Impact Of Computer On Record Management In An Office

Impact Of Computer On Record Management In An Office
Abstract
This research was carried out to find the impact of compute on record management in an office with the reference to thirty secretaries working in Federal Polytechnic, Offa.
Research questions guiding the study were as follow:
- What impact does the computer has on record keeping in terms of reliability?
- What impact does the computer has on record keeping in terms speed?
- What impact does the computer has on record keeping In terms of retrievals?
- What impact does computer has on effectiveness on record keeping?
Structure questionnaire was design and administer the secretaries. Simple mean was used to analyze the data and the results revealed that the findings, it was concluded that the computer is currently the most reliable tools for record keeping. Effective record keeping has positive impact on productivity. Following the drawing of conclusion, recommendation was offered for improvement of computer services in Federal Polytechnic, Offa.
Chapter One
Introduction
1.1 Background of the Study
Most offices and organization appreciate the importance of record management. Horn by (2001) defines record “as written account of facts, accounts put down as hey occur and stored small collection of data about a specific) that exists as a units of information in machine readable form facts know about the past or somebody or something”
Samdanel (1998) defines record “as large of document e.g. letters, memorandum, report etc which are created, processed, stored and reviewed in any business organization or office.
In other words, record management refers to the sum total of all activities designed to control the lifecycle of records from its disposition.
Record management deals with the creation, distribution, presentation, maintenance, preservation, retrieval and disposal of records.
Mills and standingford (1983) see record management as “a direct connection between the practical working and the clerical operations”.
Record management entails the following:
- To account for the goods which have purchased as far as practicable, to trace them through the business until it have been develop and changed to the customer or client.
- To report on stock bases and wastage
- To report on transaction of an office
- To report on goods held on ordered in relation to requirements for production and selling programmes.
- To report on inactive stocks.
- To provide information for department changing or costing purpose.
Computers are now found in every field of human activities from space explanation to literacy studies.
There are few or no area in an organization which are likely to escape the impact of computerization since business need for providing information are increasing in volume and complexity, the use of computer as a machine, which can receive, process present information in to it, at a very speed is essential.
It is claimed that application of computer to record management in an office has made record management easier and more reliable. The concern of this study is, therefore to investigate the impact of application / utilization of computer an record management in the office.
1.2 Statement of the Problem
This research work mends to discover what impact the computer has on record management in today’s office.
Also, we seek to determine and highlight the relative importance of computer as a means of keeping record over all other methods of record keeping like manual filling system and indexing etc.
1.3 Research Questions
The following question granted the study:
- What impact does the computer have on record keeping in terms of reliability?
- What impact does the computer have on record keeping in terms of speed?
- What impact does the computer have on record keeping in terms of retrieval?
- What impact does the computer have on effectiveness 0n record keeping?
1.4 Purpose of the Study
The purpose of this research work is:
- To find out and show to the business world the record management features of the computer.
- To determine its impact on the record management.
- To determine its durability and reliability.
1.5 Significance of the Study
The study will be off great importance to organization and most especially the secretarial personal to know the impact of computer on record management in an office and its effective and efficiency in organization and it will enable organization. Companies to appreciate the impact of computer on record management.
1.6 Limitation of the Study
Some constraints faced by the research in the course of these study includes the following.
- Financial constraint
- Time constraint
- Support’s busy schedule.
- Death of relevant literatures.
However having summarized these challenges, the researcher was confident of the validity of the research work.
1.7 Scope / Delimitation
The research study focus. It attention on the impact of computer on record management in Federal Polytechnic, Offa.
1.8 Definition of Terms
Computer:
Is an electronic machine that receive instruction data as input, translate the data, process it, and present as out put to the user.
Record management:
Describe as the deployment of stored and retrieve information for the achievement of the objective with function of providing appropriate information and communication network to all sectors within and outside an organization
Chapter Five
Summary, Conclusions and Recommendations
5.1 Summary of the Study
The main purpose of the study was to investigate the impact of computer use in book keeping by secretaries at federal polytechnic Offa.
The study was guided by the Open Systems Theory. The main ideas were summarized in a conceptual framework that portrayed the link in the variables. The research design of this study was descriptive survey design. A purposive sampling technique was used targeting only organizations with ICT facilities. The numbers were narrowed down to a sample size of 30 secretaries using the Krejcie and Morgan formula.
Validation of the research instruments was done through triangulation where the researcher used multiple methods in data collection. Two sets of questionnaires were used for organization principals and the other for secretaries’ in-charge of ICT. The researcher conducted interviews with head secretaries. An observation list was used to ascertain the availability of ICTs and the related infrastructure. The instrument reliability was computed using product moment correlation coefficient. The r value was 0.83 for secretaries’ in-charge of ICT and 0.82 for principals hence the instruments used were reliable. Data collected was analyzed using descriptive statistics
The study was to establish the use of ICT on management of examination in organizations. It was established that a good percentage of offices dealing with examinations had ICT facilities. That is Director of studies and secretaries offices. All organizations used ICT in their organizations for registration of KNEC examinations. The study revealed that 95% of organizations used ICT in typing of internal examinations and analyzing the examinations. The study was to establish how ICT was used in communication within and without the organization. Most organizations (91.3%) used mobile phones especially the SMSs to communicate within the members of staff and to workers. Some of the benefits derived from using SMS to communicate to workers were, it was cheap, fast, reliable and reduced the chances of distortion of messages. Use of internet in communication was mainly limited to the registration of KNEC examination as well as accessing results from KNEC.
The study revealed that most organizations (87%) used ICT to store admins’ data. Some of the admins’ data which is stored in computers include value added progress, admission details, admins’ performance, fee payment and the KNEC registration details. Data on co- curricular was the least stored in many organizations (13%). Most respondents stated these as some of the benefits of storing admin’s data in computers. There are; easy in retrieving information whenever it’s required, it is easier to modify the data, it is easier to track admin’s performance and that ICT reduces the bulkiness associated with manual files.
The data stored in ICT was commonly shared with stakeholders who were mainly the sponsors, the board of governors, KNEC and the education officers. The study found out that the admins data stored in computers was useful for organization management because organizations were able to monitor the admin’s progress, they were able to set up targets and the organizations could easily monitor their enrolment rates. The study found out that the general response of workers and secretaries on the use of ICT in storing admin’s data was positive. The study found out many organizations had not incorporated use ICT in management of accounts. Only 52% had computers at the accounts offices (Table 4.7)
Only 12 organizations were utilizing ICT for budget preparation and management of accounts. The benefits derived from used of ICT in management of accounts were that ICT enhanced accountability, reduced the accountant’s workload and it was accurate. Many organizations through the interviews expressed reservations in the use of ICT for financial management because of risks such as computer crashing with all information. This had made many organizations to prefer the manual way of managing their accounts.
5.2 Conclusions of the Study
From the findings of the study several conclusions were arrived at based on the research questions; ICT has a big impact in the examination management in organizations. All organizations were using ICT in registering their candidates for national examinationsIt is now easier to communicate to workers irrespective of the number and distance. Information cycle is complete because the organization could get feedback immediately. This had been made easier with many people having mobile phones. The use of internet for was limited to registration of examinations; Organizations in the rural set up were integrating use of ICT in their management systems despite the infrastructural challenges such as poor road network and lack of electricity.
Most organizations were utilizing ICT mainly for examination registration, analysis of results. Typing of internal examination and storing admin’s records. Even with computer facilities most organizations were not utilizing computers for financial management, various organizations had avoided using ICT for financial management.
5.3 Recommendations
Basing on the findings and conclusions already stated, the study recommended the following. The head secretaries should sponsor more secretaries especially the class secretaries and those in charge of examinations for ICT training to increase ICT skills. The training could be pursued at the technical institutions which offer short training courses during organization holidays. They should encourage teaches to utilize ICTs in preparation of professional documents such as schemes of work, records of work covered and exams records by demanding the same to be submitted in both softcopy and hardcopy.
KEMI should develop an ICT literacy training programme for all principals. This could be offered at the KEMI training centres which are distributed over the country during organization holidays. KEMI should offer proper training for organizations accountants in various coursed dealing with financial management. This can be offered at the KEMI training centres across the country. Such courses should be made mandatory and organizations to sponsor their workers
The Secretaries Service Commission should make it a requirement that ICT literacy is a qualification for one to be a Head of department, a Deputy Principal and a Principal. This can be enforced during interviews and appointment for such offices. TSC should motivate ICT literate secretaries through promotions, or special allowances to encourage secretaries to train in ICT. TSC being the employer of secretaries, to compel institutions offering secretary education to have ICT training mandatory to all secretaries.
The Ministry of Education should set standards for management of organization, make ICT use mandatory to all public organizations. The directorate of quality assurance should ensure that all organizations have incorporated ICTs in their management and administration. This can be enforced during the regular inspection of organizations. They should work with other stakeholders to ensure that the ICT hardware and software are affordable to all public organizations for management.


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