Records Management Personnel Research Articles

Preservation and conservation practices adopted for the management of academic board records in Nigerian polytechnics

PurposePolytechnics in Nigeria are conventional institutions where academic board records are being managed in paper form. It has been observed that accessing these academic board records is difficult due to factors associated with the absence of preservation techniques and lack of clear-cut conservation practices. This study, therefore, aims to examine the preservation techniques and conservation practices adopted for the management of academic board records in polytechnics in South-West Nigeria.Design/methodology/approachThis study adopted a qualitative method with the population comprising 54 records management personnel enumerated in the four selected polytechnics in South-West Nigeria. Triangulation method (questionnaire, interview and observation checklist) was used for data collection. The responses were analysed with descriptive statistics and thematic analysis.FindingsFindings revealed that photocopying, binding and use of insecticides were the most rated preservation techniques adopted. The security and shelving of academic board records to allow for free flow of air were the most available conservation practices, whereas staff training was not adequately available. The topmost rated constraints were non-challant attitude of personnel in-charge, insufficient funds and inadequate infrastructure.Research limitations/implicationsThis study concluded that preservation and conservation practices are vital in the management of academic board records in polytechnics in South-West Nigeria. For efficient and effective management of academic board records, modern-day preservation and conservation practices need to be adopted.Originality/valueThis paper fulfils an identified need to study how preservation and conservation practices adopted for the management of academic board records in Nigerian polytechnics.

Knowledge and skills for managing digital records at selected state universities in Zimbabwe

This study analyses the knowledge and skills for managing digital records at selected state universities in Zimbabwe. State universities are becoming centres of digital records creation facilitated by the advent of ICTs. However, records management personnel remain a marginal community with some noticeable knowledge and skills gaps in managing such records in their institutions. These gaps resulted in records management personnel being excluded from matters concerning digital technology as state universities in Zimbabwe drive towards innovation and industrialisation to achieve Education 5.0 and the government’s Vision 2030. Lack of knowledge and skills among records management personnel at state universities is worrisome, even though there are records and archives management training programmes in various institutions of higher learning in Zimbabwe. The primary purpose of this article is to explore the implication of lack of knowledge and skills, with an intention to bridge this gap among records and archives management personnel in state universities. Data were collected from the Zimbabwe Open University and Harare Institute of Technology. A mixed methods research design was used to ascertain the knowledge and skills for managing digital records at the selected state universities. The study found that state universities still employed records and archives personnel who were not trained, although institutions of higher learning, including polytechnics and universities, are offering records and archives training programmes and churned out hundreds of records and archives professionals each year. Therefore, the study recommends that state universities should change their recruitment policy and employ qualified records and archives management personnel to manage records in this digital era.

Managing Records in the Covid-19 Era at the Botswana Communications Regulatory Authority

The Covid-19 pandemic caused businesses to re-evaluate the way in which to ensure effective information exchange, and the Botswana Communications Regulatory Authority was no exception. The Covid-19 lockdowns had such an impact on records management that the Botswana Communications Regulatory Authority moved its services online to enable access to information. This article discusses records management practices at the Botswana Communications Regulatory Authority during the pandemic, explores the challenges and threats of managing records during the pandemic as experienced by the organisation’s records curators and presents opportunities arising from the pandemic and recommendations. The study adopted a qualitative approach through unstructured interviews, document review, and observation. The interviews were carried out in a focus group. Purposive sampling was used, where four records management personnel were interviewed. The data were analysed narratively by reformulating stories presented by the participants. The article reveals that the challenges included a lack of disaster preparedness plan, misfiling and loss of records, a lack of records management awareness among staff, an over-reliance on electronic records, and the production of audiovisuals despite a lack of policies and measures to manage these records. It was therefore recommended that the Botswana Communications Regulatory Authority develop and implement Covid-19 guidelines and remote working guidelines, the business continuity plan for records management and an audiovisual preservation strategy. It also recommended that records management personnel raise awareness of records management among staff.

Records management procedures and service delivery in private universities

The effectiveness of delivery of services in universities lies in their ability to develop and adopt records management procedures to assist staff in managing records. This study utilised life cycle model to discuss records management procedures and service delivery in universities, with particular emphasis on the Islamic University in Uganda (IUIU), a private university. The objectives were to find what types of records were being generated and their formats, establish who is responsible for managing the records, and eventually, make suggestions for improvement. The purposive sampling approach was used to select top managers and heads of departments in the university while simple random sampling was used to select administrative assistants. Data was collected using a questionnaire, interviews, observation and document analysis. Quantitative data was analysed using descriptive statistics and qualitative data was analysed using interpretative analysis. The findings revealed that although IUIU maintained both manual and electronic records, it lacked adequate records management procedures and records were managed on an ad hoc basis. There was also a shortage of trained records management personnel, leading to challenges with the creation, distribution, use, maintenance and disposal of records, which affected service delivery. The study recommended that IUIU should develop and adopt records management procedures to ensure that there is a standard approach to managing records.

Utilization and Dissemination of Information Resources in District Information and Documentation Centres in Kisumu County, Kenya

Access to government-related information through District Information and Documentation Centres (DIDCs) is essential in monitoring development programs in counties and the nation at large. However, Kenyans remain detached from the government because of low levels of accountability. Low levels of accountability are associated with corruption, mismanagement, and poor service delivery which are likely to slow down development projects in the sub-counties. This study sought to assess utilization and dissemination of information resources in DIDCs in Kisumu County. This study aimed to: determine the level of awareness among users of DIDCs, establish the extent to which users utilize DIDCs, describe the strategies that DIDC staff employ to facilitate user utilization of information resources in DIDCs, and examine the challenges that DIDC staff face in providing information to users. The study was guided by Richard Oliver’s Expectancy Disconfirmation Theory. This study employed the descriptive survey design and mixed-methods approach to investigate the research objectives. The study was conducted in four sub-counties of Kisumu County: Kisumu Central, Seme, Muhoroni, and Nyando. The sub-counties were purposely selected because they host DIDCs in densely populated areas in their respective ministries with a target population of 205,935. Using Taro Yarmane’s formula, the study used a sample of 400 users and 20 DIDC staff. Random sampling was used to select participants of the study. DIDC User Questionnaires and DIDC Staff Interview Schedule were used to collect quantitative and qualitative data respectively. The data collection instruments were piloted with 10% of the participants. Reliability was determined using the test-retest method. Construct validity of the data collection instruments was ensured by deriving the questionnaire items from evidence presented in literature relevant to this study. Quantitative data was analysed using descriptive statistics like frequency tables and percentages. Qualitative data was categorized into themes and sub-themes as they emerged to make meaningful narratives for purposes of triangulating the quantitative results. Findings suggest that a significant number of users lack awareness on the products and services offered by DIDCs. This is associated with reduced visits and utilization of information resources in DIDCs. The study recommends use of workshops and open-days to create awareness about the products and services, and adequate funding for staffing and procurement of current and relevant documents. Librarians, information technologists, and records management personnel, and policy makers may use the findings of this study to improve service delivery for user awareness and utilization, and enhance users’ experiences in using government documentation centres for information seeking.

Demographic factors affecting the commitment of medical records personnel at the Korle-Bu Teaching Hospital in Ghana

The demographic variables of employees have been noted as important determinants of their commitment to work. This paper reports empirical research findings on the relationship between the demographic factors of medical records management personnel at the Korle-Bu Teaching Hospital (KBTH) in the Greater Accra Region of Ghana, and their commitment to work, and proposes recommendations based on the findings. The study was quantitative. One hundred and six (106) copies of a questionnaire were administered to the 106 medical records personnel in the 28 clinical departments of the KBTH, and 92 (87 percent) were obtained in complete form and used for the analysis. Regression analysis was used to investigate the extent to which the demographic variables of the respondents determined their organizational commitment. The key finding of the study was that positive relationships exist between demographic variables (age, gender, job tenure, educational level) and organizational commitment of medical records personnel at KBTH. The findings indicate the need for the management of KBTH to consider the demographic factors of the medical records staff in an attempt to improve their commitment to work.

An Assessment of the Records Keeping Status in Some Selected Health Institutions of Matabeleland South Province, Zimbabwe

Background and Purpose: keeping is important for a functional health delivery system in the management of important information. It forms the indispensable informational and logical link between the different levels of health care both in terms of the referral of patients, supervision, outreach services, the supply of health commodities and disease management. It is an important component of the health care delivery system. The purpose of the study was to find out the range and types of records kept by the health centres, clinics and hospitals; to find out if there are electronic records keeping systems used by the health institutions; to determine the records management and records keeping systems used by the health centres, clinics and hospitals and comparing them to internationally recommended standards; to find out the skills and experience of staff who manage records at different levels; and to suggest ways of improving records management systems in the health institutions province. Methods: The quantitative research approach was used through a descriptive exploratory survey used to gather data from a sampled population from health facilities in Matabeleland South boarder line area covering four districts in Zimbabwe. Results: The insufficiencies in health delivery and disease management can be partly attributed to poor records management practices in health institutions due to lack of training of nurses, poorly maintained infrastructure and a multiplicity of other factors discussed in this paper. Conclusions: If promoted, Keeping Systems (RKSs)* which often generate several information-based solutions can be used to complement and partially fill the gaps left by the endeavours of medical and research-based solutions in improving health systems service delivery and disease management in remote, rural communities. *Notes: A Records Keeping System is a manual or automated system that collects, organizes, and categorizes records, facilitating their preservation, retrieval, use, and disposition. Elements of a records keeping system are: Records - information resources, in any format, that are: created in the course of business, received for action, or needed to document institutional activities. People - the records management personnel such as records clerks, classification specialists, and information officers Processes - procedures on how to manage records throughout their lifecycle or continuum which are stipulated in standing orders, procedure manuals and policies as well as programmed software. Tools - equipment and software used to capture, organise, store, track, transmit/communicate and retrieve the records. Keywords : Keeping Systems (RKSs), Health Care Delivery Systems, Health Management , Marginal communities

Information culture in a government organization

PurposeThe purpose of this paper is to use information culture assessment tools (from work by Curry and Moore) to examine the information culture within a regulated, government environment. In particular, it aims to study the relationship between records management training provided to staff, staff self‐perceptions of records management competencies and compliance with a formal records management program.Design/methodology/approachThe survey employs a questionnaire to gather the data from a provincial government ministry in Ontario, Canada. A questionnaire was used for data collection from a sample of 350 records management personnel from a population of 3,510 in five divisions of the ministry. A total of 207 participants responded and the copies of their questionnaire were found valid for analysis. The response rate realized was 66.7 percent.FindingsThe results from this study show that the there is a potential relationship between formal training delivered to staff, and the self‐perceived level of records management competency, namely that the more training staff receive, the more staff perceive the need for further training, and the greater level of compliance with the records management program. However, as the records management training strategy is informal in nature, it is difficult to determine a holistic influence of the training program on the organization's information culture.Research limitations/implicationsThe study is based on one ministry with an informal training records management strategy in place. The findings may not apply to organizations where there is a more formal training strategy. The findings should also be tested in private sector organizational settings.Practical implicationsKnowledge and understanding of the features of information culture will assist with identifying gaps in addressing the challenges of organizational record management training and its effect on compliance with organizational information and record management programs.Originality/valueThis research adds to the body of knowledge about information culture and user‐information behavior, particularly in regards to connections between training and compliance in government organizations. This paper provides evidence from an original study.

Research on Clinical Staffs’ Satisfaction Degree on Medical Record Service in Hospital Accreditation

AbstractObjective. To learn the main reason influencing the satisfactory degree in medical record service, and to put forward the improvement measures to accelerate the continuous increase in service quality and satisfactory degree on medical record management Method. A questionnaire was used to investigate all clinical staffs remaining in the workplace Result. Medical record management-related professionals accounts only 50% Through the continuous improvement of service processes and the strengthened management of service incentive, the satisfaction degree in various elements of the medical record services has been improved The service of collecting and filing the medical records in a timely manner, retrieval of medical statistics service and medical record copying reservation service have been largely increased, and the increase in scope, respectively, is 17.41%, 15.72%, and 15.64% Conclusion. Improving the professional competence of medical records management personnel, further implementing the reward ...

Organizational commitment of records management personnel in Nigerian private universities

Purpose – The purpose of this paper is to investigate socio‐economic factors (such as gender, age, marital status, educational qualification, job tenure, monthly salary); job satisfaction and locus of control as they determine organizational commitment of records management personnel in Nigerian private universities.

Career commitment among records management personnel in a State Civil Service in Nigeria

PurposeThis paper aims to investigate the career commitment of records management personnel in a State Civil Service in Nigeria.Design/methodology/approachQuestionnaires were used to gather data from a population of 294 records management personnel in the 26 ministries/establishments of the State Civil Service. A total of 280 of them responded and their questionnaires were found to be valid for analysis. The response rate achieved was 95.2 per cent.FindingsThe study found that: there was no significant gender difference in the career commitment of the respondents, there was significant difference in the career commitment of single and married respondents; there was significant negative relationship between job tenure, levels of education and career commitment of the respondents. However, their was positive relationship between age and the respondents' career commitment. The results are based on Z‐tests at the 5 per cent significance level.Practical implicationsIt is recommended that the policy‐makers in the Osun State Civil Service should consider the biographical variables of the records management personnel when planning and making decisions on their career commitment.Originality/valueThe paper provides valuable information on the career commitment of records management personnel in the Osun State Civil Service.

Personal factors affecting organizational commitment of records management personnel in Nigerian state universities

This study investigated personal factors affecting organizational commitment among records management personnel in the state universities in Nigeria. Simple cluster sampling with equal allocation method was used to select 180 records management personnel from the study population. A five item organizational commitment scale developed by Ellemer , Gilder and Heuvel (1998) with (α = 0.79) reliability coefficient was used for data gathering. Six hypotheses were tested in the study. The Z-Score and X2 tests statistic, as well as simple correlation analysis were utilized. The results showed that sex, age, marital status, length of service, and level of education affect the organizational commitment of the subjects. The study advocated for improved conditions of service to enhance organizational commitment of the records management personnel in the state universities in Nigeria. IFE PsychologIA Vol. 14(1) 2006: 183-197

Organisational Commitment, Job Satisfaction and Turnover Intentions among Records Management Personnel in Ondo State Civil Service, Nigeria

This study investigated organisational commitment, job satisfaction and turnover intentions among records management personnel in Ondo State Civil Service, Akure, Nigeria. Simple random sampling technique was used to draw 240 subjects from a population size of 275 records management personnel. Three standardised research instruments were used for data gathering. Five hypotheses were formulated and tested at 0.05 level of significance. The results showed that: there was no significant difference between organisational commitment of the open and confidential registry staff; there was significant negative relationship between job satisfaction and turnover intentions; significant positive relationship existed between job satisfaction and organisational commitment; and there was significant interaction effect of job satisfaction and turnover intentions on organisational commitment of the subjects. It was recommended that attractive conditions of service may enhance job satisfaction and organisational commitment as well as reduce turnover intentions of the records management personnel in the Ondo State Civil Service, Akure. Ife Psychologia Vol.13(1) 2005: 24-38

Management use of records in Delta State University, Abraka, Nigeria

The paper takes a look at Management use of Records in Delta State University, Abraka, Nigeria. The importance of records and records management programmes was given. Other issues that were investigated include: the components of records management in operation, maintenance and use of records, storage and security of records for effective use, records disposition schedule, and the strength and qualification of the records management personnel. The paper concludes that the management staff of Delta State University, Abraka, see records as indispensable tools in planning, decision making and implementation. Over the years, the authorities of the University have therefore created, maintained and used numerous records. Certain problems which hamper the effective use of records by management in the University were identified as: lack of clear‐cut records management standard, inadequate professional records management personnel, non‐availability of automatic security/protection system and erratic electric power supply. In order to eradicate or overcome these setbacks, the researcher has made some far‐reaching recommendations.