Record Management and Effective Job Performance in an Organization
CHAPTER ONE
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.
- To identify the method of records management practices adopted in organization.
- To examine whether workers are satisfied with the record management practices being adopted by organizations
- To ascertain the effects of poor records managements practices on staff performance in organization.
- To proffer solutions to the problems associated with the effect of poor records management on staff performance.
CHAPTER TWO
LITERATURE REVIEW
What is a Record?
In order to define records management, the concept “record” needs to be fully explored. A record is defined either in terms of the physical tangible format in which it appears, or in terms of the information it contains. It must be noted that records differ in format or size and have different contents, according to Yusof & Chell (1998), any definition of records is a pragmatic one. The definition change with the passage of time and as the profession gets involved in more complex issues.
Cornwell Management Consultants (2001) define a record as a document produced or received by a person or organization in the course of business and retained by that person or organization. Langemo (1995) further defines a record as the memory of the organization, the raw material for decision- making and the basis for legal defensibility. A record is viewed by Penn, Pennix & Couson (1994) as any information captured in reproducible form that is required for conducting business. Roberts (1998) states that records are information created, collected or received in the initiation, conduct or completion of an institution or personal activity. Based on the above definitions, the concept record can be defined as the end product of the business activity through which the performance of employees can be measured and thus enforce accountability. It is created or received by employees as evidence in the course of their normal operation in an organization.
Records Lifecycle
All records pass through a lifecycle. Basically, the record is created, actively used for a time, and then stored in case of queries or other referrals before it is too old to be of any further use. At that point it should either be destroyed or transferred to an archive as part of the permanent record of the organization. Often, the driver for the culling process is lack of space rather than any adherence to a cohesive policy.
Records Management
Personnel records management is important in all organizations. Often an employee has left the organization, in order to protect ongoing rights and interests of the employee and the organization. Langemo (1994) defines records management as the professional management of information in the physical form the time records are received or created through their processing, distribution and placement in a storage and retrieval system until either eventual elimination or identification for permanent retention in the archives. Kennedy et al. (1994) defines records management as a function of providing control of records from creation, or receipt through their processing, distribution, organization, storage and retrieval to their ultimate disposal.
The international standard organization on the other hand views records management as a field of management responsible for the efficient and systematic control of the creation receipt, maintenance use, and disposition of records management focuses on procedures and systems for the creation, storage retrieval and disposal of records.
CHAPTER THREE
METHODOLOGY
Research Design
Research design refers to the method or the techniques used in collecting data, as well as presenting and analyzing the data. It is an outline or a scheme that serves as a useful guide to the researcher in his effort to generate data for the study.
Depending on the nature of the problem in view, different types of research methods are available, these methods include historical research, descriptive research, developmental research, case study analysis and experimental research.
It is important to point out that this research made use of historical research and descriptive research. Historical research tends to interpret past trends of event and fact. Historical research is concerned with being able to understand and explain the present and predict the future through an evaluation of available records of past event (Austin and Ogwo, 1990).
While descriptive research as the name implies describes an event. It seeks to find out the relationship that exists, opinions that are held, the effects that are evident and processes that are going on or trends that are developing (Akuezuilo 1993). It involves the collection of first hand information and data from primary sources by the researcher.
CHAPTER FOUR
PRESENTATION, INTERPRETATION AND ANALYSING OF FINDINGS
Demographic Data
Age of Respondents
The age of respondents is shown in the table 4.1 below
CHAPTER FIVE
DISCUSSION, CONCLUSION AND RECOMMENDATIONS
Discussion of Findings
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.
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.
Recommendations
The researcher made the following recommendations for the study:
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