Effect Of Good Records Management On Productivity Of Secretaries In Auchi Polytechnic

Project and Seminar Material for Secretarial Administration

Effect Of Good Records Management On Productivity Of Secretaries In Auchi Polytechnic


Abstract


This study intends to look at “effect of good records management on productivity of secretaries in Auchi polytechnic”. Specifically, the study investigated the concepts, process, types, theories, and factors affecting secretaries’s productivity. A population of 120 employees comprising of executives and office professionals drawn from the organizations under study formed the respondents of the study. Questionnaires being a more reliable instrument for data collection were used to collect data from the respondents. Some recommendations were made from the findings from the research revealed that organizations should train their staffs on the nitty-gritty of record management the findings also recommended that organizations should try and equip and update their record management department. Summary and conclusion were made based on the findings.


Table of Content


  • Title Page
  • Certification
  • Dedication
  • Acknowledgement
  • Table of Content
  • List of Tables
  • Abstract

Chapter One:

Introduction

  • 1.1 Background of the Study
  • 1.2 Statement of the Problem
  • 1.3 Objective of the Study
  • 1.4 Research Questions
  • 1.5 Significance of the Study
  • 1.6 Scope of the Study
  • 1.7 Limitation of the Study
  • 1.8 Definition of Terms
  • 1.9 Organisations of the Study

Chapter Two:

Review of Literature

  • 2.1 Conceptual Framework
  • 2.2 Theoretical Framework
  • 2.3 Empirical Review

Chapter Three:

Research Methodology

  • 3.1 Research Design
  • 3.2 Population of the Study
  • 3.3 Sample Size Determination
  • 3.4 Sample Size Selection Technique and Procedure
  • 3.5 Research Instrument and Administration
  • 3.6 Method of Data Collection
  • 3.7 Method of Data Analysis
  • 3.8 Validity of the Study
  • 3.9 Reliability of the Study
  • 3.10 Ethical Consideration

Chapter Four:

Data Presentation and Analysis

  • 4.1 Data Presentation
  • 4.2 Analysis of Data
  • 4.3 Answering Research Questions

Chapter Five:

Summary, Conclusion and Recommendation

  • 5.1 Summary
  • 5.2 Conclusion
  • 5.3 Recommendation
  • References
  • APPENDIX
  • QUESTIONNAIRE

Chapter One


Introduction

1.1 Background to the Study

The ability of any secretaries to keep and preserve its organizational records properly determines the success of that organization. According to Harding (1990) record keeping entails the processing, arranging and storing of records so that they can be located when required.

Records are very important to the organization; there-by the adherence to the strict rules governing the keeping of it by the officer or staff in charge in an organization is important. According to Reinhold and Carl (1963) the secret behind a successful organization is record keeping.

Record keeping refers to the keeping in safe custody all document in the office. Azuka (1990) defines Record keeping as a systematic arrangement and keeping of business correspondence and Record so that they may be found and delivered when needed for future reference. Any organization where records of transactions are not kept stand a great chance of collapsing.

Organization be it traditional or modern do have a role to play before their goals could be achieved. The realization of these goals depend heavily on the ability of the secretaries to discharge his roles decisively and extensively. It is not out of place to conclude that record management constitute a fundamental part of the activities of all secretaries; which must be pursued rigorously to provide promising solution to storage and retrieval problems.

Record Keeping originates from early men who wrote on stones and waves in causes for the future. These records were in form of drawing and writing of languages on the walls.

Civilization brought about the inventions of writing on paper as a better means of living and keeping of information. The urge to keep these records safe from destruction brought about the need to create storage equipment, which will safeguard these documents from being destroyed. So different form of record management were developed from the simple method of storage to the sophisticated method, from simple auxiliary filing of record to the more advanced micro filing of record.

Record management is very essential, most organizational managers depend on records, whether in Private or Government offices where invoice, teller, memorandum, report, cheques, vouchers, and so many other things are found for decision making and other managerial responsibilities. These records are stored under different heading and kept for further usage. The act of record keeping is mainly used to educate and pass on this information to those who need it.


1.2 Statement of the Problem

Despite the overwhelming benefit from record keeping in the organization, managers are still finding it difficult to record properly. Many managers are yet to keep pace with the challenges posed by improper record management in the organization. This consequently has resulted to loss in terms of money, time and energy. The time taken when searching for a file or document can result into loss of hours and cause set back to the organization. Therefore the need to keep proper record by managers will not only save time but also save cost to the organization. It is based on this premise that the researchers seek to carry out this study.


1.3 Objective of the Study

The general objective of the study is to find out the possible impact of records management to an organizational manager’s overall efficiency. Specifically the study intends to find out the following:

  1. To determine how record management affect the organizational productivity.
  2. To find out how records management affect secretaries efficiency.
  3. To find out whether the records management contributes to saving of labour, cost and time of the secretaries.
  4. To ascertain the strategies for proper record management that brings about efficiency.

1.4 Research Questions

The following research questions were formulated to guide the study:

  1. How does record management affect organizational productivity?
  2. How does record management affect secretaries efficiency?
  3. How dose records management contributes to saving of labour, cost and time of the secretaries?
  4. Where are the strategies of record management that brings about efficiency in the system?

1.5 Significance of the Study

This study would be of immense benefit to secretaries, student and future research alike.

Secretaries

The secretaries will benefit much from this study as the findings in this study would provide them with information on how to put records into files and store properly for easy retrieval.

Clerical Staffs

The findings in the study would provide information to clerical staffs on how to store information into files, folders and then cabinets for easy retrieval and movement of correspondence and easy identification.

Students

Students would benefit from the findings of this research work as they would be used for reference proposes.


1.6 Scope of the Study

This research work covers the various records keeping method and filing equipment used for proper record management other areas includes; record management as it affects organizational productivity, record management and managers’ efficiency and strategies for proper record management.


1.7 Limitation of the Study

First, time was not in favour of the study as the entire work was undertaken alongside other academic activities.
Secondly, the researchers suffered during the collection of data as many call-backs where made before a sizeable number of questionnaires were collected back for analysis.

Furthermore, finance was another obstacle during the course of this research work because there was insufficient money available for typing of questionnaires; photocopying, sourcing for materials through the internet and transporting to enable the researchers move around during the course of this study.

Lastly, the researchers could not get hold of sufficient research materials in relation to the topic in order to cover a wider area of the study.


1.8 Definition of Terms

Effects

A change of something that causes a result

Efficiency

Quality of doing something, well with no waste of time or money

Office

Building used as a place of business especially for cereal administrative work.

Organization

A group of people who form a business, club etc. together in order to achieve a particular aim.

Management

The act of running and controlling a business or smaller organization

Manager

The person who leads a department

Preservation

To keep or maintain in an in changed or perfect condition

Retrieval

Find again or extracts stored information

Storage

Kept ready for future use.


1.9 Organization of the Study

This research work is organized in five chapters, for easy understanding, as follows.

  • Chapter one is concern with the introduction, which consist of the (overview, of the study), historical background, statement of problem, objectives of the study, research hypotheses, significance of the study, scope and limitation of the study, definition of terms and historical background of the study.
  • Chapter two highlights the theoretical framework on which the study is based, thus the review of related literature.
  • Chapter three deals on the research design and methodology adopted in the study.
  • Chapter four concentrate on the data collection and analysis and presentation of finding.
  • Chapter five gives summary, conclusion, and recommendations made of the study.

Chapter Five


Summary Conclusion and Recommendations

5.1 Introduction

This chapter deals with a brief summary of the study, conclusions based on the findings as well as recommendations.


5.2 Summary

This project investigated the effect of good records management on productivity of secretaries in Auchi polytechnic.

Related literatures were review to form the theoretical bases for the study. A sample of 120 was used for the study.

Four research questions were drawn to guide the investigation while the data collected were drawn, tabulated, analyzed and interpreted with the aid of frequency and simple mean score.

The study revealed that records provide evidence in the court of law as well as aiding executives in making good decisions.

The study also revealed that record management enable easy location of document and prevent losing of essential documents.

Furthermore, the study revealed that, with record management, it is easy to know the organizational problems even without too much research or setting of committees. It also makes information available within a very short time which saves cost.

Finally, the study revealed that secretaries should be equipped with modern technology facilities and as well increase storage facilities to enhance the efficiency of record management.


5.2 Conclusion

Based on the data analyzed from the findings of the study the following conclusions where arrived at.

There is a link between organizational productivity and proper record management as proper record provides evidence in the court of law and also leads to proper appropriation of funds the researchers also concluded that proper record management aids executives in making decisions.

The findings also conclude that proper record management affects secretaries’ efficiency by enabling the secretaries’ ability to keep confidential documents and also prevents misappropriation of funds.

The findings conclude that as a result of proper record management, organizations time cost and labour is saved because proper record management leads to the achievement of setting goals as well as make information available within a very short time.

Finally the researchers however concluded that record management brings about efficiency in the system and advised organizations lay more emphasis on proper record management and always update their record management department


5.3 Recommendations

The following recommendations have been put forward to enhance record management in the organization.

  1. Since the world has entered the computer age it is necessary that record management in the organization should be computerized therefore computers should be acquired for use in every office so that records can easily be retrieved when the need arises.
  2. Organizations should train their staffs on the nitty gritty of record management.
  3. Organizations should give more emphasis on proper record to achieve its plan and increase productivity.
  4. Organizations should try and equip and update their record departments to enhance smooth operations.
  5. All staffs involved in record management the executives and their office professionals should be properly trained on a modern (contemporary) record management and keeping. Workshops seminars and short courses can be used to do the training.

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