ABSTRACT
Records management and
documentation seeks to efficiently and systematically control the lifecycle of
records that are routinely generated as a result of activities and
transactions. Most organisations are continuously deploying integrated records
management and documentation as a means of improving the decision making as
well as service delivery quality. The study reviewed literature on the concepts
of records, their forms as well as the lifecycle of records. It further
outlined the benefits and challenges of records management and documentation.
The study purposely sampled 80 administrative staff comprising senior members,
senior staff and junior staff from the FERMA Abuja. Flowing from the
quantitative nature of the research strategy, structured questionnaires were
used as the sole data collection instrument and Statistical Package for Social
Sciences (SPSS) was used to analyze the data. The major findings of the study
revealed that the administrative documents are stored in both manual and
electronic forms. This leads to quick decision making, saves office space and
promotes good corporate governance. It
was further indicated that there were insufficient resources in terms of
professionally trained records managers, training starved administrative staff
and office space. Therefore, it was recommended
that management of FERMA Abuja should embrace the records management and
documentation function to ensure its effectiveness, and also professionally
trained records managers should be employed.
CHAPTER ONE
INTRODUCTION
1.2 Background to the Study
Mrwebi (2000)
indicated that information plays a very vital role in the economic development
of organizations which is essential for any corporate body to function
effectively. Information is every
organization’s most basic and essential asset, and in common with any other
business asset, recorded information requires effective management. Organizations produce increasingly large
amounts of information and consequently greater volumes of records, in both
paper and electronic forms. It is essential that information is captured,
managed and preserved in an organized system that maintains its integrity and
authenticity as well as fulfilling legal and financial requirements. According to Shepherd (2006), organizations use
records to support accountability, when they need to prove that they have met
their obligations or complied with the best practice or established
policies. An unmanaged record system
makes the performance of duties more difficult, costs organizations all
resources (e.g. time, money etc.) and makes them vulnerable to security
breaches, prosecution and embarrassment.
Rule of law,
management of state resources, probity, accountability, foreign relations and
the protection of entitlements and rights of citizens are very critical to
every good government. However, without
records, all these would be meaningless (Dzandu, 2009). Important information
of an organization can be lost forever if records are not kept properly
especially when a member who is holding a key position in an organization dies,
retires, resigns, travels abroad, transfer to different department, branch, or
organisation like FERMA Abuja
Some of the business
transaction record sent by the employer to the employee is so important, if
this record is destroyed without being read by employee, this cause some
problem with the operation of the organization. In these case if organization
is not manage record wisely the organization is out of information, so
organization is not compute with other organization.
In effective record
management practice in commercial bank of Ethiopia Jimma main branch affect the
growth of the bank. In this area every record must be kept properly because
every record is related or directly related with the business. If one record is
loss it directly affects the development of bank. Ignorance of such business
transaction record may affect the competitive performance of an organization.
This mean 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 (Elizabeth,
2009).
Even if increased
performance and speed decision-making were the motive behind electronic
communication devices, it remains difficult for commercial bank of Ethiopia
Jimma main branch to take quicker decisions and increase its performance due to
the behavior of end-users after receiving information. Some staff members may
delete documents on arrival while others do not have time to visit the
organization’s Intranet
In Nigeria, the
problem mostly arises where organisation have to allocate large office space to
keep public records files manually every year.
Again, public organisational organizations especially the organisations
must keep large volume of public records examination papers and results for at
least five years before they can be disposed of. It is however becoming clearer that it is
more pronounced in the organisation system because accurate, reliable and
trustworthy records that fulfill evidential requirements are being created but
not properly managed
(Longe, 2001).
The objectives of
the study have been categorized into general and specific objectives.
They are;
1.2.1 General Objective
The general
objective of this study is to assess the records management and documentation
practices among the administrative staff of FERMA Abuja – .
1.2.2 Specific Objectives
The specific
objectives of the study are to:
a)
assess the records management and documentation
practices at the organisation.
b)
identify the benefits derived from proper records
management and documentation.
c)
identify the challenges associated with records
management and documentation at the organisation.
To achieve the above
objectives, the study sought to address the following questions;
a)
What are the records management and
documentation practices at the organisation?
b)
How does proper records management and
documentation benefit the organisation?
c)
What are the challenges associated with records management
and documentation?
The study will be
very significant to different stakeholders. The study will help management of
FERMA Abuja to sensitize the administrative staff on the importance of
effective records management and documentation practices in the organisation. Again, the study will benefit the management
of FERMA Abuja to appreciate the challenges associated with records management
and documentation and how to address them.
It would also help individualss
and the general public to know the importance of proper records management and
documentation. Furthermore, the study
will help reveal the need for good records management and documentation for
effective planning of FERMA Abuja to ensure rapid growth and development. It will also help identify the need to use
appropriate filing system to meet the day to day activities of the two within the organisation.
In addition, the
study will ensure easy access to records by authorized people. Also, it will help provide the government
with quick and accurate data for effective policy formulation and
regulation. Lastly, it will also add to
the body of knowledge in the area of records management and documentation.
The study was
restricted to records management and documentation practices among the
administrative staff of the FERMA Abuja.
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Item Type: Project Material | Size: 86 pages | Chapters: 1-5
Format: MS Word | Delivery: Within 30Mins.
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