Download complete project materials on Strategies For Effective Record Management By Office Professionals In Public Sector from chapter one to five
ABSTRACT
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Record Management is supposed to facilitate work in the organization but sometimes rather than doing so, it constitutes an impediment due to poor record management hence this study examines the strategies for effective record management by office professionals using four selected organizations in Kaduna South Local Government Area as a survey study.
Among the questions raised to guide the study include what are the strategies to manage records effectively and efficiently? The theoretical basis for the study was done through the review of related literature from textbooks, journals, periodic, conference papers, internetetcThe entire population of 89 respondents was used for the study in view of the small size involved. A set of questionnaire was used as instrument for data collection.
Data were analyzed using mean statistical tool of the Four Point Likert Scale. The findings of the study concludes that training and retraining of office professionals, allocating appropriate resources towards managing records such as buying record keeping stationaries, embracing technology by storing records on electronic media such as computer among others.
The study thus, recommends among others that training and retraining of office professionals should be programmed in an organization in such a way that they will be updated with latest record management methods.
CHAPTER ONE
INTRODUCTION
1.1 Background of Study
Every organization, both private and public where tangible object or digital information such as, birth certificate, medical X-rays, office document, databases, application data, E-mails, contracts, invoice letters, memorandum, reports, statistic,vouchers and others are found, rely greatly upon proficient records management by office professionals forday-to-day running of their activities between organization, clients, customers, and within staff members or management for growth.
Past events are always recorded for future use and reference, such past events known as history, would not be possible without proficient record management. Otherwise, such historic formal and informal information, data or document would have been assumed.
According to UNESCO (2010), a record is anything that provides information. A record may be on various types of media – paper or electronic, digital or analogue, magnetic or optical, liquid or solid. In today’s technological environment, organizations must learn to handle these records so that they can be used as needed in the future. Records must be managed from time to time; they are created or received through distribution, use and maintenance, until they are finally destroyed or permanently archived.
Record Management as defined by ISO (2011) is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance use and disposition of records including the processes for capturing and maintaining evidence of and information about business activity and transactions in the form of records.Record management deals with the classifying, storing, securing, and destruction (or in some cases, archival preservation) of the records, it is primarily concerned with the evidence of an organization’s behind the organization.
Proficient record management by office professionals, enables organizational management to see event of the past by access ending reliable records which are efficiently managed by office professional to see what decisions were made, and actions taken, people who were involved, the right and the responsibility that exist in an organization, and supervise activities over a period of time, these cannot be done ordinarily by mere man’s ability to retain information and observe activities(Judith 2012).
The real source with which organization must cope is the importance of records keeping because proper application of records polices will eliminate unnecessary problems.
Record Management is thus defined as a form of information management that involves the systematic analysis and control of all types of records, including paper records, magnetic media, micro image media and optical media. Although the use of magnetic and optical media for document creation and storage is increasing, the use of paper has not diminished.
Records management therefore covers both paper and electronic documents(UNESCO, 2010). This is the main job of the office professionals as opined by National Institute of Management (NIM) (2012) that all office professionals must be a good record keeper as these records may be demanded at any point in time. Thus must be highly organized in order to be able to discharge his/her duties as expected.
It is on this note that Thurston (2000) posits that until there is a well-developedstrategies and proficiency by office professional to efficiently manage records as legally verifiable evidence of entitlements, contractual obligations, policies, or transactions, record management will not be essential. This necessitates the study in order to determine the strategies for effective record management by office professionals in Kaduna south local government Area.
1.2 Statement of the Problem
Records kept no matter how long should be a good source of handy information that should aid the smooth performance of the job in the organization especially that of the office professionals. However, poor record management has caused serious impediments in several aspectsin public and private sectors.
Instead of the records to help, it causes impediments such as lack of prompt payments of salaries, lack of best employments practices, revamping of public and private functions, bad organizationstructures, low strengthening of financial management and lack of monitoring and evaluation as well as difficulties in maintaining office activities.
What could be the causes, could it be as a result of office professionals not being proficient or obsolete technology, inadequate trained personnel, policy formulation and implementation techniques including lack of necessary equipment or wrong strategies etc. nevertheless, office professional proficiency, on record management is the foundation upon which public and private organization may build programs for good governance, poverty reduction, equitable justice, financial accountability, improve workers welfare and enforce civil rights, etc. It is imperative, therefore, that this study examines the strategies for effective record management by office professionals in Kaduna South Local Government Area.
1.3 Purpose of the Study
The main purpose of the study is to determine the strategies for effective record management by office professionals. While the specific objectives include the following:
- To determine the importance of keeping records by office professional
- To examine the various record keeping stationaries if they are being used in organizations.
- To determine the factors that can lead to improper record management by office professionals.
- To determine strategies to manage records effectively and efficiently.
1.4 Research Question
For the purpose of this research work, the following research questions are put forwards so as to guide the study;
What is the importance of keeping records by office professional?
What are the various record keeping stationaries if they are being used in organizations?
What are the factors that can lead to improper record management by office professionals?
What are the strategies to manage records effectively and efficiently?
1.5 Significance of the Study
This study will be of benefit to the office professionals, students of Office Technology and Management, employers, Office Technology and Management Studies and future researchers in the following ways:
- Office Professionals:This study will be beneficial to office professionals as it state the strategies and importance of record management and how it affects their performance in an organization.
- Students of Office Technology and Management: This study will help to enlighten student(s) that are now studying office technology and management studies on the essentials of record managementwithin and outside organizations.
- Employers: This study will benefit employers who need the service of the officepractitioners in other to be fully aware and know the role of office professionals and their operation on records management.
- Future researchers:The study will be beneficial to future researcher as a relevant material on related study.
- Office Technology and Management Department:This study will be very useful to the department as it will serves as a reference material for lecturers to ensure the continuous lecturing of record management, as a vital duty of office professionals.
1.6 Scope of the Study
The research is delimited to strategies for effective record management by office professionals. In order to be able to complete this research work within the limited time, the research is therefore limited to four organizations within Kaduna South metropolis namely; Fine AluminumPlcKakuri, Ideal Flour Mills Limited, National Education Technology Centre and National Agency for Food and Drug Administration and Control (NAFDAC).
Theoretically, the studyexamines the definition of record management, functions of record management, importance of record management, common stationaries used for record management, factors that led to improper record management by office professionals and strategies to manage records effectively and efficiently.
1.7 Limitations of the Study
The major constrain of the study are:
Finance; the cost of designing the questionnaire, typing and binding the project and cost of transportation made it difficult for the researcher to go deep more than this.
Time: the researcher was also faced with time constrained during the course of writing this project. The researcher had to combined academic and project work together which made the work difficult and time consuming.
1.8 Definition of Terms
In this research work, the following terms used are intended to adopt the following meaning:
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