Records Management Practices and Service Delivery in Devolved System of Governance of Mavoko Sub-County, Machakos County Kenya

Abstract

The purpose of this paper was to assess records management practices and service delivery in Mavoko sub-county, Machakos County. Records management practices are widely acknowledged as important resources for social, economic development. Due to resource constraints, records management practices has been taken rather slowly but it is needed for the business running and effective service delivery. The aim of the study was to assess records management practices and services delivery effects in devolved system of governance of Mavoko sub-county, Machakos County Kenya. The specific objectives of the study were to assess records management practices undertaken on service delivery in Mavoko Sub- County, Machakos County. Objective two, was to analyse the effects of records management practices on service delivery in Mavoko Sub-County. Third objective was to investigate the challenges experienced in managing records in Mavoko Sub-County and the fourth objective was to propose strategies to improve service delivery by use of effective records management practices at Mavoko sub county, Machakos County. Knowledge of records management practices is the research gap of the study. The study has contributed a lot towards the importance of records management practices in Mavoko Sub-County. The study used a combination of theories such as records life cycle theory, information governance reference model and systems theory in order to inform the study. Both descriptive and survey design method have been used since the research study involved description and survey. Questionnaires and survey method have been applied to collect data that a quantitative research design was adopted to address the research problem. The target population was 38 and a sample of 38 respondents comprising 7 respondents from Deputy Commissioner’s office in Mavoko Sub-County, 7 respondents from Mavoko municipal office and 24 respondents representing staff working with records and administrators in the six county wards reached by using census. Quantitative data was collected through questionnaires and survey of records in Mavoko Sub-County where a questionnaire was used to collect data from both staff and users. Questionnaires were used to collect data by the researcher because they are simple and easy to understand when analyzing. The researcher used simple random sampling method that included everyone who had been chosen at random by use of census. Using simple random sampling enabled the researcher get enough and accurate information that led to better recommendation. Quantitative data was analyzed using statistical package for social science (SPSS) and presented by means of tables, figures, graphs and pie charts. The use of quantitative approach has made the research more understandable in solving the research problem. The result of the study was beneficial in social, economic development in Mavoko Sub-County and adjacent areas. The key findings of the study indicated that records management practices are not fully practiced in Mavoko Sub-County due to lack of training of staff in the field of records management. Records management practices are useful in all organizations in Mavoko Sub-County since they ease service delivery. The recommendations of the study are that training of staff on records management and on other related field was needed highly to improve service delivery. Also to minimize work failure, there is need to equip adequate facilities and good safety for records keeping and records management policies are necessary when handling record management practices. Since this was the first time the research study was conducted in Mavoko Sub-County, the researcher recommended another further study to be conducted in another sub county in Machakos County since change of technology may bring implications in records management practices. The researcher also recommended the application of information technology on records management practices for future study in the county.