Record Management And Effective Job Performance In An Organization

Project and Seminar Material for Office Technology and Management OTM

Project and Seminar Material for Office Technology and Management OTM


Abstract


The aim of this research work is to find out the importance of record management and effective job performance in an organization, thus any manager or secretary who is proficient in the art of information-record management may not explore his potential and capabilities effectively without proper record management practice. Therefore, these have given a propelling force to this study into the various problems of record management in organizations. The study look at adequate devices of record management in order to sharpen the skills of record. Personnel and the availability of the equipment for record management, level of its effectiveness and other problems like poor staffing, lack of expertise and poor staff motivation.

The researcher investigates into negligence of record activities in the hand of junior staff, lack of comprehensive record policy which led to the disability of method from organization to organization. The awareness of the significant role of record management is created from the finding of the study. Chapter four focuses on the presentation and analysis of various data collection from certain organization in Rivers State. Summary, conclusion and finally recommendation are made on the subject matter- the record management and effective job performance in an organization.


Chapter One


Introduction

1.1 Background of the Study

Information is imperative in the administration of any corporate affairs. Records management has been defined by Omorogie in Idih etal (2012), as “a planned programme for creation maintenance, retention, transfer and disposition of records”

In addition, idih et al (2012), defined records management as “that area of general administrative management concerned with achieving economy and efficiency in economy and efficiency in the creation, maintenance, use and disposal of records of an organization throughout their life cycle and making the information they contain available in this support of the business of that organization”. Thus records management is concerned with the creation, use, safety, retrieval and distribution of information to support the business activities of an organization.

Organizational records may include personnel, financial, production, sales forecast and stocks. Other forms of records may be texts (letters, addresses, agreements, receipts, etc). Graphic materials (pictures, drawings, photographs) and electronic records as well as artifacts. Records management is important in an organization because it enables management of organization to make policies, plan and take decisions. It enhances good risk management, increased productivity, enhances operational effectiveness, improves ability to meet organizational and community expectations and makes for better management and delivery of services amongst others.

Effective job performance in any organization requires the establishment of an effective management programme. This means that organization should determine the type, nature and structure of records to be created and the technologies to be used; determines how records are to be organized and used; preserved records and making them available to meet business expectations, comply with legal and regulatory requirements and ensuring that records are maintained in a safe and secure environment. Organization should ascertain how long records are to be kept and identify opportunities for improving the effectiveness, efficiency or quality of its processes decisions and actions.

Every organizational job is performed according to specifications and standards dictated by good records management practice. Correspondence writing, engineering and architectural works, production of goods/services, filing, accounting and clerical jobs, medical examination and treatment of patients, recording mails and distributing them are dependent upon good records management practices.

It therefore, follows that poor records management practices would have some effects. These include poor decision making caused by incomplete information, time is wasted in searching for information, money is wasted in storing records. Others include severe legal liabilities, increased organizational risk and low quality of service to customers. The above factors seem to indicate that poor records management practices could affect job performance in an organization.


1.2 Statement of the Problem

More often than not, management seems not to be concerned about proper record management. Despite all the benefits derived from good record management practices, decisions are rarely accurately made.

However, the problems surrounding this are multi-dimensional. Most organizations lack appropriate and capable record management personnel in their organizations. These personnel lack the various office skills/techniques for an effective and efficient record management and they may be carrying out jobs haphazardly without regards to the attainment of the goals of the organization.

Moreso, most organizations lacks the needed funds to procure record management materials and equipment such as filling cabinets, file jackets and computers etc., are grossly lacking in various establishments. Over the years, lack of typing sheets, office pins etc have become common complaints in both public and private establishments. This may have resulted from the fact that the organizations lack adequate funds with which to procure materials for the maintenance and safety of organizational records.

Moreover, various records personnel are irresponsive to technological developments in records management. The record management personnel are afraid of either insecurity or retrenchment associated with the introduction of automation.

Hence, Hadget (1982), stated that technological changes in organizations could cause uncertainty in the minds of employees if they see them as posing a threat to their jobs. This causes frustration and anxiety which adversely affects their job performance or productivity.

Another problem is poor attitude of workers and the influence of bribery and corruption which have eaten deep into the fabrics of the Nigeria work force. In the words of Eze (1998), Nigeria workers show general apathy or Lukewarm attitude towards public service. This is not unrelated to the problem surrounding record managements, in organizations. Files are indiscriminately lost and very important records altered as well as the disclosure of classified office information by staff in the pursuit of selfish gain ranging from poor supervisor.

Quite close to the above is yet the problem of lack of defined record management policy in many organizations. Otamiri (2002) added to this when he said, in order to ensure efficiency and uniformity in record management a company policy and procedures on records management practice must be formulated and used for the guidance of all concerned. About 98% of all corporations in Nigeria lack a formidable and coherent record management policy thereby leaving such an important aspect of the general management process frustrated.

In most cases records are left in the hands of junior staff to manage. It is in the light of the above that this study attempt to investigate into the problem of records management in organization.


1.3 Objectives of the Study

The major objective of this research work is to examine the effect of records management on effective job performance in organizations.

Other sub-aims include the following.

  1. To identify the method of records management practices adopted in organization.
  2. To examine whether workers are satisfied with the record management practices being adopted by organizations
  3. To ascertain the effects of poor records managements practices on staff performance in organization.
  4. To proffer solutions to the problems associated with the effect of poor records management on staff performance.

1.4 Significance of the Study

The objective of the study is to determine the effects of records management on job performance in organization. The study will invariably make valuable contributions towards the improvement of our economic life more especially as it concerns the management of public corporations.

Primarily, the study is designed towards ensuring that sound proper record management practice is applied in the administration of both private and public enterprises for goal attainment.

Again, the study will enlighten the business communities, private individuals and the government on the need to maintain proper record managements, in their establishments. In the same vein, it will proffer solution to the problems of record management and equip management of organizations with the basic tools and techniques of managing records.

The study will increase the volume of existing literatures on records management and would serve as a reference material for scholars who may wish to research into various aspects of record management.


1.5 Research Questions

The following research questions were formulated to guide the study.

  1. What method of record management practice are adopted to support job performance in organizations?
  2. How are workers satisfied with the records management practices in operation within the organizations?
  3. What are the effects of poor record management practices on the corporate image and operational performance of organization?
  4. What are the solutions to the challenges of poor records management practices on job performance in organization?

1.6 Research Hypothesis

Research hypothesis are tentative statement which express the truth regarding relationship between two or more variables. In this work the following hypotheses were formulated and would be tested based on the research questions.

Ho: Records management does not increase organizational job performance.

H1: Records management increase organizational job performance.


1.7 Delimitation’s of the Study

The study is concerned with the investigation of the effects of records management on performance in business organizations in Rivers State.

The study covers such areas as the nature of records management in organizations, the effects of poor records management on the activities of firms and the level of awareness on proper records management.

Besides the measures to improve upon record management will be looked into. It is hoped that the result of the research can be effectively generalized to other business organizations in the state and the federation.


1.8 Limitations of the Study

Despite the measures taken to obtain data on the subject matter there were a lot of problems which constrained the research from putting up a comprehensive survey.

Lack of textbooks, journals and other useful literatures on record management with which to work, affected the study. Beside, the researcher had limited time as the work has to be combined with academic work to complete and submit the research. it was therefore difficult to combine the research with class work.

Moreover, financial constraints, transportation difficulties and high cost of materials were nevertheless serious bottlenecks. Above all the researcher tried her best to make the job worthwhile.


Chapter Five


Discussion, Conclusion and Recommendations

5.1 Discussion of Findings

5.1.1 The Benefits of Records Management System

The study finding revealed that majority of the respondents 5(20%) answered that improvement of Efficiency and Productivity was the major benefit of ERMS to Port Harcourt, this was followed 4(16%) Controlling the Creation and Destruction of Records. This was in agreement with Richmond (2010) in his study on Why Records Management? The Top Ten Business Reasons for adoption of Records Management Systems, who answered to the question “Why Records Management Systems?” by listing ten business reasons that should motivate them to adopt ERMS and argued that due to the demanding conditions that exist in many companies, it’s very usual for an employee to be obliged to accomplish many things and sometimes simultaneously. The moment that the employee tries to accomplish his tasks within the deadline, it is necessary for him to have access to the appropriate records. If this does not happen, can lead to losses such as a failure in an agreement between organizations and customers. so, this inability of the employees lead to reduce of efficiency and productivity. This can be solved because a good ERMS increases efficiency and productivity by offering the proper records when necessary. This means that all respondents organizations benefit through in adoption Records Management Systems in increased efficiency and productivity which is evidenced in; Preservation of Corporate Memory, Supporting of Better Management Decision-Making, Controlling the Creation and Destruction of Records, Reduce of Operating Costs, Improvement of Efficiency and Productivity, Assimilation of New Records Technologies, Ensure Regulatory Compliance, Minimize Litigation Risks, Safeguard Essential Records and Foster Professionalism in Running the Business which were also echoed by the respondents in varying frequencies and percentages in comparison to Richmond (2010) reasons for adopting ERMS.

5.1.2 The Challenges Facing the Effective Management of Records Management System.

The study findings revealed that most of the respondents 6(24%) answered that access and security was the major challenge facing ERMS in Port Harcourt. This was in agreement with Shepherd and Bearman (2016) who indicated that records and data are usually easy to delete, and can be very easy to amend or update. In addition, Cook, (2010) notes that the manipulatable nature of records means that, in the absence of appropriate safeguards, it is relatively easy to alter or delete the records – whether intentionally or unintentionally. Alterations to records can be virtually undetectable, undermining their evidential value as records. Further still, Thibodeau (2012) explains that one of the difficulties of record keeping is the ease with which records can be changed or deleted, hence the need for a electronic archive system to be designed to minimize risks of this type. Lastly McLeod and Hare (2015) argued that without a high level security framework, confidence in electronic systems would be difficult to build as records can easily be deleted or changed at any time. This implies that ERMS in most organizations are insecure to intruders and therefore organizations ought to find necessary solutions so as to tighten records security as far as ERMS are concerned.

5.1.3 Showing Solutions to the Challenges Facing the Effective Management of Records Management System.

The study findings revealed that most respondents 8(32%) answered that human resource training was the best solution to the Challenges facing the Effective Management of Records Management Systems in Port Harcourt. This was in agreement with McLeod et al., (2015) and Katuu (2013) who indicated that a key factor in meeting the ERMS challenge is the provision of education and/or training for employees and potential employees, for example students. This proposition is grounded in the belief that ERMS can impact government efficiency and effectiveness. Katuu (2013) further suggests that within the strategies to improve the management of records, the education and training strategies should be given priority to ensure that the people responsible for the recordkeeping infrastructure have the requisite knowledge, skills and ability to manage these records.

This implies that possessing ERMS for an organization is good for the organizations efficiency and productivity as seen in 5.1.1 above but having the necessary skills and education plus training is so fundamental amidst other benefits as far as solving the plight of ERMS in an organization setting is concerned, because it solves many problems and that is why many scholars highlight that ERMS save time and costs since an organization’s employee know how to use ERMS, he/she will save time as well as the organizations money in hiring other experts. Therefore lack of skills and training is a major challenge which needs urgent attention on how to use ERMS in many organizations and that is why majority of respondents 8(32%) answered that human resource training was the best solution to the Challenges Facing the Effective Management of Records Management System.


5.2 Conclusion

In conclusion, the study examined the impacts of ERMS on organizational performance in Port Harcourt. The study finding revealed that majority of the respondents answered that improvement of Efficiency and Productivity was the major benefit of ERMS, on the Challenges Facing the Effective Management of Records Management System, the study findings revealed that most of the respondents answered that access and security was the major challenge facing ERMS and on the Solutions to the Challenges Facing the Effective Management of Records Management System, the study findings revealed that most respondents answered that human resource training was the best solution to the Challenges facing the Effective Management of Records Management Systems in Port Harcourt.


5.3 Recommendations

The researcher made the following recommendations for the study:-

5.3.1 Construct Records Management System facilities.

For Records Management System services to prevail in the organizations, they must be underpinned by the availability of Records Management System facilities because digital records are technology-dependent both for creation, preservation and storage.

5.3.2 Improve Records Management System Security.

In relation to the security of Records Management System, Organization should be encouraged to establish disaster management records.

5.3.3 Encourage Corroborations.

Government records managers/archivists should work with private sector in Records Management System as a platform for public programming for Records and Archives

5.3.4 Government Support.

The Government of Nigeria should design strategies to provide Records Management System support to Organization for both business transactions and records.

5.3.5 Maximum Training.

Organization management should enforce periodic training of all users regarding the importance of Records Management System and basic records management within the organizational policy framework.


5.2 Areas for Further Study

The researcher suggests further study in the following sector

  1. An audit of records and information management practices and ICT utilization

Record Management And Effective Job Performance In An Organization


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