Analysis of a Records Management Systems at the Northern Region Water Board in Malawi

Abstract

ABSTRACT As organizations grow, so does the volume of records they produce when conducting their business with the resulting large customer base. Studies have established that all forms of organizations that do not have a well-coordinated records management system face a variety of risks and challenges that can collapse the business operations of these organizations. This qualitative study employs interview and observation guides to analyse records management practices at the Northern Region Water Board, a public organization in Malawi. Specifically, the study focuses on establishing records creation practices, records management strategies and the challenges that that affect records management. The study establishes that the institution creates both electronic and paper-based records. The electronic records are stored and preserved in a networked system called Enterprise Resource Planning; some are kept in free standing devices such as personal computers. Paper-based records are kept in files and folders locked in drawers and cabinets while some are kept on shelves. The institution faces four key challenges in managing its records namely, lack of management support, lack of records management skills, poor infrastructure and absence of formal policies, strategies and guidelines.