specific records management team to find success in

that area. The team should be given the responsibility of tracking and storing records.
In addition, they should ensure that the records stay secure as long as needed. The
team should also be responsible for destroying unnecessary records to keep more
storage space.

 Creating an Easy Workflow for All Team Members

Organizations should focus on setting up a records management workflow to store

records appropriately. The workflow should include the following:

i. Capturing and maintaining the data

ii. Storing data within a key location in the company

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 iii. Managing and controlling which users have access to the records
iv. Controlling what happens to the records when no longer needed
v. The systematic workflow will help the records management to operate
smoothly.
 Choosing a Secure Location

Finding the right place to store organization records is a major aspect of records
management. You should consider the following to find a suitable location for records
management:

i. Any security facility with several layers of protection like on the grounds
of an embassy or a bank vault
ii. Offsite storage that can be accessed only by authorized personnel after
putting in the right clearance credentials
iii. A business like a cloud computing service to handle your digital
information
iv. Finding the right place will ensure that unauthorized people don't have
access to company records. A suitable location becomes mandatory when
companies need to store confidential or sensitive records.
 Tracking and Monitoring Records

Records are always moving in and out of the storage facilities. Records are also
moving between departments and employees. A monitoring system should ensure that
no files are lost during transit.

Keeping records of day-to-day organizational operations is essential for developing

future decisions and processes. Without referring to the records, it becomes
challenging for the company to evaluate whether they are going in the right direction.
Tracking and monitoring records will help organizations to find success in the future.

 Familiarizing Employees with Updated Records Management Policies

Organizations often develop their records management policies. If that happens, they
should keep every employee in the loop. The updated records management policies

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vary from one organization to another. Therefore, the management should take the
responsibility of updating them on the company website.

 Training Employees About Records Management

Records management is often a time-consuming task left to managers. Many

complicated procedures are included, and it's impossible to remember them all the
time. To reduce the burden on record managers, employees should be made to manage
their records. However, if you want all your employees to become good at records
management, you need to train them. Start by introducing employees to the difference
between vital and unnecessary records. It will enable an organization to remain
productive and efficient.

 Keeping Records and Information Architecture Accurate and Efficient

Your information architecture is the blueprint of your information inventory. It is a

major part of any organization's governance policy. Good information infrastructure
guarantees the security and easy accessibility of business records. Consider the
following while designing the information architecture:

 Business Classification Scheme

Grouping related content and allocating each group to a master arrangement is a great
method. It is a type of taxonomy that makes it convenient for organizations to locate
data. In addition, a BCS will help you give specific users access to information based
on the grouping during the classification process.

 Metadata Schemes

Companies often believe that organizing their folders inside a network drive is
sufficient. But efficient records management will require every document to include
metadata. A document management system can read the metadata of a document to
classify it. It eliminates spending hours detecting which folder should include a
particular file. Metadata also makes it easier to find documents. You will no longer
have to manually click through folders to look for the file you need.

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  Retention and Disposal Schedules

A retention and disposal schedule ensures that companies meet their legal obligations
and compliance requirements. RDS makes sure that businesses know how long they
should keep records. It also makes it easy to find records that need to be thrown away.
As a result, RDS helps companies successfully avoid compliance risks. But it also
minimizes the time and resources required for retrieving records.

 Capturing Recording Without Affecting End-Users

Some records management systems involve end-users. It often leads to engagement

issues that can disrupt workflow and productivity. Therefore, all your record-keeping
efforts will be ruined.

An advanced records management system will work in the background and remain
invisible to end-users. They will manage records across multiple platforms, including
social media, email, cloud storage, computer desktops, and network drives. The end-
users will be able to continue working while the record management system captures
records. It will also be able to capture metadata automatically. Therefore, end-users
won't have to add metadata into a pop-up form while uploading documents to an
advanced records management system.

Records management is vital for every organization because it helps achieve

business objectives faster. A well-built records management strategy ensures that
documents can be tracked easily. It also helps in removing unnecessary records to
keep the space uncluttered. You can take several steps to ensure your records
management program is effective. In this blog, "Records Management Best Practices,"
we recommend twelve records management best practices to have a look at it Amy
Pattinson (2022).

Records management is excellent for preventing data breaches by ensuring a suitable

process for storing, protecting, and destroying confidential information. Companies
should adopt the best records management practices and stick to certain principles.
Before knowing the best practices and valuable principles, you should understand the

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importance of implementing the best records management practices. Invensys
possesses deep-seated capabilities to scale up document management services by
changing requirements, ensuring your project's continuity and on-time completion.

2.3 Satisfaction of workers with the records management practices in operation

within the organizations

Records management effectiveness is a systematic control of an organization’s

records, throughout their life cycle (creation, classification, use, filing, retention,
storage, and disposition) in order to meet operational business needs, statutory and
fiscal requirements, and community expectations. Records management effectiveness
can help reduce the proliferation of unnecessary reports and documents. The
International Organization for Standardization (ISO) 15489 (2015) defined records as
information created, received, and maintained as evidence and information by an
organization or person(s), in pursuance of legal obligations or in the transaction of
business. Records management effectiveness is fundamental to a well-functioning
university since it supports business activity and provides a basis for effective service
delivery.

The goal of any organization’s records management is to provide professional

assistance to the students, staff, and the university authorities in managing the records
and information required to take care of the business of the university. The primary
purpose of records management practices is to provide guidance and assistance in
managing the institution’s records and the information they create and use daily.
Management of records allows fast, accurate, and reliable access to information,
ensuring the timely destruction of redundant information and the identification and
protection of vital and historically important records (Popoola K, 2020).

Organizational records may include personnel, financial, production, sales

forecast, and stocks. Other forms of records may be texts (letters, addresses,
agreements, receipts, etc). Graphic materials (pictures, drawings, photographs) and

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electronic records as well as artifacts. Records management is important in an
organization because it enables the management of the organization to make policies,
plan and take decisions. It enhances good risk management, increased productivity,
enhances operational effectiveness, improves the ability to meet organizational and
community expectations, and makes for better management and delivery of services
amongst others.

Tsabadze, Mutula and Jacobs (2016) say:

An effective records management system allows tracking of the life-cycle of

records in an organization, enables the organization to know when a record is
created, its functions, the duration of its usefulness by the agency that created
it, the parameters and duration of maintaining it and the legal authority that
enables it to be destroyed. The management and preservation of records in an
organization helps in achieving greater efficiency, effectiveness and economy,
It is very clear that there is a relationship between the organization’s
effectiveness and efficiency and the proper care of organizational records and
information.

Information management lies with a well-documented records management

policy.

According to Fredrick Hertzberg’s (2017) job satisfaction model, there are factors
within and outside an organization that affects the extent to which employees of an
organization are satisfied. These include the structure of the organization, the
organizational culture and the internal politics that pertain in the organization (Mullins
S, 2015). Similarly an organization’s size, type and technology affect its ability to
satisfy employees. Macro factors like political, legal environmental and economic
conditions can affect an organization’s ability to satisfy its work force as well as affect
worker satisfaction and motivational needs. Labor market conditions and employment

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patterns in the territory in which an organization is operating also affect how far an
organization is willing to satisfy their workers.

2.4 Effects of poor record management practices on the Performance of the

Organization

Records management is an often overlooked and underrated procedure at many

businesses. While a strong, well-thought-out records management process can make
organizations efficient and effective, bad records management can lead to messy and
incomprehensible workspaces, irritable employees, and the loss of information. Poor
records management can cripple a company—halting efficiency, sucking up precious
time, and causing unnecessary stress for employees. Record Nations helps companies
experiencing the symptoms of poor records management find solutions.

Poor record management practices can have several negative effects on the
performance of an organization. Effective document and record management
practices are a critical aspect of business productivity. In fact, statistics show that
document challenges are usually responsible for over 21% of an organizational
productivity loss. Contrary to popular belief, proper record management isn't just
about arranging your documents efficiently in a cabinet. It's also about upholding
their safety, security, and integrity.

According to Lauren Hilinski (2017) over time, poor records management can lead
to these systemic issues:

 Excessive amounts of time is wasted sorting through messy filing cabinets

 Valuable office space is used to store paperwork, forcing the company to pay
premium prices for document storage

 Files are misplaced, buried, and lost

 Communication between coworkers erodes

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  Employee stress levels rise as their ability to find and share information
becomes unnecessarily challenging

According to Adeyemi T.O. (2019). Proper records are all about storing,
retrieving, or destroying office records. These records could be receipts, tax
information, customer details, business transactions, contacts, etc. If you try to
manage them internally without proper resources, your business could suffer.

He further stated the consequences of poor record-keeping practices.

1) It Makes It Difficult to Retrieve Documents

A Gartner report highlighted that more than half of professionals spend their time
looking for information. It also takes them around 18 minutes to locate a document.
This is almost 5 hours every week!

A poor records management system can make it difficult to locate important

documents. This is especially true when they’re not filed in any particular order or
were erroneously misfiled. In some instances, the documents get lost in the sea of
records in your filing cabinets.

Proper records management needs a high degree of organization. This is why you
need a foolproof and efficient storage system that allows you to access documents in a
few minutes. This is why it's recommended that you work with a reliable records
management company, preferably one that also offers backup and document shredding
services.

2) It’s Easy to Lose Records

Did you know that over 7.5% of all documents get lost? An additional 3% of the
documents that remain get misfiled. If you manually file your documents, it's essential
that you have a chain of custody/ paper trail showing people that have accessed them.
This will help you keep track of employees who may have used or viewed the records
in case any documents get lost, or there's an information breach.

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Unfortunately, this system rarely works. There’s no guarantee that the employee will
comply with your organizational rules and fill the logs when they access records. This
increases the risk of losing important documents or information getting accidentally
misplaced.

With a proper records management system, you can control who accesses sensitive
information and log anyone who retrieves documents. The best part is that document
storage providers also have secure and reliable backups, eliminating the risk of lost
records.

3) Failure of Compliance

Poor records management policies open you up to legal liabilities as a result of

noncompliance with government regulations. There are several federal regulations
regarding records management. For instance, the Sarbanes-Oxley laws require
organizations to maintain proper financial records for accounting audits. These laws
are aimed at protecting employees, shareholders, and the public from fraudulent
accounting practices.

Without a proper document management system, it's easy to lose these critical records.
This then leaves you open to legal consequences, including hefty fines. Storing your
records with a document storage provider makes such important records easily
accessible and restricts access from unauthorized parties.

4) Results in Operational Inefficiency

A study revealed that 75% of employees agree that their work would be easier if they
could access documents on their mobile devices. Manual record management systems
are inefficient, and employees often have a hard time looking for the documents that
they need. They then waste hours every week on document retrieval. This is time that
they could spend being productive.

In addition to time wastage, improper document storage is also costly. Once your
internal storage space is full, you have to rent a rental space which can be expensive.

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Cloud-based record management systems, on the other hand, are relatively affordable,
and you can scale up your storage space as your needs increase.

5) It Compromises the Safety and Security of Your Records

When you store documents in your office or rental space, they're never entirely secure.
They're vulnerable to fire hazards, floods, humidity, and other natural disasters. You
also increase your risks of accidental or purposeful information leaks, as anyone that
works in your office may have easy access.

6) Often Results in Poor Decision Making

Organizational records are critical when it comes to decision-making. Most of the

time, company leaders have to refer to internal records before making important
decisions. Unfortunately, if you use an outdated or inefficient document management
system, locating these documents will be difficult. This will then result in unfounded
decisions that could cause massive losses.

A reliable record management system ensures that your documents are safe and
secure. It also enhances transparency as all company leaders can access and verify
critical information in their decision-making.

2.5 Solutions to the challenges of poor records management practices on job

performance in the organization

Poor records management practices can have several consequences on job performance in
an organization. According to a Gartner report, more than half of professionals spend their
time looking for information and it takes those around 18 minutes to locate a document

Records management is a challenge for any organization that needs to store, manage
and protect records for a long time. Some of the major records management
challenges are information overload, data accuracy & integrity, maintaining
compliance with regulations, managing records across multiple locations, poor records
retrieval, and missing retention schedule.

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Records management challenges can be divided into three categories: Data Capture,
Data Storage, and Data Protection.

1) Data Capture: The challenge in this category is how to manage the vast amounts of
digital records that are generated every day. Many organizations struggle to find a
balance between storing digital records on traditional storage systems and storing
them in a way that they can be easily retrieved when needed.

2) Data Storage: The challenge in this category is how to store digital records in an
efficient manner without sacrificing too much space on traditional storage systems.

3) Data Protection: Data protection is another area where many organizations struggle.
They want to keep their data protected and private, but they also want to use it for
business operations. The challenge is how to balance the two at the same time

There are so many benefits that your organization can have if these challenges are
overcome. Check the below article for in-depth coverage.

Top Records Management Challenges

Let’s have a look into the challenges of record keeping and solutions to records
management problems that your organization needs to overcome in order to properly
manage its records.

The top records management challenges are:

1- Information overload and lack of time

In the digital age, the amount of data we have to manage is growing exponentially.
This has led to a major challenge in the industry; data overload and lack of time.

The first step toward solving this challenge is to understand the problem. We need to
be able to identify where our data is coming from and what it’s being used for. Once
we figure that out, we can take steps towards managing it better by implementing new
processes or changing existing ones.

Part of creating an RM plan is to make sure that information overload is decreased and
employees feel comfortable working with their records.

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2- Data accuracy & integrity

Data accuracy is an important aspect of any business process. It is crucial for

businesses to have accurate data that can be used for decision-making processes.

It also plays a significant role in maintaining records and data integrity by ensuring
that all information is accurately recorded, stored, retrieved, analyzed, shared, etc. If a
business does not have accurate data, then it cannot make informed decisions or take
advantage of the information.

It is considered one of the top challenges of record keeping that organizations need to
overcome.

With the increasing number of records, it becomes increasingly difficult to manage

and maintain these records. This is where AI comes in. With AI, companies can now
have an accurate and reliable data management system that can automate the process
of record creation, validation, and deletion.

The role of AI in this industry is to make sure that data is being stored accurately,
securely and with integrity.

3- Maintaining compliance with regulations

Organizational policies are written to help protect the company in the long run. They
cover many topics, such as security and privacy. In order to comply with
these policies, it is important for companies to understand what they are, know how
they can be used, and who is responsible for RM implementation.

The compliance process involves a lot of work that is time-consuming and tedious for
companies. It is also very important for them to be able to track data and information
about their employees and customers in order to maintain compliance with
organizational policies.

Records management goals and objectives should be cleared to help maintaining

compliance. In addition, organization should follow the latest trends related to records
management in order to stay ahead of the game.

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4- Managing digital assets across multiple locations

Records management is one of the most important functions of any business. It

requires the ability to keep digital assets and processes in control across multiple
locations, in order to ensure that they are accessible from anywhere and that they are
protected from unauthorized access.

The challenge with records management is finding the right balance between security
and accessibility. That is why it is important for businesses to use a security solution
that allows them to manage their digital assets across multiple locations, while also
keeping them easily accessible from anywhere.

This challenge highlights the need for businesses to find a solution that can help them
manage their digital assets lifecycle across multiple locations while also providing a
secure way of accessing them at any given time.

5- Tracking the production of records

Businesses have a lot of records. Some of these records are created by the business
itself and some are created by third-party vendors. In order to manage all of these
records, businesses must be able to track their production of them and related records
classification.

With a good record management system, it can be easy for businesses to find the
information that they need. They can also make sure that their records are properly
protected and stored in a way that will allow them to access them in the future.

If you are looking for the right RMS, consider looking into an ECM system that
allows companies to create, manage and share content across their entire organization.

6- Disorganization

This records management challenge is the most difficult one to solve. It is a problem
that can be solved by creating a system that will help you find the information you
need.

23
Records management challenges are becoming more and more popular due to the
increase in technology and digitization of everything. The problem is not just about
finding specific records but also about making sure that those records are well
organized.

This is initially caused by the problems in preparing business records. It is very

important to think about how you prepare business records from the time of creation
till destruction.

7- Lack of training

The lack of training is one of the biggest challenges in records management.

In order to address this challenge, it is important to provide a way for employees to

gain new skills that are relevant to their job. This can be done by providing training
and support that are tailored toward individual employees.

RM experts have started recommending digital platforms as a way for employees to

gain skills that are relevant to their job. These platforms provide an easy way for
workers to learn and develop their skillsets in the workplace.

8- Poor records retrieval

According to a study by IBM, more than 90% of organizations struggle with their
records retrieval process. This is due to the lack of a well-defined and documented
records management strategy, which leads to poor retrieval rates and increased costs.

Poor records retrieval also leads to poor customer service experience for customers
who might have a hard time finding their desired information or reaching out to the
people they need help from. To get the most out your records, organizations need to
apply these tips for effective RM.

This is a challenge that most companies face, especially those that have big data. The
amount of data created in the world has increased exponentially and it is difficult for
organizations to find the exact information they need at the time they need it.

9- Missing records retention schedule

24
The schedule is a document that helps organizations understand what they need to do
with their documents and other records over time. It provides a timeline for when
certain types of documents should be destroyed or transferred, as well as when they
should be kept in storage or placed on file for reference purposes.

This document is vital for businesses since it helps them keep track of their documents
and know what needs to be done with them over time.

2.6 The level of computer literacy skills, for staff to be more productive

Computer literacy describes a general knowledge of computers, software, hardware, and

how they work. Although this proficiency is important, it may not necessarily qualify an
individual to work with a specific computer-related product. Computer literacy is a way of
defining a candidate's level of computer and technology skills. Computer skills vary from
document creation to software programming. It makes sense then that computer literacy can
range just as broadly. Basic computer literacy usually means knowing how to use a computer
and perform basic tasks Oyeleye M (2019).

The impact of the technology era is immense. The implementation of computers and
software in Australian businesses is foundational. It has affected nearly all jobs in some way.
Within office workplaces, computer literacy has become as common as a shared language. A
nice bonus of having computer literacy skills is that they're highly transferable. There’s a good
reason why computer literacy is essential in many workplaces. Technology has streamlined
many processes. Drawing, writing, communicating, modeling, engineering, construction,
retail and many other industries in between use technology in their workplace. Computer
software has improved the way we work. So, computer literacy is likely to live on long into
the future John T.B (2017).

Professional skills can vary broadly depending on the role, but some common computer
literacy skills can be useful for many roles. Some positions may be highly technical and
require precise software knowledge. However, the majority of roles need a basic level of
computer literacy. These may include the following common skills:

25
  Basic computer skills

Basic computer skills are a great place to start if you haven't worked with a computer before.
Workplaces that use computers usually seek candidates with these skills. Understanding how
to turn your computer on and off, open applications, connect to the internet, and typing are
basic computer skills. If you can learn how to do these tasks, it can be a great foundation to
build more computer literacy skills.

 Microsoft suite of Gsuite

Microsoft and Google have similar versions of the software that facilitates many work tasks.
Documents, presentations, reports and data analysis are a handful of the countless tasks done
with this software. Three of the most used ones are:

 Microsoft Word or Google Docs

Microsoft Word or Google Docs offer a great way to do tasks that involve text. Most office
jobs use Word or Docs daily to form reports, memos and other documents to communicate
with others. You can get started with these by simply opening them up and starting typing.
From there, you can search for the relevant guides to format your work.

 Microsoft Excel or Google Sheets

Excel and Sheets both use spreadsheets to manage data. Whether you'd like to track data,
create professional charts or create a schedule, spreadsheets can help. Spreadsheets are a tool
for anything data related, basic calculations or complex formulas. Once you start to get used to
spreadsheets, they can help you work a lot more efficiently.

 Microsoft PowerPoint of Google Slides

As the presentation gods, PowerPoint and Slides are filled with sleek designs and user-
friendly tools. If your position requires you to present information, creating a slideshow can
be the best way to power your presentation. You can start to become literate with
PowerPoint/Slides by choosing a presentation theme, uploading images and creating graphs.

 Email and communication platforms

If you have basic computer skills, knowledge of email platforms can be a natural next step.
Emails are the most used form of communication between people with a computer. They're
universal as you only need your counterparts email address to contact them.

26
A computer literate person may know how to use a standard email or communication
platform, like Gmail or outlook. If a role includes computers, hiring managers may expect
their candidates to understand how to use email and messaging platforms. It has become an
efficient way for teams to send information and queries to each other and others outside of the
organization.

 Network connection and diagnoses

Connecting to the internet can be a necessity for jobs that rely on computers. It's hard to do
much without an internet connection, and even if you can, you may still need a connection to
then send it to a colleague. As well as connecting to the internet, it's good to learn how to
diagnose when something is wrong. In an office environment, small issues like these can be
resolved without a call to IT. Learning how to diagnose a problem with your network
connection can enhance your computer literacy skills.

 Search engines and internet knowledge

Search engines are used to find important information online. These can be valuable for
anyone in any situation. Many workplaces rely on referencing information that's found online.
Understanding how to use search engines to navigate the internet can help increase your
computer literacy.

As an added benefit, search engines can help solve many other computer problems and
advance your computer literacy. For example, if you don't know how to find a slideshow
theme in the PowerPoint section mentioned above, you could search for guidance.

A general understanding of how the internet works is also a great step in computer literacy.
Nothing technical is required, but basic knowledge of how to navigate the internet and how to
use an internet browser can be important to many roles.

According to oyeleye T (2017) state ways How to improve your computer literacy skills,
below are some suggestions to help you improve your computer literacy skills:

 Online tutorials

It can be comforting to know that online tutorials can help us with just about anything we use
in our daily lives. This means you can easily find a tutorial on how to use a specific piece of
software. Tutorials are videos that show you, step by step, how to do something.

27
When it comes to teaching computer skills, tutors will usually share their screen. In this visual
setting, you can understand things easier and pick up skills quickly. Watching someone can be
an efficient way to learn computer literacy skills. These can be found online by searching
"tutorial on how to use Microsoft Word", for example.

 Search for the answers

Search engines are a great starting place for problem-solving. There's usually a countless
number of websites with information on how to fix or do something. Using this to your
advantage can help you pick up more computer skills.

The truth is, computers can be complex. Even people who have worked with computers for
years encounter problems that they need help with. A common fix is to enter a quick Google
search to get back on track. With more knowledge, you become more proficient. Search
engines are a rich source of knowledge that can help you. After all, that's what the internet
was made to do.

 Practice your skills

Like with any skill, an excellent way to improve your computer literacy skills is to practice
them regularly. The more you use the skills you already know, the better you become at them.
Find ways to use your computer skills more often or practice in your spare time. If you use
computers in your role, you might find you naturally improve at the associated skills. Once
you become confident in your current skills, learning further computer skills can become more
manageable.

Ask colleagues for help

Colleagues who are using the same software can be a great source to improve your computer
literacy skills. They may have had more experience and practice in an area you would like to
improve. Asking colleagues for help can be a great way to overcome a problem in person.

 Ask seniors for training

Your company may have training courses in specific software that they use. An excellent way
to improve your computer literacy skills is to ask your seniors or colleagues if there are any
training courses that you can attend. By asking this, you could show an interest, and they may
be more likely to offer you training in the future.

28
Learning computer skills through training can be a great way to learn efficiently. You may
have the opportunity to ask the trainer your specific questions, and they can help you
understand them in real-time.

29
 CHAPTER THREE

METHODOLOGY

This chapter deals with the procedures and methods used for obtaining the data
needed for the analysis and completion of this research work on the impact of effective
record management in enhancing job performance. The detail will take this form

3.1 Instrument used

3.2 Population for the Study

3.3 Sample and Sampling Technique

3.4 Distribution and Collection of Data

3.5 Method of Data Analysis.

3.6 Reliability

3.7 Method of Data Analysis.

3.1 Instrument used

Data for the research work were gathered through the use of questionnaires. The research
questionnaire was designed for the collection of data necessary to provide information to the
research questions stated in chapter one. The questionnaire was vetted and scrutinized by the
researcher's supervisor, to ensure that it was in line with the topic.

3.2 Population for the Study

This research aimed to critically look at the assessment of the function of a secretary in
educational institutions. The entire population of workers used was 20 in the kwara state
polytechnic, and post office Ilorin kwara state.

3.3 Sample and Sampling Technique

A sample of 20 workers of the total population was selected in the organization.

30
3.4 Distribution and Collection of Data

20 copies of the questionnaire were distributed by the researcher at the chosen case study
and we were returned by the respondents. The questionnaire was framed in such a way that it
is reflective of the research questions highlighted in chapter one. After the necessary
correction by my supervisor, approach the distribution of copies of the questionnaire as given
to the respondents.

3.5 Method of Data Analysis.

The data collected through the questionnaire were analyzed manually, using tables and
percentages to explain the analysis. The analyses are presented in the next chapter.

3.6 Reliability

The reliability test ensures that the instrument measures consistently as required
by the work. All of the 20 copies of a questionnaire sent out, 20 copies of the
questionnaire containing 20 questions were disturbed, twenty copies (20) were
returned, analyze or otherwise convert to data into usable information. The statistical
package for social science (SPAS) data entry form contains all collected on the
instrument used it was validated by the expert,) contain all collected on the instrument
used was validated by the experts in educational respondents.

3.7 Method of Data Analysis.

The data collected through the questionnaire were analyzed manually, using
tables and percentages to explain the analysis. The analyses are presented in the next
chapter.

31
 CHAPTER 4

DATA ANALYSIS
4.1 Introduction

This chapter illustrates the presentation and analysis of data collected through
the questionnaire.

As stated in Chapter three, thirty copies of the questionnaires were distributed

to the organizations chosen as the case study. Twenty (20) copies were completed and
returned. The results obtained from the questionnaires formed the basis of this chapter.

The information gathered through the questionnaire is carefully analyzed

below and all the questions are adequately effective of questions raised in chapter I of
the research questions

4.2 Presentation and Analysis of Data

Table 1:Information is imperative in the administration of any corporate affairs .

Choice No of respondents Percentage %

Strongly agree 10 50
Agree 4 20
Strongly disagree 5 25
Disagree 1 5
Total 20 100

Source: Field Survey, 2023

Table 1 shows that 10(50%) of the respondents strongly Agreed, 4(20%) agreed,
5(25%) partiallygreed. 1(5%) disagreed whether or not to the Information is imperative
in the administration of any corporate affairs.

32
Table 2: Records management is concerned with the creation, use, safety, retrieval, and
distribution of information to support the business activities of an organization .

Choice No of respondents Percentage %

Strongly agree 10 50
Agree 2 10
Strongly disagree 5 25
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 2 states that 8(40%6) strongly agreed, 2(10%) agreed, 5(25%) disagreed, 1(5%)
strongly disagreed whether or not Responses of the respondents on whether the
Records management is concerned with the creation, use, safety, retrieval, and distribution of
information to support the business activities of an organization.

33
Table 3:An organization should ascertain how long records are to be kept and identify
opportunities for improving the effectiveness, efficiency, or quality of its processes decisions,
and actions.

Choice No of respondents Percentage %

Strongly agree 12 60
Agree 3 15
Strongly disagree 2 10
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 3 affirmed that 12(60%) of the respondents strongly agreed, 3 (15%) agreed,
2(10%) strongly disagreed, 3(15%) disagreed whether or not that organization should
ascertain how long records are to be kept and identify opportunities for improving the
effectiveness, efficiency, or quality of its processes decisions, and actions .

34
Table 4: Every organizational job is performed according to specifications and standards
dictated by good records management practice.

Choice No of respondents Percentage %

Strongly agree 1 5
Agree 15 75
Strongly disagree 2 10
Disagree 2 10
Total 20 100

Source: Field Survey, 2023

Table 4 shows that 1(5%) strongly agreed, 15(75%) agreed, 2(10%) strongly
disagreed, 2(10%) disagreed whether or not that the every organizational job is
performed according to specifications and standards dictated by good records management
practice.

35
Table 5: Records serve as the reminiscence of an organization.

Choice No of respondents Percentage %

Strongly agree 17 85
Agree 1 5
Strongly disagree 1 5
Disagree 1 5
Total 20 100

Source: Field Survey, 2023

Table 5 indicates that (85%) strongly agreed, 1(5%) agreed, 1(5%) disagreed, 1(5%)
strongly disagreed whether or not that every organizational job is performed according to
specifications and standards dictated by good records management practice .

36
Table 6:Records give room for organizations to be accountable and answerable to their
clients.

Choice No of respondents Percentage %

Strongly agree 8 40
Agree 4 20
Strongly disagree 5 25
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 6 shows that 8(40%) of the respondents strongly agreed, 4(20%) agreed, 5(25%)
strongly disagreed while 3(15%) disagreed whether or not that Records give room for
organizations to be accountable and answerable to their clients

37
Table 7: Poor records management practices would have some effects on organization.

Choice No of respondents Percentage %

Strongly agree 5 25
Agree 2 10
Strongly disagree 9 45
Disagree 4 20
Total 20 100

Source: Field Survey, 2023

Table 7 shows that 5(25%) of the respondents strongly agreed, 2(10%) agreed, 9(45%)
strongly disagreed, 4(20%) disagreed whether or not that Poor records management
practices would have some effects on organization.

38
Table 8: Keeping good records helps companies protect institutional memory as well
as maintain evidence of activities, transactions, and decisions.

Choice No of respondents Percentage %

Strongly agree 4 20
Agree 15 75
Strongly disagree 1 5
Disagree 0 0
Total 20 100

Source: Field Survey, 2023

Table 8 affirmed that 4(20%) of the respondents strongly agreed and 15 (75%)
agreed and 1 respondent strongly agreed while nil disagreed that Keeping good
records helps companies protect institutional memory as well as maintain evidence of
activities, transactions, and decisions.

39
Table 9: An effective records management system can save money on storage and
improve an organization’s efficiency.
Choice No of respondents Percentage %

Strongly agree 12 60
Agree 0 0
Strongly disagree 7 35
Disagree 1 5
Total 20 100

Source: Field Survey, 2023

Table shows that 12 (60%) strongly agreed, 7935%) strongly disagreed while 1(5%)
disagreed whether or not thatan effective records management system can save money
on storage and improve an organization’s efficiency.

40
Table 10: People use the term information governance (IG) when talking about
records management.

Choice No of respondents Percentage %

Strongly agree 2 10
Agree 10 50
Strongly disagree 5 25
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 10: indicate that 2(10%) strongly disagreed, 3(156) disagreed whether or not
that People use the term information governance (IG) when talking about records
management.

41
Table 11: A record serves as evidence of an event.

Choice No of respondents Percentage %

Strongly agree 8 40
Agree 7 35
Strongly disagree 2 10
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 11 indicates that 8(40%) strongly agreed, 7(35%) agreed thatrecord serves as
evidence of an event.

42
Table 12: Records can provide the necessary documentation for an audit, court case,
or other official uses.

Choice No of respondents Percentage %

Strongly agree 4 20
Agree 0 0
Strongly disagree 16 80
Disagree 0 0
Total 20 100

Source: Field Survey, 2023

The table 12 shows that 4(20%) strongly agreed, 16(80%) strongly disagreed that
Records can provide the necessary documentation for an audit, court case, or other
official uses.

Table 13: Records management is a managerial system companies use to organize and
maintain their records.

43
 Choice No of respondents Percentage %

Strongly agree 20 100

Agree 0 0
Strongly disagree 0 0
Disagree 0 0
Total 20 100

Source: Field Survey, 2023

Table 13 states that 20 (100%) of the respondents strongly agreed that the records
management is a managerial system companies use to organize and maintain their
records.

Table 14:Companies often use a records management system for business transactions
or documents that contain identifiable information.

44
 Choice No of respondents Percentage %

Strongly agree 5 25
Agree 5 25
Strongly disagree 7 35
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table14 shows that 5(25%) strongly agreed, 5(25%) agreed, 7(35%) strongly
disagreed that Companies often use a records management system for business
transactions or documents that contain identifiable information3(15%) disagreed.

Table 15: Every company considers some records to be vital.

Choice No of respondents Percentage %

45
 Strongly agree 8 40
Agree 7 35
Strongly disagree 2 10
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 15 indicates that 8(40%) strongly agreed, 7(35o) agreed, 2(10%)

strongly disagreed and 3(15%) that every company considers some records to be vital.

Table 16: Each organization should set the need for records management.

46
 Choice No of respondents Percentage %

Strongly agree 18 90
Agree 00 0.00
Strongly disagree 2 10
Disagree 00 0.00
Total 20 100

Source: Field Survey, 2023

Table 16 above indicates that 18 (90%) respondent strongly agreed that Each
organization should set the need for records management while 2(10%) respondents
strongly disagreed with the Statement.

47
Table 17:Records management is vital for every organization because it helps achieve
business objectives faster.

Choice No of respondents Percentage %

Strongly agree 13 75
Agree 7 25
Strongly disagree 00 0.00
Disagree 00 0.00
Total 20 100

Source: Field Survey, 2023

Table I7 above shows that 13(75%) respondents strongly agreed and 7(25%)
respondents agreed that Records management is vital for every organization because it
helps achieve business objectives faster.

48
Table 18: Records management is excellent for preventing data breaches by ensuring a
suitable process for storing, protecting, and destroying confidential information.

Choice No of respondents Percentage %

Strongly agree 10 50
Agree 10 50
Strongly disagree 00 0.00
Disagree 00 0.00
Total 20 100

Source: Field Survey, 2023

This table 18 shows that 10(50%) respondents strongly agreed and 10(50%)
respondents agreed that Records management is excellent for preventing data breaches
by ensuring a suitable process for storing, protecting, and destroying confidential
information.

49
Table 19:An effective records management system allows tracking of the life-cycle of
records in an organization.

Choice No of respondents Percentage %

Strongly agree 10 50
Agree 5 25
Strongly disagree 2 10
Disagree 3 15
Total 20 100

Source: Field Survey, 2023

Table 19 shows that 10 (50%) respondents strongly agreed and 5 (25%)

respondent also agreed that an effective records management system allows tracking
of the life-cycle of records in an organization. While 2(10%) respondents strongly
disagreed and 1(5%) respondent disagreed with the statement.

50
Table 20: It is very clear that there is a relationship between the organization’s
effectiveness and efficiency and the proper care of organizational records and
information.

Choice No of respondents Percentage %

Strongly agree 18 90
Agree 00 0.00
Strongly disagree 2 10
Disagree 00 0.00
Total 20 100

Source: Field Survey, 2023

Based on table 20, it is clear that 18(90%) respondents strongly disagreed and
2(10%) respondents agreed thatit is very clear that there is a relationship between the
organization’s effectiveness and efficiency and the proper care of organizational
records and information.

51
 CHAPTER FIVE

SUMMARY, CONCLUSION, AND RECOMMENDATIONS

5.2 Summary

The study has highlighted the impact of effective record management on job
performance. The study looked into, concept of record management, methods of
record management practice in Organizations, Satisfaction of workers with the records
management practices in operation within the organizations, Effects of poor record
management practices on the Performance of the Organization, Solutions to the
challenges of poor records management practices on job performance in the
organization, and The level of computer literacy skills, for staff to be more productive.

According to researched, I was able to discover that record management

cannot be eliminated in the life of organization, Apart from the book reviewed, data
were collected through the use of questionnaire. The questionnaire was designed by
the researcher with the assistance of my supervisor and distributed to the chosen case
studies. All questions were duly answered and returned; data were later analyzed and
presented in chapter four.

5.2 Conclusion

1. The practices of records management could take several forms. This includes:
preparedness of staff members and organizational culture, use of different suitable
operating systems/records management tools, regulating the environment where staff
members work to align with stated goals and objectives.

2. The findings conclude that as a result of proper record management, organizations'

time cost and labor is saved because proper record management results in the
achievement of setting goals as well as making information available within a really
short time.

3. Finally, the researchers concluded that record management brings about efficiency
within the system and advised organizations to lay more emphasis on proper record
management and always update their record management department

52
5.3 Recommendations

>The organization must have a records preservation plan, a vital records protection
plan and a disaster preparedness plan.

> The organization should appraise and create retention schedules or disposal
schedules so that the disposal of records becomes a routine which is systematic and
not an ad-hoc procedure. The creation of records disposal schedules will help to solve
the unnecessary keeping of archival and obsolete records in offices creating room for
current records only in records storage equipment and offices.

> The organization should appoint someone with a records management background
to revive the organization registry or records office which is being utilized. Other
organizational officials need workshops on records management so that they become
aware of the importance of records management to an organization and to learn
different methods of records in different media.

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Muller, S., J. Feith, R(2016),)Interviews: An Introduction to Qualitative Research Interviewing,

Thousand Oaks, CA,Sage

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APPENDIX 1

56
 KWARA STATE POLYTECHNIC

INSTITUTE OF INFORMATION AND COMMUNICATION TECHNOLOGY

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT

Dear Sir

REQUEST FOR THE COMPLETION OF THE PROJECT QUESTIONNAIRE

I am a student from the Department of office technology and Management, INSTITUTE

OF INFORMATION AND COMMUNICATION TECHNOLOGY, KWARA STATE POLYTECHNIC,
Ilorin pursuing the Higher National Diploma. I am conducting a research project on the
impact of effective record management on job performance in business organization.
I will be glad if you can go through and respond to the enclosed questionnaire designed for
data collection. The study is strictly for academic purposes and the information provided will
be used in the research.

Please kindly tick (√) the correct option to the questionnaire and where necessary,
please write in full. At the same time, individual responses will be kept confidential.

Yours faithfully

OLORUNTELE MUBARAK ABIDEMI

57
 QUESTIONNAIRE

1. Information is imperative in the administration of any corporate affairs.

Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

2. Records management is concerned with the creation, use, safety, retrieval,

and distribution of information to support the business activities of an
organization.

Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

3. An organization should ascertain how long records are to be kept and identify
opportunities for improving the effectiveness, efficiency, or quality of its processes
decisions, and actions.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

4. Every organizational job is performed according to specifications and standards

dictated by good records management practice.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

5. Records serve as the reminiscence of an organization.

Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

6. Records give room for organizations to be accountable and answerable to their

clients.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

7. Poor records management practices would have some effects on organization.

Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

8. Keeping good records helps companies protect institutional memory as well

as maintain evidence of activities, transactions, and decisions
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

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9. An effective records management system can save money on storage and
improve an organization’s efficiency.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

10. People use the term information governance (IG) when talking about records
management.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

11. A record serves as evidence of an event.

Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

12. Records can provide the necessary documentation for an audit, court case, or
other official uses.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

13. Records management is a managerial system companies use to organize and

maintain their records.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

14. Companies often use a records management system for business transactions
or documents that contain identifiable information.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

15. Every company considers some records to be vital.

Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

16. Each organization should set the need for records management.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

17. Records management is vital for every organization because it helps achieve
business objectives faster.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

18. Records management is excellent for preventing data breaches by ensuring a

suitable process for storing, protecting, and destroying confidential
information.

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 Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

19. An effective records management system allows tracking of the life-cycle of

records in an organization,
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

20. It is very clear that there is a relationship between the organization’s

effectiveness and efficiency and the proper care of organizational
records and information.
Strongly agree ( ) Agree ( ) Strongly disagree ( ) Disagree ( )

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