The Effects Of Poor Records Management In An Office Organization In Federal Polytechnic, Oko

Project and Seminar material for Public Administration

The Effects Of Poor Records Management In An Office Organization In Federal Polytechnic, Oko


Abstract


This study is on the effects of poor records management in an office organization. The purpose of the study is to find the effect of poor records management in an office organization. To find out the importance of records management in an office organization, to know the problems associated with poor records management. The population of the study consists from federal polytechnic, oko; the data collected for the study is by study means of literature review and questionnaire which the researcher administered personally. The research used percentages in analysis the data, this is to make for easier understanding of the findings. The conclusions based on the findings are records management is the key to success in any business organization, it helps a lot in filling and retrieving of documents.


Table of Content


Preliminary Pages

  • Title page
  • Approval page
  • Dedication
  • Acknowledgements
  • Abstract
  • Table of content

Chapter One

1.0 Introduction

  • 1.1 Background of the study
  • 1.2 Statement of the study
  • 1.3 Purpose of the study
  • 1.4 Significance of the study
  • 1.5 Research Questions
  • 1.6 Scope of the study
  • 1.7 Definition of terms

Chapter Two

2.0 Literature Review

  • 2.1 Reliable records management
  • 2.2 Current issue in records management
  • 2.3 Impact on records management
  • 2.4 Elements of records management system
  • 2.5 Identify records management roles
  • 2.6 Types of records
  • 2.7 Computerized personnel records
  • 2.8 Poorly maintained government computer system
  • 2.9 Improving public service productivity through information
  • 2.10Policy and Infrastructural
  • 2.10.1 Strategic approach to public management
  • 2.10.2 Records Creation
  • 2.10.3 Records use and maintenance

Chapter Three

3.0 Methodology

  • 3.1 Brief Outline of the Study
  • 3.2 Design of the Study
  • 3.3 Area of the Study
  • 3.4 The Population of the Study
  • 3.5 Sample of the Study
  • 3.6 Instrument for Data Collection
  • 3.7 Validation of the Instrument
  • 3.8 Distribution and Retrieval of the Instrument
  • 3.9 Method of Data Analysis.

Chapter Four

4.0 Data Presentation and Analysis

  • 4.1 Findings

Chapter Five

5.0 Summary of Findings, Recommendations and Conclusion

  • 5.1 Summary of Findings
  • 5.2 Recommendations
  • 5.3 Conclusion
  • 5.4 Limitations of the Study
  • References
  • Appendices
  • Questionnaire

Chapter One


1.0 Introduction

Information flow is at the core of every management system, public or private and the correct interpretation of information is a critical attribute of an effective manager. Such interpretation is the basis of all rational decisions, which is the essence of management. Therefore, information must be considered vital resources at the personal, organizational and national level.

Information is a product of processing (analysis and synthesis) of factual data. Hence data, which is collected and stored in various forms, is the raw material for producing information. Incorrect and incomplete data therefore gives rise to defective information. Defective information can also arise from poor processing of data. Another factor that contributes to poor information is ineffective communication because of delays, incompleteness, or distortions, therefore, developing and sustaining system that produces, store, transmit and process information is a priority functions in public administration and the management of development.


1.1 Background of the Study

In our society today, people in business, government and social activities to a large extend depend on records. Records are of vital importance, hence in the field of business studies, records management has been seriously appreciated, no effective discussion of an office activities takes place without records.

Historically, its origin is traced back to Egypt, central records were made for purchase and sales of land to enable them know how transactions were made how records were kept. So, Egyptians gathered the necessary information which were not only processed but stored for future reference.

Records management, in essence is an man, it has been in existence for quite a long period of time. This is because of man’s desire for keeping document and for keeping proper records of his daily activities so as to avoid forgetfulness. In the ancient times, records management was crude, there was no proper or good system of storage of records because it was not viewed with a keen interest.

But today’s modern world or business because of new invention n different business world records management hampers the smooth running of modern business organization, while proper care is taken in any organization to see that records are kept properly as it is part of the business. Infact, it is the life wire of most business as the planning of the business, documents used for construction of sites, receipt for goods bought and so on are kept for future reference.

Taking a critical look at a typical office, it will be observed that, that would be seen embraced such things like letters, report, cheques and so on. All these are records which must be presented so that reference should be made easily. Offices do not operate in a vacuum, they receive information which comes inform of invoices, memorandum, correspondence etc., which are sorted out, recorded, codified and properly stored for future references, these places of information could be sorted out alphabetically or chronologically. There is no standard system of record keeping; each organization has it own system of record that suits it. What we regard or know as records come information and only becomes important when they were properly kept for future reference. Records do not come into being at random, their existence and maintenance is deliberated.

Therefore, is hardly on organization that has no desire for storing documents. The major problem could be lack of finance, space and equipment for keeping records.

An organization needs storage equipment filling cabinet, desk, drawer, fire resisting equipment etc. as to have an efficient and standard system of keeping records. Having been able to buy the equipment, lack of space can hamper the efficiency of the record-keeping management. For example, many institutions and ministries are operating in rented buildings.

Against this background, many records are kept by different offices operating in Nigeria; their records arise from the daily activities in and outside the offices. Various office managers are usually placed in charges of records management in these offices. On the order hand, some organizations do not know the importance of record management. When one goes to an organization to get documented information, what he or she will hear is that the record(s) bearing the information is missing. Thereby causing delay in getting the information. In this regard the researcher wants to make a through research concerning the effects of poor record management in an office organization. Also the research wants to get solution to the problem investigated.


1.2 Statement of the Study

It is a fact that poor record management affects an organization performance. This is because when records are not well kept, it disrupts functions. Hence organization should learn or teach their employees on how to file and keep their files properly. It was also discovered that most organization doesn’t have modern equipments like computer to keep records; lack of accommodation is also one of problems encountered. These are the reason why the researcher wanted to find out the effects of poor records management in an office organization.


1.3 Purpose of the Study

  1. The purpose of study is to know the effect of poor records management in an office organization.
  2. To know why some offices in the institution fell to keep records well.
  3. To know the problem associated with record management.
  4. To make suggestion based on the findings and also make recommendation so as to have effective records management in the organization especially in Federal Polytechnic, Oko.

1.4 Significance of the Study

The study will be of great benefit to organizational managers to know modern ways of keeping records. This study will also help the management to decide to send the workers concerned for in service training so as to improve records management in an organization. The study will also eliminate manpower wastage in organization. It will also help the workers to be aware of proper records keeping.


1.5 Research Questions

To what extent does Federal Polytechnic, Oko keep records of their students?

  1. To what extent does poor record management affect both students and staff of the polytechnic?
  2. What are the courses of poor record management in organization?
  3. Does Federal Polytechnic, Oko teach the staff proper records management?
  4. To what extent does poor record management affect organization?
  5. What are the consequences of poor record management?
  6. Does poor record management affect organization performance?

1.6 Scope of the Study

The scope of this work is the effects of poor record management in an organization in Federal Polytechnic Oko. In this research work is the effects of poor records management in Nigeria with special reference to Federal Polytechnic, Oko.


1.7 Definition of Terms

Recording:

This is a process of putting down in writing a permanent account of facts or events persevered for future reference.

Motivation:

Is a management techniques and a process of stimulating people into action in order to accomplish the desire goal or objective.

Automation:

This is the use of different types of machine aided devices to work in an office to improve the efficiency and effectiveness of the employ manpower.

Secretary:

A secretary is an association to an executive that posses mastery of higher skills, has the ability to take responsibility without much supervision and able to take decision within her/his limit or scope.

Department:

Is a situation where the activities of an organization are severally divided into sections or group and according to their functions.

Organization:

This means the arrangement of the various party allocated with authority and responsibilities so that they work harmoniously towards the attainment of the set goals or objectives.

Computer:

Is an electronic device that accept data to produce a meaningful information with title or no human intervention.

Computer Programme:

Is a set of instrument which enables.

Management:

This is the act of managing ie the managers of an organization.


Chapter Five


5.0 Summary of Findings, Recommendations and Conclusion

5.1 Summary of Findings

In this chapter the researcher tries to examine the causes and effect of poor records management in an office organization with particular reference to Federal Polytechnic Oko.

In the cause of these researches the researcher discovered that record management could be seen as the practice of maintaining the records of an organization from the time they are created up to their eventual disposal.
The researcher also discovered that the and effect of poor record management could includes lack of trained personnel, inadequate space lack of money etc.

From the analysis above it is observed that poor records management affect both employers, workers and students in Federal Polytechnic Oko. And also non availability of space bring about problem event though the equipment needed the space where these equipment will be kept will become a problem.


5.2 Recommendations

From research work made, the researcher gathered a lot of experiences and observations. In view of this, the researcher wishes t highlight the following points.

  1. Provides sufficient space and equipment for proper record management.
  2. Employ and maintain qualified and trained personnel for efficiency in work.
  3. Provide enough fund for the purchase of storage facilities.
  4. Sufficient attention ought to be paid to proper records management so as to enhance increased productivity.
  5. Provision of high motivational measures to the recording measures to the recording clerks so that their work will remain attractive and interesting because he that has information has power. Unlike when they feel aggressive or dissatisfied as discovered in the previous chapter that success in business organization depend largely on its record management efficiency.

It is therefore, the belief of the researcher that if the above recommendations are constructively implemented, there will be a lot of improvement in the records management of office organizations.


5.2 Conclusion

In conclusion it was found that extents laid more emphasis on the importance of records management in an office organization. Availability of spaces very vital for efficient records management to take place without adequate money for the work, office will in turn affect the productivity of the organization.

Strong facilities are also need for safe keeping of documents. Where there are unqualified personnel to handle records that is filling and retrieving the filling clerk finds work ease thereby causing delay in filling and retrieving of documents. Workers should be properly motivated. This is highly recommended to enhance increase productivity. Again it will go a long way discouraging workers from feeling aggressive about their work.

Finally, provide an office organization cannot do without the key success (proper records management) there is need for availability of space, trained personnel, adequate finance motivation of workers and storage facilities so as to achieve the organizational set target, goals and objectives.


5.3 Limitation of the Study

This research project is hindered by some obstacles through the researcher overcome some such problems are:

  1. Financial constraint which is an indication to the nation economic predicament as regards to transportation to go to some of the business organization in the Federal Polytechnic Oko for research work.
  2. Lack of proper data documentation; it was a bit difficult getting information and materials as promptly as possible.
  3. Accessibility: the road to the company was not so good.
  4. Fear of victimization: This was also experience too as some of the workers were reluctant to neither question no talk about issue concerning the company for fear of victimization.

The Effects Of Poor Records Management In An Office Organization In Federal Polytechnic, Oko


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