The Role Of Office Managers In Record Management (A Case Study Of Federal Polytechnic Nekede Owerri)

Project and Seminar Material for Office Technology and Management OTM

The Role Of Office Managers In Record Management (A Case Study Of Federal Polytechnic Nekede Owerri)


This work has been designed to look at the various roles played by office managers in record management and carefully investigate the problems and solutions to these problems office managers encountered while managing record. The peed for the study has arisen from the recognition of the important role office manager’s play in an organization especially in information or record management. The research study is divided into five sections. Chapter one has the introduction, which introduces the subject matter. It also contains the background of the study where the researcher unveiled the roles office managers played in effective record management. This is followed by the statement of the problems where the researcher enumerated the problems the office manager observes that impale her to embark on this research work. It also has the objectives of the study, research questions, significance and scope of the study. Research questions, scope of study and definition of terms. Chapter two contains all related literatures of different authors who have written on the subject matter. Chapter three emphases on the research methodology. The research method adapted is survey research. Data was obtained through the use of questionnaire and oral interview. In chapter four, the presentation, analysis and interpretation of data was formulated. Chapter five has the summary of findings, recommendation and conclusion.

Chapter One

1.0 Introduction

As you know in every office, a large volume of information in form of letters, circulars, and telegrams are sent to outsiders or received from them. Inside the organization also written materials are exchanged between different departments. All this items when received need to be documented by an office manager for future reference. A planned and efficient handling of these records is essential for the success of any business organization. It is described as the backbone and an integral part of an office.

Hicks (1964) described that in the course of doing business, records are created through a variety of government activities such as vehicle registration, professional licensing, procurement contract transactions, general correspondence, arid other external and internal business processes. Records may be created and transmitted in a variety of ways:

  • Handwritten.
  • Typewritten.
  • Audio/video recording.
  • Computer generated (including e-mail and databases).

These records support, document, and provide evidence of a variety of organizations activities including:

  • Business processes.
  • Program evaluation.
  • Information policy making processes.
  • Accountability insurance.
  • Facilities planning.

This paper add addressed the role of office managers in re4cord management, real world dilemmas of what a record is and the task of its lifecycle management by proposing a working definition of a record, discussing the challenges of managing records by office managers, and identifying a set of best practice recommendations.

1.1 Background of the Study

Records capture information used to protect the rights and interests of governments, businesses and citizens and to preserve history and culture by documenting information about noteworthy people, issues, places, and events.
Most of these records are useful for a relatively short period of time and can then be destroyed. Some of the records will represent the agency’s business record and need to be maintained for stewardship and public accountability purposes. Some records need to be preserved for many years, and a few should be preserved permanently to maintain the historical record. The challenge for public officials is to manage each of these types of records, making sure that these records with important information arc preserved, while, records that are no longer valuable are disposed of in an appropriate and legal manner.

The office managers is the back-bone of any organization, thus, she is also important to the organization because of her ability to remain calm under ordinary conditions of the work pressures and human demand. This view of the secretary’s functions are archaic one in view of the changes that have taken place in her training and her job, but one might ask “is there anything so unique about the office managers and her ability in handling office records.?” The answer is “Yes”, the office managers besides being an officer who is in charge of correspondence or records or confidential personnel should be able to know how to handle office records properly. It is hoped that at the end of this study, its will provide or identify the roles office managers played in record management.

Handling of office records by office managers has always been a problem and office managers has a serious role to play in organizing and preserving these records for the organization productivity. It was under this background that the researcher is prompt to carry out this research.

1.2 Statement of the Problems

Although the main purpose of managing office records properly is to keep information safe and readily available to the office managers and the organizations as when needed. Improper handling of records can pose or may involve an element of risk to the office managers and the entire organization as well as affecting her performance. The office managers has to be aware and prepared for these. Ahukannah (2000) stated that the cause of the problems militating against handling of office records properly by the secretaries are lack of training, inadequate knowledge of the computer in storing information in the company’s database, lack of office record and filing equipments, management attitude, lack of technical know-how by the office managers in storing these records etc. Inadequate training and skills requirement is another problem associated with had record management.

1.3 Purpose of the Study

The main objective of this study is to identify the various roles of office managers in record management using first bank as a reference or ease study.

Specifically, the study attempt to:

  1. Identify the various kinds of office records available in the organization.
  2. Determine the skills needed by office managers in handling these office records,
  3. Find out if records are adequately handled in the organization or bank.
  4. Evaluate the extent to which the office managers can operate some record processing or storage equipments such as computer system.
  5. What are the problems encountered by office m in handling office records?

1.4 Significance of the Study

The result of this study will help office managers to identify some problems facing them in handling records. It will also explain how important office managers are in an organization or the bank and to know many unique things about office managers (i.e.) their strong ability to handle records effectively. It is strongly believe that after going through this study, it will serve as a useful tools as it will be informative and educative to prospective officer managers who wants to carry on further research on the subject matter.

1.5 Limitation of the Study

The scope of this study is limited to look at the “Roles of office managers in record management. This work is limited to first bank Plc Owerri alone.

In the course of the research work, the researcher encountered some constraints, which affected the final output of the study. There limitations amongst others include:

a. Time:

The time available for the completion of the research study was not adequate. This was because the researcher was mandated to report her findings within a fixed time limit during academic session.

b. Cost:

For a maximum fulfillment of the objective of this study, the researcher needed to visit all the office of first bank secretaries to obtain first-hand information. This, she could not achieve due to the huge expenses that would be incurred in the process.

c. Attitudes of Respondents:

The negative attitude of some respondents to the researcher’s request for audience in answering questions or filling the questionnaires also constituted a constraint to the assignment.

Chapter Five

5.0 Summary Conclusion and Recommendation


This chapter showed the summary, conclusion and recommendation it also looked at the areas of further research.

5.1 Summary of Findings

The aim of this study is to carefully, analyzed; the role of office managers in record management with reference to federal Polytechnic Nekede Owerri. Based on the analysis of responses on research questions the following find were drawn. It was observed that there are various kinds of office records manager by an office manager.

Although, the mails were available to the office managers but they are not properly handled or managed which cause inefficiency, delay at work, movement from one place to another.

5.2 Conclusion

Based on the analysis drawn, the following conclusions were made. There are many difficulties encountered by secretaries in handling office records which includes basic of training and retraining of secretaries, inadequate working equipments, and inadequate record bundling techniques. These problems made office managers to he unable to handle office records and made them to be inefficient it their job.

It is also educative as it reveals same difficulties that to office manager’s experience in managing records in an organization.

5.3 Recommendations

From the conclusion drawn, the following recommendations are therefore made:

  1. The office manager’s should be trained on how to handle some of these record effectively and efficiently. The training could take form of on-the-Job. The job training or through the grant of study leave should be organized for secretaries. This would the works and the enhancement of productivity.
  2. It is also recommended that private and public establishments should commit lend for the acquisition of the necessary techniques needed for handling records.
  3. Trained arid experienced secretaries should be employ to handle these records.
  4. The office machines should be maintained to avoid frequent breakdown because thus necessitate delay in record processing.
  5. These are the need to provide modern machine in processing records regularly for greater efficiency of the office manager
  6. Lastly, more experienced office manager’s should he employed and inexperienced secretaries should be sent hack to well equipped industries to acquire knowledge and skill on how to handle office records.

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