Records Management Practices Research Articles

The status of records management in Malawian private universities: the empirical case of University of Livingstonia

PurposeThis study aims to investigate records management practices in Malawian private universities with a focus on University of Livingstonia.Design/methodology/approachThe study used embedded case study design using a mixed methods approach. A survey questionnaire, semi-structured interview guide and a document review were used to collect data from University of Livingstonia staff.FindingsThe study found that University of Livingstonia created records such as minutes, grades, mails, theses, policy documents and reports. Some of the challenges related to records management at the institution were uncoordinated records management practices due to, among others, lack of records management policy, retention and disposal schedules among others. It further reported a number of factors frustrating the success of records management practices at UNILIA such as lack of management support, poor funding and lack of information communication technology infrastructure. Nevertheless, the study acknowledged the role of records management at University of Livingstonia.Originality/valuePrevious studies on records management in Malawi focused on public sector. However, this is a novel study undertaken in the private higher education. Therefore, it forms a basis for conceptualising records management phenomena in the private higher education in Malawi.

A Case Study on Records Management Practices of the Open University of Sri Lanka

Records management plays a significant role in universities in effectively delivering programmes for the students, carrying out research activities, and performing all the administrative functions of the University while ensuring the quality of those services and operations. The study was carried out at the Open University of Sri Lanka with the main objective of evaluating the current records management practices adopted by the Open University of Sri Lanka and suggesting potential improvements needed for enhancing the effectiveness of records management practices. The study used the life cycle model in discussing records management procedures adopted by the Open University of Sri Lanka in its service delivery. The qualitative research method was used, taking both primary and secondary data. The primary data were mainly collected through observations and personnel experiences, and secondary data were obtained from internal university records. The study documented the records management practices followed by the Open University of Sri Lanka in compliance with the records life cycle theory. The study detailed the records numbering system adopted by the Open University of Sri Lanka which is an essential process to retrieve records effectively for different institutional purposes. Lack of awareness and proper raining on records management practices among staff members, lack of adequate resources to support records management practices, inadequate documentation and accessibility to documents on records management policies, regulations of the university, and absence of online centralized records management practices are the main challenges faced by the university in performing records management practices. Based on the challenges, the study suggested several improvements needed to be initiated at the university level to ensure an effective records management process.

Record Management Practices and the Performance of Produce Dealers in Lira City

Purpose: The study aimed to determine the effect of record management practices on the performance of produce dealers in lira city, Uganda. Specifically, the examined record filling, record retention and record retrieval on performance of produce dealers.
 Methodology: The study adopted a cross-sectional study design, which employed a mixed methods approach of both quantitative and qualitative methods. The study population consisted of 195 respondents, which comprised of produce dealers in Lira City. Both the Simple random sampling technique and purposive sampling technique were used to select a sample of 103 participants. The researcher adopted Self-Administered Questionnaires to collect quantitative data and an interview guide to collect qualitative data. Both descriptive statistics (mean, and standard deviation), and inferential statistics (correlation and regression) were used to analyse numerical data. Content analysis was used to analyse qualitative data.
 Findings: The findings revealed a statistically significant positive relationship between record filling, record retrieval and performance while insignificant relationship was realised between record retention and performance. Further, it was revealed that record filling and record retrieval yields a significant effect on performance while record retention yields insignificant effect on performance.
 Unique contribution to theory, policy and practice: The study concluded that record management significantly affects performance of produce dealers in Lira City. It is encouraged that, for good performance of produce dealers, the authorities of Lira City should enhance that capacity of business people in record management by training them in record management. This study is very instrumental in unveiling the pertaining issues in the field of produce dealers, which has become a very lucrative business in Uganda in terms of how record keeping is a central aspect in their day-to-day operations.

Modelling Business Continuity and Records Management in Digital Environment

SMEs employ almost two-thirds of the labour force in the nation, provide income for the government through income taxation, and provide income for households through taxes, profits, and salaries. According to the World Bank's classification of countries, Thailand, Malaysia, and the Philippines are examples of emerging countries that rely on SMEs for economic development (Mintah, Gabir, Aloo and Ofori (2022). These nations are also subject to a variety of natural catastrophes, which have an impact on all businesses, including SMEs. In December 2021, approximately 50,000 small and medium enterprises (SMEs) in several districts in Selangor were affected by the worst flood disaster. The losses include damage to the premises, machinery, business records and information, destruction of raw materials and final products due to water inundation, and the expected closure of operations (Auzzir, Haigh and Amaratunga, 2018). As a result, SMEs must be encouraged to keep accurate records for them to survive and expand. Keywords: Business continuity plans (BCPs), records management practices, small and medium-sized enterprises (SMEs), integration of BCPs and records management and vital records.

Management of Land Resettlement Records in a Rural Village in Zimbabwe

Land records are considered proof of ownership, right to land ownership, and boundaries. Land records provide two types of important evidence. First, they often document family relationships. Second, they place individuals in a specific time and place. This study sought to examine the management of land resettlement records in one of the rural districts in Zimbabwe (this rural district will be anonymously referred to as the “Village”). The research problem was triggered by the heirs of a late neighbour who were on the verge of losing their homestead due to lack of documentation stating the ownership of their acquired land. It remains uncertain whether proper records management practices are being adhered to in this rural village. Therefore, this article sought to determine the types of records created at this village. Furthermore, the article meant to establish the processes and procedures involved in the management of land resettlement records at this village and also to identify if there are challenges faced in the management of such and what these are. The constructivism paradigm and a qualitative research methodology were applied. A case study design was used. The findings revealed that the records were kept at the village clerk’s homestead. The major challenges identified were the lack of proper records management systems, the lack of storage facilities, the invisibility of the governmental archival support structures such as the National Archives of Zimbabwe and trained records officers. The study recommends a collaboration between the National Archives of Zimbabwe, the Ministry of Lands, Agriculture, Water, Climate and Rural Resettlement and the Ministry of Local Government, Public Works and National Housing, including the Village being researched, so as to train them about proper records management practices.

A hermeneutic review of records management practices in Malawi: a developing country context

PurposeThis study aims to review and understand the state of records management practices in Malawi, focusing on both public and private sector organisations.Design/methodology/approachThe hermeneutic framework underpinned a qualitative review of the study phenomenon. The inclusion and exclusion criterion for the literature was guided by the Preferred Reporting Items for Systematic Reviews and Meta-Analysis methodology. Fifteen documents met the eligibility criteria and informed the study findings. The literature comprised of journal articles, dissertations at both master and doctoral levels, and conference papers.FindingsThe study found that records are created, captured and maintained both in print and electronic formats. It also confirmed that different types of organisations (public, private, academia and civil society) recognise the need for proper records management practices. However, effective and efficient records management is besieged by numerous obstacles, including lack of funding, absence of records management policy, standards and procedures at both institutional and national levels, poor records classification systems and a lack of top management support. Most importantly, the review shows that the majority of studies in Malawi have focused on academia, with little attention to other equally fundamental areas such as agriculture, trade, tourism, transport and energy. Thus, this situation calls for more empirical studies of records management practices in those sectors.Originality/valueTo the best of the authors’ knowledge, this is the first kind of review to be done at a national level, so the findings provide significant insights for policymakers and research practitioners on records management research trends to date in Malawi.

Records management in institutions of higher education in Africa: a hermeneutic literature review

Purpose The study aims to present a hermeneutic literature review on records management practices in institutions of higher education in Africa to inform a prevailing records management phenomenon. Design/methodology/approach The review was underpinned by the hermeneutic approach as adapted from Boell and Cecez-Kecmanovic (2014). It was further guided by a qualitative analysis to underscore a critical assessment and development of themes in the study. Findings This process found that the management of records in Sub-Saharan African higher education is evident, but is overwhelmed by many factors. Hence, the study recommends the formulation and implementation of records management tools to guide and spur records management practices in African higher education. Originality/value The study operationalizes the hermeneutic approach in the records management practice.

Records Management Practices and Service Delivery in Ntungamo District in Western Uganda

This emprical research study assessed the association between Records Management practices and Service Delivery in Ntungamo District in western Uganda. The research study utilised a cross sectional and descriptive research design with both quantitative and qualitative approaches. A sample of 338 respondents were carefully chosen from 2890 people using table developed by Morgan & Krejcie (1970). Facts were gathered using questionnaires and interview schedules and analyzed by means of frequencies, percentages, Pearson linear correlation coefficient (PLCC) for quantitative data and thematic analysis was used for organising qualitative evidence. The study discoveries established a significant association between Records Management practices and Service Delivery in Ntungamo District in Western Uganda. The study resolved that Records Management practices are important for service delivery because they deal with issues to do with evidence based adminstration which has a bearing to good governance in schools in Ntungamo District in Uganda. From the study outcomes, the scholar recommended that secondary school administrators should put systems in place to manage records scientifically for empirical based management science. This can help in the delivery of services since school managers may have proof of whatever they do in terms of accountability. The government of Uganda through Ministry of Education and Sports should enhance the budget meant to improve on the development of secondary schools in Ntungamo distirict in Western Uganda, East Africa.

The State of Records Management and Service Delivery in Uasin Gishu County, Kenya

Public service delivery by county governments in Kenya is increasingly being recognised as a pillar of development and public engagement with citizens. Good records management practices ensure that county governments are efficient and accountable. County governments have, however, been riddled with mismanagement due to unprofessional practices that can directly be associated with deficient records management systems. This study aimed at determining the state of records management in relation to services offered by Uasin Gishu County in Kenya. Key findings indicated that Uasin Gishu County generated a lot of paper-based records. The state of records management at the county headquarters was poor, while service delivery practices were of low standards. The study concluded that the poor state of records management had contributed to inadequate service delivery, making the county government inefficient in meeting its objectives. The study recommends that Uasin Gishu County should adopt a comprehensive records management and service delivery model. Top county management should offer its support, records management standards should be adopted and adhered to, and the records system should be manned by professional staff. Research implications include the development of sound policies and pragmatic solutions that affect records management and consequently improve service provision.

Roles and Responsibilities while Rethinking the Movement to Get Moving: Archives and Records in the Road Accident Fund

This paper reports on the findings of a Master of Information Science dissertation. The purpose of the study was to determine the Road Accident Fund’s readiness for electronic records. The study was qualitative, and a case study was used as the design for the investigation. Data were collected through document analysis. The findings revealed that two business units in the organisation have similar record-keeping mandates, which is confusing. Records Management forms part of the Information Governance unit at head office, while Correspondence and Document Management Services are responsible for performing records management functions in the regional offices. These business units do not form part of Information Governance, as is the case at head office, but are stand-alone regional units entrusted with records management. There is one such unit in every regional office across the country. The organisation has a central records manager who operates from the head office in Centurion. However, these regional records management business units exist and operate in isolation. As a result, there is dis-integration between paper records and the electronic processing of claims, which hinders the institution from providing timely services to motor vehicle accident victims. To improve its records management practices, the study recommended developing and implementing a records management programme, which will facilitate records management policy implementation and the development of standard processes and procedures within the organisation for managing paper and electronic records in an integrated manner.

Assessment of medical records management practice at Al-Wahda Hospital in Derna city, Libya

Background: Medical records support patient’s care, provide continuity in the event of a disaster and protect the interests of the organization and the rights of employees. The aim of the study was to assess medical records management at Al-Wahda hospital in Derna, Libya. Methods: A cross-sectional design was conducted using various health professions including records officers, medical doctors, nurses for various department and the admitting clerks. A sample of 71 participants was selected using convenience-sampling technique. Data was collected using a questionnaire from August to October 2019. Results: The study showed that there was poor management of medical records at Al-Wahda hospital. The study revealed that the medical records were found in paper format. It indicated that the policy in place is record management policy, and findings confirmed that the policies are not communicated to healthcare workers and professionals. Furthermore, control measures were mentioned by the hospital records administrator was storing of records in locked cabinets. Similarly, the hospital records administrator confirmed that patient records were kept for above 12 months, and methods of patient records disposal is manually by burning. The study also indicated that failure to have a computerization processes. Conclusions: The findings of the study recommended the use of policy guidelines in relation to the best practices of how medical records are managed; the use of electronic systems for opening, tracking and indexing of files; further a need to increase the number of record officers, training of records staff; and conducting regular records awareness workshops.

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

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.

Influence of School Records on Principals' Administrative Effectiveness in Senior Secondary Schools in Bichi Education Zone of Kano State, Nigeria

Every school's record reveals both its strengths and weaknesses. The keeping of records is one of the duties of school administrators. Maintaining complete and accurate records of all significant school-related occurrences is necessary. This study investigated the Influence of School Records on Principals' Administrative Effectiveness in Bichi Education Zone of Kano state, Nigeria. Specifically, the study sought to determine the influence of statutory and non-statutory records on principals' administrative effectiveness, how records management practice influences principals' administrative effectiveness, and determine the strategies for improving record management practice in senior secondary schools in Bichi education zone of Kano state. Four research questions guided the study, and four null hypotheses were tested at a 0.05 level of significance. The study adopted a descriptive survey design. The target population was 409 principals and teachers. Proportionate and simple random sampling was used for the sampling. The instrument for data collection was named: School Records and Principals' Administrative Effectiveness Questionnaire (SRPAEQ). Two experts validated the instrument. A 38 items-structured questionnaire was subjected to statistical analysis using mean and standard deviation for the research questions and Chi-square for testing the hypotheses. The study revealed that statutory records not only help in achieving administrative effectiveness but also provide growth for principals' efficiency. The result of the study further showed that non-statutory records with particular emphasis on the mode of storing and retrieving Data influence the principals' administrative effectiveness, and finally, the result proved that records management practice by Principals has a great influence on principals' administrative effectiveness in Senior Secondary Schools in Bichi Education Zone of Kano State, Nigeria. The following recommendations were made: Effective school records maintenance policy should be provided to ensure efficient and effective school records management, School administrators should be friendly with their subordinates and build confidence in them for the optimum attainment of school goals, Finally, schools should be adequately supplied with information communication systems capable of storing and retrieving information easily.

Optimizing registry of inhabitants’ record management: the development of municipal consolidation system for local governance

This study focuses on developing a municipal consolidation system to optimize the registry of inhabitants' records management and address local government units' challenges. The system was created employing the iterative waterfall model, anchored to the system development life cycle framework. It is a crossplatform application, runnable on Windows and Android operating systems. The system underwent user testing and evaluations utilizing the system usability scale measure and an evaluation patterning the ISO 9126-1 software quality model standard to ensure its functionality. The results of the testing and evaluations show positive feedback from users, indicating that the developed system meets the users' needs and requirements and has a high acceptance rate from the local government unit. Therefore, the system can be considered a successful support tool for local governance. Consequently, we recommend that other local government units in the region adopt the system to improve their record management practices.

Records management in an ISO certified environment: a case study of Botho University in Botswana

Records are information assets of great value to organisations as they document decisions and activities of business. Organisations, therefore, have a duty to make sure that they put in place a systematic administrative programme for managing these records. The information contained in records has been seen as a key business resource for universities and their competitiveness; therefore, it is vital that university records should be managed. This study evaluated records management at Botho University, an ISO-certified university. The main objective of the study was to find out which records management practices were in place at Botho University as an ISO 9001-2008 certified institution. The population of the study comprised 23 respondents including deans, heads or managers of departments and departmental representatives who interact with records on a daily basis. The study was guided by ISO 9001-2008, section 4.2.4. Data for the study were collected through the use of semi-structured interviews, open-ended questionnaires and personal observations. The key findings of the study were that Botho University is not fully compliant with all the provisions of ISO 9001-2008 under which it was certified. The findings further showed that the university had an inadequate records management policy that did not cover all records issues, lacked adequate facilities for the storage and protection of records, lacked a records retention and disposition schedule and lacked dedicated staff to manage records. The findings also revealed that Botho University operated a hybrid system where some records were created electronically while some were physical copies. Based on these findings, the study recommends that in order for Botho University to be fully compliant with the provisions of ISO 9001-2008, it must revise its records management policy to enhance it to make it adequate, improve its records storage facilities and develop a records retention and disposition schedule.

Digital records management practices in the public sector in Manicaland Province of Zimbabwe

The paper assesses the digital records management practices in government ministries in Manicaland province. The study employed a qualitative and interpretive multiple case study research design in the assessment of digital records management practices in the ministries. The study established that most of the digital records management practices in government ministries in Manicaland province do not meet the measure of best practice as envisaged by several international records management standards, particularly the generic standard ISO 15489-1 2016. The lack of clear provisions for digital records in the NAZ Act, absence of policies for digital records and failure to implement international records management standards for digital records, as recommended by NAZ, is having a negative influence on the management of digital records in government ministries in Manicaland province. The performance of digital records management processes such as records creation and capture, classification, access and security control, storage, preservation, and digital records disposal is not adhering to international standards for digital records management. It was further revealed that personnel managing digital records lack the critical competencies required for digital records management work. The study recommended the review of the NAZ Act to include specific provisions for digital records, formulation of digital records management policies and the implementation of standards recommended by NAZ, improvement of records officers’ competences through short courses on digital records management and adherence to international standards for records management in the performance of digital records management processes.

Website as a gateway for the provision of public archives and records management guidance

National archival agencies are mandated to manage public sector archives and records. They provide guidance by issuing, among others, guidelines, policies, and procedures. With advances in technology, and in the spirit of e-government, it is expected that national archival agencies should have websites through which key documents that provide guidance on the management of archives and records are made accessible online. The purpose of this study was to compare the websites of Botswana National Archives and Records Services (BNARS) and the National Archives and Records Services of South Africa (NARSSA) with specific reference to key documents providing guidance on the proper management of public archives and records. This study is qualitative and obtained data from a content analysis of the websites of the two organisations. These were supplemented by interviews from selected key officers responsible for public archives and records management programmes. It is notable that BNARS has a website that can be accessed through Botswana’s Department of Information Technology. On the website, the only downloadable guidance document is an archives search room inquiry form. Comparatively, NARSSA has a more comprehensive website with downloadable guidance documents such as file plans, templates records management policies, records retention and disposable schedules, and functional specifications for electronic records management systems, to mention just a few. It is recommended that BNARS should have a comprehensive website with guidance documents posted on it to provide guidance for proper public archives and records management practices.

Records Management Practices in Uganda's Public Pension Office

The purpose of this study was to assess the records management practices in Uganda's public pension office. The study's objectives were: to find out the categories of records managed in Uganda's public pension office; to examine the records management practices in Uganda's public pension office; to find out the challenges faced in the management of records in Uganda's public pension office, and to propose strategies to improve the management of records in Uganda's public pension office. The study adopted a mixed methods research design. It was conducted at the Ministry of Public Service, specifically in the Compensation Department and Department of Records and Information Management. The study population was composed of thirty (30) staff working in the two departments, who were all adopted as the sample size, given the small population. Data were collected through semi-structured interviews, self-administered questionnaires and a document review. The findings revealed that personnel records were mostly kept and that the records management practices followed were guided by the Basic Registry Procedures Manual, a manual specifically developed for registries at the Ministry of Public Service. Despite having a records manual in place, some staff had poor attitudes towards records management due to poor remuneration while others had no/limited training in records management. Other challenges faced included inadequate equipment, non-streamlined records management practices and a lack of a Centre for benchmarking its practices as stipulated by the National Records and Information Management Policy framework. It is expected that the findings revealed by this study will inform policymakers, the government of Uganda and the Ministry of Public Service on the key issues to solve in a bid to strengthen records management in the public pension office to enhance the process of pension processing which is usually delayed by the lack of records.

The Effect of Records Creation on Service Delivery Among Private Higher Institutions of Learning

The paper examines the effect of records creation on service delivery among private higher institutions of learning. Although a number of studies have been carried out, most of them specifically focused on records management systems and the associated challenges and little attention is given to records management practices and its effect on service delivery with special reference to private higher institutions of learning. A cross sectional study design was adopted where both qualitative and quantitative approaches of data collection and analysis were used. A sample size of 83 respondents was used. Data was collected using both questionnaire survey and interview methods. Findings of the study revealed that records creation has a positive and significant influence on service delivery (p<0.01). The study concludes that service delivery does not rely solely on records creation implying that there are other factors that influence service delivery.

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

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.