Title page

JOMO KENYATTA UNIVERSITY OF AGRICULTURE AND TECHNOLOGY (NCBD

CAMPUS)

NAME : IFRAH MAALIM

REG NO : HDE222-C004-0172/2024

COURSE : BACHELOR IN PROCUREMENT AND CONTRACT

MANAGEMENT COLLEGE OF HUMAN RESOURCE AND
DEVELOPMENT.

UNIT NAME : COST ACCOUNTING

UNIT CODE :HPS 2213

YEARS : 2 SEMESTER 2

LECTURER : MARITIM PETER

INDIVIDUAL ASSIGNMENT.
Tables of Content

Title page........................................................................................................................................................................1

Tables of Content...........................................................................................................................................................2

Inefficiencies in the Records Management Process................................................................................................5

Lack of Standardized Processes...............................................................................................................................6

Insufficient Training........................................................................................................................................................6

Conclusion......................................................................................................................................................................7

References...................................................................................................................................................................... 9

2
Records contain valuable information which is an essential input for the administrative, economic, scientific
and technological functions of an Organisation.

Every organisation deals with an ever-growing volume of documents and records. But without proper
management systems, this influx of information can quickly spiral into chaos.

Disorganised records slow down workflows and pose serious compliance and financial risks. From missed
deadlines to audit failures, the consequences of inefficient document management can be both frustrating and
costly. In today’s fast-paced business environment, relying on outdated or manual processes for managing
records is no longer sustainable.

In this article, I’ll explore the root causes of poor record management and highlight the importance of
implementing a reliable record-keeping system to keep your organisation efficient and compliant. Let’s
uncover why addressing these issues should be a top priority for every IT and compliance manager.

A strong culture is more likely to have a strong and efficient organizational structure. A weak culture is more
likely to have an inefficient and less effective organizational structure.

Poor record management occurs when an organization’s documents and records are disorganized,
inaccessible, or improperly maintained. It’s not just about misfiled documents; it’s about the
inefficiencies and risks that arise when information isn’t where it should be when it’s needed most.

Imagine a scenario where critical project documents are scattered across various systems or compliance
records are incomplete during an audit. The negative impact of poor record management
solution becomes glaringly evident in these moments: delayed decisions missed opportunities, and
potentially costly penalties.

Compliance Risks: Missing or disorganized records can lead to non-compliance with regulatory
requirements, resulting in legal penalties and reputational damage.

Wasted Time: Employees often spend hours searching for files, leading to inefficiencies and reduced
productivity.

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Data Insecurity: Poorly managed records are more susceptible to loss, theft, or unauthorized access.

Reduced Decision-Making Accuracy: Without reliable and accessible records, business leaders may
struggle to make informed decisions.

These challenges underscore the importance of a structured and scalable record keeping system to ensure
all documents are accessible, secure, and well-organized. In the next section, we’ll explore the root causes
behind these issues and why poor record management remains a persistent challenge for many
organisations.

Inefficient document management doesn’t just create minor inconveniences—it leads to significant
organisational challenges that impact productivity, compliance, and decision-making. Let’s explore the ripple
effects of these inefficiencies.

Failing to maintain accurate and accessible records can result in non-compliance with industry regulations.
Missing documents during audits, outdated records, or improper access controls can lead to hefty fines,
reputational damage, and even legal action. Compliance managers often bear the brunt of these failures when
a record keeping system doesn’t meet regulatory standards.

How much time does your team spend searching for misplaced files? For organisations with inefficient
document management, hours of productivity are lost every week. This wasted time translates into higher
operational costs and employee frustration, ultimately slowing down key business processes.

Disorganised records hinder collaboration, especially in teams that rely on quick access to shared documents.
When files are scattered across systems or difficult to retrieve, it creates delays and confusion, impacting
project timelines and outcomes.

Inefficient systems often lack proper safeguards, increasing the risk of data breaches, accidental deletions, or
unauthorized access. Sensitive business information, if mishandled, can lead to severe financial and
reputational damage.

Timely, accurate data is critical for effective decision-making. Without organised records, leaders may
struggle to find reliable information, leading to delays or decisions based on incomplete data.

The consequences of poor document management emphasise the critical need for a robust record keeping
system.

4
Despite the critical role of record in an organization. It is unfortunate that records management
departments experience challenges such as insufficient space. Lack of space leads to the
congestion of processes, hence inadequate operations. Thus, there is need for Kenya Re to
provide sufficient resources and space for effective records management as it is critical for
organizational administration purposes.

Advances of technology have changed the form, medium and format of information. This

requires a new management strategy. In the era which gives emphasis on online activities

such as online shopping and banking, and electronic public service delivery (e-

government), recorded information has now become valuable assets. This recorded

information needs to be managed and administered systematically and effectively (ever

ready and available to be accessed whenever needed to help in making decision, updated

and accurate) is central to the development of a competent organization. Records carry

information needed by business for daily operations which differs a successful organist

ion from a problematic and less competent on

Inefficiencies in the Records Management Process

Before you can fix a problem, you need to recognize it. Inefficient document management often reveals itself
through recurring issues that slow operations and increase risks. Here’s how to identify areas where your
record keeping system may be falling short:

It clearly shows disorganization if team members struggle to find important documents or files that are
regularly misplaced. This could stem from scattered storage systems, a need for standardized naming
conventions, or limited search capabilities.

Suppose audits are frequently stressful or result in penalties. In that case, it’s likely due to poor record
accessibility, incomplete files, or missing documentation. Regular compliance challenges highlight the need
for a system that tracks and organizes records effectively.

5
Finding multiple versions of the same document—or conflicting information in different files—is a red flag.
Duplication wastes storage and creates confusion and risks using outdated data for decision-making.

If different departments or teams use separate tools that don’t integrate, it leads to inefficiencies and limits
visibility. A centralised record keeping system ensures all data is accessible and up-to-date across the
organisation.

Identifying these inefficiencies is the first step toward streamlining your document management process.

Poor record keeping doesn’t happen overnight. It often stems from outdated processes, insufficient systems,
and rapid data growth. Understanding the reasons for poor record keeping can help identify the gaps and
pave the way for practical solutions.

Lack of Standardized Processes

Inconsistencies arise without clear guidelines on how records should be created, stored, and accessed. Teams
may adopt their own methods, leading to fragmented systems and scattered files.

Many organisations still rely on legacy systems or manual processes to manage records. These approaches
lack scalability and fail to support the sophisticated search and retrieval needs of today’s businesses.

Insufficient Training
When employees aren’t trained on proper record-keeping practices or the tools they’re expected to use, it
results in errors, incomplete records, and misplaced data.

As businesses generate more data than ever, traditional record keeping systems struggle to keep up. Without
scalable solutions, it becomes increasingly challenging to organise and access records.

Records management becomes a manual, time-consuming task when departments use siloed tools that don’t
integrate. This disjointed approach increases the risk of duplication and makes it harder to maintain an
accurate, single source of truth. These reasons for poor record keeping highlight the need for modern systems
that centralize, automate, and simplify the process.

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Conclusion
In summary, inefficient document management doesn’t just create minor inconveniences—it leads to
significant organisational challenges that impact productivity, compliance, and decision-making. Let’s
explore the ripple effects of these inefficiencies.

Failing to maintain accurate and accessible records can result in non-compliance with industry regulations.
Missing documents during audits, outdated records, or improper access controls can lead to hefty fines,
reputational damage, and even legal action. Compliance managers often bear the brunt of these failures when
a record keeping system doesn’t meet regulatory standards.

How much time does your team spend searching for misplaced files? For organisations with inefficient
document management, hours of productivity are lost every week. This wasted time translates into higher
operational costs and employee frustration, ultimately slowing down key business processes.

Disorganized records hinder collaboration, especially in teams that rely on quick access to shared documents.
When files are scattered across systems or difficult to retrieve, it creates delays and confusion, impacting
project timelines and outcomes.

Timely, accurate data is critical for effective decision-making. Without organized records, leaders may
struggle to find reliable information, leading to delays or decisions based on incomplete data.

The consequences of poor document management emphasize the critical need for a robust record keeping
system.

The role of information is increasingly critical. Organization can be at risk for making

decision based on insufficient information. This shows that information needs investment

especially in the form of qualified and trained manpower to manage, ample and

appropriate to ensure the safety and security of the recorded information. In addition,

information also needs efficient management, proper equipment and suitable environment

to assure long lasting.

the developed countries. Records management becomes the responsibility of clerical staff

and often supervised by Information System officer.

7
In general, records management as a profession does not receive appropriate attention.

This is due to the fact that organization particularly Public Service Department

(responsible for the development of human resource) does not give high priority to the

Endeavour as no post is created for records management. It is managed at spare time.

There is no requirement for professional to handle it. Organization managed to survive

and function without records management in place

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References
1. The Negative Impact of Poor Record Management: Understanding the Risks and Solutions | Neologix
UAE
2. extension://mjdgandcagmikhlbjnilkmfnjeamfikk/https://erepository.uonbi.ac.ke/bitstream/handle/
11295/107274/Diana%20Nyamwamu%20-%20Records%20Mgmt%20Practices%20in%20the
%20Administration%20of%20Public%20Institutions%20in%20Kenya.pdf?sequence=1
3. Tagbotor, D. P., Adzido, R. Y. N., &Agbanu, P. G. (2015). Analysis of records management and
organizational performance. International Journal of Academic Research in Accounting, Finance
and Management Sciences, 5(2), 1-16.
4. Mwaura, J. N. (2013). The role of records management in enhancing public service delivery: a case
study of Kisii municipal council.
Neuman, W. L., & Robson, K. (2010). Basics of Social Research: Qualitative and Quantitative
Research.
5. Ngoepe, M., & Ngulube, P. (2014). The Need for records management in the auditing process in the
public sector in South Africa. African Journal of Library, Archives & Information
Science, 24(2), 135-150.
6. Provincial Archives of Saskatchewan (2015). Basic records management practices for Saskatchewan
Government