Developing a Records and Information Management Model for Oil Marketing Companies in Zambia Based on the Records Cycle Model

Abstract

The success of any organization is dependent upon effective records management practice that ensures the right records are availed when needed for effective operation. An effective records management system facilitates the flow of records throughout an organization to ensure that information is available readily where and when it is needed. However, studies have shown that many organizations are still faced with challenges in records management. Studies have also shown that delayed retrieval of active records, management policy, up-to-date records retention and disposal schedule and guidelines for managing electronic records were among the notable challenges. This study therefore, was aimed at identifying the challenges faced by oil marketing companies in Zambia in records management. Specifically the study sought to develop a model in order to address the identified challenges. The study utilized purposive nonprobability sampling with closed ended researcher administered questionnaire. A total of 151 questionnaires were administered with a response rate of 53%. The primary data obtained from the questionnaires was analyzed using statistical package for social sciences (SPSS) and Chi-square tests were conducted to establish the level of independence between variables. The study revealed that, these companies face challenges such as, lack of retention and disposal schedule, lack of proper storage facility and security issues of the records. The study has also shown that the organization has no formal records management programs in place. It is therefore been realized that the organizations need a better, more efficient and more uniform way of creating, sorting, storing and destroying the records. In filing, bar code scanners should be introduced to make identification and storage of records easier. These will also help to improve the management control and security aspect of records management and address most of these challenges faced by oil marketing companies.