The Records Management Practices And Computer Literacy Skills Of Registry Staff In Selected Private Universities In Ogun State

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The Records Management Practices And Computer Literacy Skills Of Registry Staff In Selected Private Universities In Ogun State


Abstract


The study examined the records management practices and computer literacy skills of registry staff in selected private universities in ogun state. The study adopts the use of primary data from 3 private universities at Ogun state, which are Babcock, Bell, Crescent Universities.

The study employed the survey design and the purposive sampling technique to select 450 studnts across all levels. A well-constructed questionnaire, which was adjudged valid and reliable, was used for collection of data from the respondents. The data obtained through the administration of the questionnaires was analyzed using the regression analysis.

The results showed that there is positive and significant relationship between Records management Practices and job performance of registry staff (R= 0.140, p=<.05) (R=0. 076, p<.05); there is positive and significant relationship between computer Literacy Skills and job performance of registry staff (R square = 0.001, p=<.05); there is positive and significant relationship between Records Management Practices, Computer Literacy Skills and job performance of registry staff (R square = 0.125, p = <.05).

The study hereby concludes that records management practices has significant call for computer literacy skills of registry staff in selected private universities in Ogun State.

The study concluded that; The system must be faster and more user friendly so as to be simple an understandable by the registrars staffs so enable fast input; The registrars staffs needs to be given intensive training so as to improve more on standard; All payment of the day should reflect on system as soon as manuual receipt has been issued; NUC can explore them, and implement them through regular regional conferences and workshops.


Chapter One


Introduction

1.1 Background of Study

Computer literacy is now the number one added advantage to individual seeking jobs in Nigeria universities as registrar. The Nigeria universities and private universities in specific has moved from manual to computer and doesn’t joke with records availability.

The driving force for a successful quality tertiary education delivery in this modern age of technological development is the Information and Communication Technology (ICT). The full benefits of its introduction have not been realized since its inception (in the 1990s). Despite the colossal amount invested by the Nigerian Government and other donor agencies, there is much to be done by having a literate nation with a high level of education that is technologically-driven.

This study will diligently examined why deploying ICT Infrastructures in the admin department of Ogun state Private universities and all Nigerian Tertiary institution as whole is very important.

Development of Records Management Programs in Nigeria private universities in 1990’s, no formal records management programs were in place in Nigeria private universities. The private business kept records in whatever form they felt appropriate without the benefit of retention schedules, disposition guidelines or other formal information life-cycle procedures. The private universities in Nigeria, however, recognized that some controls needed to be implemented to manage the massive volume of student and their files. Students files being created. In 2000’s the private universities management archives was established with the primary task of identifying records that should be retained as opposed to those that might be eligible for disposal. Before long, it became quite clear that the Nigeria private universities needed a better, more efficient, more uniform way of creating, sorting and destroying its records. And so, the concept of records management was born. In 2000,s, as the priva universities in Nigeria continues to grow during the years, specialized records management facilities began to emerge. During thesame 2000’s, two new developments led to the expansion of the records management industry. First, computers were introduced to private universities in Nigeria and word processing software; documents could be produced at large quantities and secured. Secondly, new legislation required private universities to start retaining records for certain time periods. These two factors, increase rate of documents production and required document retention drove the need for even greater levels of records management. At first, private universities in Nigeria began to make use of electronic file storage. In 2002 two more new technological breakthroughs in records management and storage were introduced. First, bar code scanners were introduced. With these scanners, barcodes could be attached to files and boxes for identification later on. These improved the management control and security aspect of records management. The second new was the compact disks (CD) which were capable of storing thousands of documents in a very small space.

Finally, in the 2004, computer technology advanced again and led to greater efficiency gains for the records management filed. With the advent of digital scanners, paper documents could be read and converted automatically into electronic files (Jones, 2003). The primary function of records management is to facilitate the free flow of records through an organization, to ensure that information is available rapidly where and when it is needed. To carry out this function needs an efficient, effective records management program. By helping the users to do their jobs better and more easily, the records manager serves the company. Given that an private universities in Nigeria records are unique to it, they need to be managing explicitly, just as the private universities would manage its other resources i.e. its students, files, and payments. Any organization established, public or private need to document its activities and this can only be done by creating records. Records contain information relating to organization’s activities captured in reproduction from during the organization course of administration. Records display and confirm the decision taken, the actions carried out and the results of such actions, they support policy formation and management decision making, it protects the interest of the organization, the right of the employers, registrar’s, students and help the organization to conduct its business and deliver its services in consistent and equitable ways (Langemo, 1994). Record management is crucial to all organization: Unless records are managed efficiently, it is not possible to conduct business, to account for what has happened in the past or to make decisions about the future. Records are a vital corporate asset and are required to provide evidence of action and decisions. Without proper information, a decision maker is never certain about the outcome of her decision according to Kennedy et al. (1994). And since the record management is the concern information, must flow throughout the organization in such a way that it can be tapped where it is needed.

This can be possible in the presence of a good records management system. However, this is why the private universities in Nigeria has seen computer literacy skills as paramount, all registry staffs in Nigeria universities are computer literate because it is a important task to enable them access and update students profiles, the way contribution of record management in administration of selected private universities is an area of growing concern and must be very perfect in the near future than it is now.


1.2 Statement of the Problem

The past twenty years has revolutionized the way in which information is generated and stored (Beastall, 1998). The rate at which records are supplied to the end- user has therefore increased drastically as a result of technological advancement. Furthermore, the pace at which information is flowing from employer to employee at times makes it difficult for an employee to ensure that all records have been read before attempting to destroy them. Some of the documents sent by the employer to the employee are so important that if these are destroyed without being read, an employee may find him/ herself far behind the normal operation of his/her organization. In support of the above statement, Mrwebi (2000) indicated that information plays a very significant role in the economic development of universities and organization. It is increasingly used as a corporate resource to improve productivity, efficiency and effectiveness. In support of the above sentiments, Penn, Pennix & Coulson (1994) defined records as any information that is recorded on any physical medium, generated or received by a business enterprise as evidence of its organization, functions, policies, procedures, operations and internal or external transactions, and valuable because of the information it contains. Correspondence is normally conducted manually or electronically through electronic mail or intranet (is a computer network that uses internet protocol technology to share information, operational systems or computing services within an organization. This term is used in contrast extranet, a network between organizations, and instead refers to a network within an organization). Documents such as policies, procedures, contracts, regulations, minutes, letters, memos, reports, circulars etc. are often available for employees to update or familiarize themselves with the normal operation of their organization. Ignorance of such documents may affect the competitive performance of an organization. This implies that information in the form of records is used by organizations via employees as a strategic weapon to gain a competitive advantage for the organization that creates, receives and uses them effectively (Mrwebi, 2000).

Most organizations do not have a good record management system. Selected private universities in Ogun state faces the same problem of record management. The records management in selected private universities in Ogun state is very poor. Missing documents and improper filing systems are basic examples. Proper records management gives opportunity for promotions, pay increase and other motivations enjoyed by the employees and the management. Now that the private universities are about to be more surplus in Ogun state and Nigeria, how would be the fate of students, staff and corporate records management systems? These challenges motivated the researchers to examine the the records management practices and computer literacy skills of registry staff in selected private universities in Ogun State”.


1.3 Objective of the Study

  1. To know the level of records management practices in private universities in Ogun state .
  2. To know the level of computer literacy skills of registry staff in private universities in Ogun state .
  3. To understand the level of job performance of registry staff in private universities in Ogun state .
  4. To know the challenges of job performance of registry staff in private universities in Ogun state .

1.4 Research Question

  1. What is the level of records management practices in private universities in Ogun state .
  2. What is the level of computer literacy skills of registry staff in private universities in Ogun state .
  3. What is the level of job performance of registry staff in private universities in Ogun state .
  4. What are challenges of job performance of registry staff in private universities in Ogun state .

1.5 Research Hypothesis

  • Ho1: Records management Practices have no significant influence on the job performance of registry staff.
  • Ho2: Computer Literacy Skills have no significant influence on the job performance of registry staff.
  • Ho3: Records Management Practices and Computer Literacy Skills have no combined influence on the job performance of registry staff.

1.6 Scope of the Study

The study is base on “the records management practices and computer literacy skills of registry staff in selected private universities in Ogun State”. Using three private universities in Ogun State as a study namely; Babcock, Bells, and Crescent Universities.


1.7 Significance of the Study

The finding of the study will not only be beneficial to the staff of the selected institution (Babcock, Bell, Crescent University) but to the entire Universities in Nigeria. The study provides insights into the contribution

Of the records management practices and computer literacy skills of registry staff on universities performance. It also creates new methods and principles of records management to aid management of universities in decision making. The study would help staff of the Nigeria universities to learn more as they provide answers to the questions. This study is a sort of additional guide to the university management to re-adjust in order to be stable in the competitive market. Future researchers can also use the study to do other work which has not been stated in this work.


1.8 Definition of Terms

Record Management:

Is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition.

Computer Literacy Skills:

It is the ability to use computers and related technology efficiently, with a range of skills covering levels from elementary use to programming and advanced problem solving.

registry staff:

The Registry Department staffs as the hub of the university administration is charged with providing services for the day-to-day administration of the institution.

Computer:

A computer is a device that can be instructed to carry out sequences of arithmetic or logical operations automatically via computer programming.

Literacy:

This is the ability to read and write.

Skills:

The ability to do something well; expertise.


The Records Management Practices And Computer Literacy Skills Of Registry Staff In Selected Private Universities In Ogun State


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The Records Management Practices And Computer Literacy Skills Of Registry Staff In Selected Private Universities In Ogun State


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