Records Management Practices Research Articles

A dynamical process-based model for quantifying global agricultural ammonia emissions – AMmonia–CLIMate v1.0 (AMCLIM v1.0) – Part 1: Land module for simulating emissions from synthetic fertilizer use

Abstract. Ammonia (NH3) emissions mainly originate from agricultural practices and can have multiple adverse impacts on the environment. With the substantial increase in synthetic fertilizer use over the past decades, volatilization of NH3 has become a major loss of N applied to land. Since NH3 can be strongly influenced by both environmental conditions and local management practices, a better estimate of NH3 emissions from fertilizer use requires improved understanding of the relevant processes. This study describes a new process-based model, AMmonia–CLIMate (AMCLIM), for quantifying agricultural NH3 emissions. More specifically, the present paper focuses on the development of a module (AMCLIM–Land) that is used for simulating NH3 emissions from synthetic fertilizer use. Other modules, together termed as AMCLIM-Livestock, simulate NH3 emissions from agricultural livestock and are described in Part 2). AMCLIM–Land dynamically models the evolution of N species in soils by incorporating the effects of both environmental factors and management practices to determine the NH3 emissions released from the land to the atmosphere. Based on simulations for 2010, NH3 emissions resulting from the synthetic fertilizer use are estimated at 15.0 Tg N yr−1, accounting for around 17 % of applied fertilizer N. Strong spatial and seasonal variations are found. Higher emissions typically occur in agriculturally intensive countries (such as China, India, Pakistan and the US) and mostly reach the maximum in the summer season. Volatilization rates indicate that hotter environments can result in more N lost due to NH3 emissions and show how other factors including soil moisture and pH can greatly affect volatilization of NH3. The AMCLIM model also allows for estimation of how application techniques and fertilizer type have impacts on the NH3 emissions, pointing to the importance of improving management practices to tackle nutrient loss and of appropriate data gathering to record management practices internationally.

An Overview of Preservation and Records Management Practice and Administration in Nigerian Television Authority, Port Harcourt.

An Overview of Preservation and Records Management Practice and Administration in Nigerian Television Authority, Port Harcourt.

Principals’ Records-Keeping Practices and School Effectiveness in Ilorin Metropolis Secondary Schools

The research focuses on the record-keeping practices of principals in public secondary schools in Ilorin metropolis, Kwara State, Nigeria. Two research questions and one research hypothesis were raised to guide the study. A descriptive survey research design was employed, allowing for self-reporting of information without manipulating variables. The sample included 121 principals and 155 vice principals from four Local Government Areas. The research instrument was a structured questionnaire, "Principals' Records Keeping Practices and School Effectiveness Questionnaire (PRMPSEQ)," developed from a literature review. The data was analysed using both descriptive and inferential statistics. The study found a positive correlation between these two aspects, indicating that effective records management is crucial for achieving high levels of school effectiveness. The study found a moderate level of effectiveness in principals' records-keeping practices, with areas for improvement identified in record retrieval, disposal, use and archiving. The Pearson Product Moment Correlation analysis reveals a significant positive correlation between principals' record-keeping practices and school effectiveness in public secondary schools in Ilorin metropolis, Kwara State, Nigeria. Overall, the findings provide valuable information for policymakers and school administrators in Ilorin metropolis, suggesting that enhancing records management practices could be a strategic approach towards improving school effectiveness and ultimately, the quality of education for students. The findings suggest that schools should prioritise continuous improvement in their records management systems, focusing on enhancing retrieval, disposal, utilisation, and archiving practices. Recommendations include enhancing records management training, implementing standardised systems, investing in technology and conducting regular audits.

Managing digital records within Nigeria's regulatory framework

Nigeria has a complicated legal and regulatory environment. This complicated history brings to mind the oft-quoted Biblical phrase, “There was no king in Israel, and every man did what was right in his own eyes.” (New King James Version Bible, 1982 Judges 17:6) As the technological landscape began to change, strong legislative frameworks are now required to guarantee the security, accessibility, and integrity of digital information. Since enacting the Nigeria Data Protection Regulation (NDPR) in 2019, and the subsequent passing into law of the Nigeria Data Protection Act (NDPA) 2023, and establishing the Nigeria Data Protection Commission (NDPC), Nigeria has reached landmark milestones in Nigeria's journey toward improving data protection and privacy. This paper provides a comprehensive analysis of the recent developments in Nigeria's data protection landscape and implications for digital records management in government agencies and businesses. This paper further tries to examine the implications of these developments for digital records management within Government Agencies and Businesses. It will also provide a brief history of digital records in Nigeria. Furthermore, it will analyze key provisions of the NDPA and the NDPC's strategic priorities and identify opportunities and challenges for aligning records management practices with the new framework. The paper also reviews the relationship between records management and organizational credibility in Nigeria, discussing how proper record management is crucial for the credibility of public institutions and organizations in Nigeria. Additionally, it attempts to show the benefit of data-driven regulatory approaches to assist organizations in navigating Nigeria's complex regulatory landscape. This paper offers recommendations for businesses, agencies, and regulators to utilize the NDPA and its strategies to enhance the adoption of digital records management. The methodology for selecting and analyzing sources involved a comprehensive literature review and policy analysis, focusing on key legal documents, academic articles, and reports from relevant agencies.

Adoption of artificial intelligence to enhance records management practices at Gauteng Department of Education in South Africa

Purpose This study aims to examine the adoption of artificial intelligence (AI) to enhance records management practices at the Gauteng Department of Education (GDE) in South Africa. Design/methodology/approach The study used a convergent mixed-methods research approach, employing interviews and questionnaires for data collection. Analysis of the collected data involved both verbatim and statistical methods, and the results were presented through tables and figures. Findings The study revealed that AI can proficiently and effectively execute all records management practices across the entire records lifecycle. Originality/value Consequently, the study proposed a framework that can be used as a guiding tool for the implementation and use of AI. This framework aims to enhance records management processes, not only within the GDE but also within the broader archives and records management industry.

Influence of Information Culture on Records Management: A Review of Contemporary Literature

This study conducts a systematic literature review spanning from 1993 to 2024 to examine the pivotal role of information culture in shaping records management practices within organizations. Utilizing databases such as ScienceDirect and Emerald Insight, the researcher selected and analyzed 35 peer-reviewed articles to identify key themes, trends and gaps in the literature. The findings highlight that organizations fostering strong information cultures experience enhanced operational efficiency and decision-making through effective records management strategies, integrating technological advancements where appropriate. Global challenges persist, necessitating comprehensive strategies including improved training and modern systems. The study concludes with recommendations to cultivate robust information cultures, integrate technology judiciously, and promote continuous improvement in records management practices to meet evolving organizational needs and global standards.

Assessment of record keeping management in General Hospital, Ikot Abasi, Akwa Ibom State

Introduction: This study examines records management at Ikot Abasi General Hospital. Four specific objectives were established and four research questions were formulated to guide the development of the study. The research focused on current records management practices at the hospital, assessing the existing infrastructure and technology used to maintain these records.Methods: A descriptive survey design with a qualitative approach was used. Data collection was conducted by interviewing a total of 11 participants, which included 2 physicians, 5 nurses, and 4 records managers at Ikot Abasi General Hospital. An interview guide was designed to elicit information on the participants' perspectives on records management practices in the hospital. The data collected were analyzed using thematic analysis.Results: The study revealed a varying level of understanding among respondents about current records management practices, with concerns about accuracy and completeness of documentation. Despite these challenges, evaluation of existing infrastructure and technology showed a positive impact, particularly with the implementation of electronic health record (EHR) systems, which has streamlined processes and reduced reliance on paper documentation.Conclusions: The study identified several challenges faced by healthcare professionals and administrators, including inconsistent documentation practices, lack of adequate storage facilities, limited access to technology and resources, and regulatory compliance issues. It was recommended that healthcare and related organizations implement standardized documentation protocols and provide regular training sessions for healthcare professionals to ensure consistency, accuracy, and completeness in records management. In addition, it was suggested that governments at all levels allocate resources to improve records management infrastructure and invest in modern technological solutions, such as electronic health record (EHR) systems.

Management of Electronic Health Records in Virtual Health Environments

This article examined the management of electronic health records in virtual health environments using rocket health as a case study. The specific objectives of the study were to determine the healthcare services provided at rocket health; examine the electronic health records management practices adhered to at rocket health; and determine the inhibitors to effective electronic health records management at rocket health. A case study with a mixed-methods research approach was used. Data was collected using questionnaires, document reviews and structured interviews. The study finds that rocket health provided a range of healthcare services encompassing telehealth, pharmacy, last mile delivery, and an online store. These services predominantly operated in a digital format, resulting in the generation of electronic health records (EHRs), and therefore to capture and maintain these EHRs from multiple service points, rocket health implemented a cloud-based system.

Achievements and Challenges in Controlling Coffee Leaf Rust (Hemileia vastatrix) in Hawaii

In this case study, the current situation faced by coffee growers attempting to control coffee leaf rust (Hemileia vastatrix) in Hawaii is reported. CLR is considered the most devastating disease affecting coffee crops worldwide and was detected in Hawaii in 2020. Three small coffee farms from the South Kona district of Hawaii Island were selected. The goals of this case study were to: (1) assist coffee growers in the early detection of CLR incidence, and consequently support farmers with recommendations for control, (2) record agronomic information and management practices, and (3) estimate the cost to control CLR during 2021 and 2022 seasons. Low CLR incidence (<4%) was initially observed at all farms (January–June 2021), but increased as the harvest began, ending the season (December 2021) at 77%, 21% and 6% incidence at farms 1, 2 and 3, respectively. At the end of 2022 season (December), CLR incidence reached 43%, 20% and 3% at farms 1, 2 and 3, respectively. The number of sprays per season (5–10), the type of fungicides applied (preventive, curative), the timing of sprays, the efficacy of applications and weather conditions all played a role in determining the infection rates at each farm. Effective control of CLR is possible in Hawaii if the sprays of fungicides are carried out with the right products, appropriate timing and good coverage.

Enhancing Business Continuity Plans and Records Management in Selangor SMEs

Objective - This study assesses the effectiveness of Business Continuity Plans (BCPs) and records management practices within small and medium-sized enterprises (SMEs) in Selangor. The primary objective is to determine the integration of records management into BCPs and identify the current development stage in SMEs' processes. Methodology/Technique – The research comprehensively examines Selangor SMEs' BCPs and records management practices. This multiple case study investigated the extent to which Small and Medium Enterprises (SMEs) in Selangor implemented business continuity management. Through document reviews and interviews with business owners and continuity managers, the study examined the integration of records management within continuity plans and assessed the impact on overall organizational resilience. Finding – The research excluded SMEs outside Selangor, focusing on managerial-level respondents from the records and information system department. The findings reveal a varied landscape, with some SMEs having well-established processes while others are still in the developmental stage. Notably, the research emphasizes the importance of identifying vital records within organizations to maintain essential operations and comply with regulatory requirements. Novelty – The study also underscores the need for regular BCP revisions and effective communication strategies to disseminate plans to employees. Moreover, it highlights the significance of including expertise in BCPs to enhance disaster preparedness and mitigation efforts. Type of Paper: Research JEL Classification: M10, M13, M19. Keywords: Business continuity plans (BCPs), records management practices, small and medium-sized enterprises (SMEs), integration of BCPs and records management and vital records. Reference to this paper should be referred to as follows: Kamarudin, H.D; Jamaluddin, A; Samsuddin, A.Z.H. (2024). Enhancing Business Continuity Plans and Records Management in Selangor SMEs, GATR-Global J. Bus. Soc. Sci. Review, 12(1), 15–24. https://doi.org/10.35609/gjbssr.2024.12.1(2)

Practices and pain points in personal records

Introduction. This paper reports the findings of a survey on personal electronic records management practices focussing on records that people deal with in their everyday lives at home. The aim of this research was to determine which personal electronic records practices were most effective in averting oversights and generating satisfaction in participant’s records management practices. This paper presents one stage of a broader design science research program. Method. The research for this paper was conducted by means of an online questionnaire using Qualtrics software and participants were recruited through social media. Analysis. Analysis was conducted using tabular analysis in SPSS, and Principal Component Analysis in R. Results. The research found that there is a statistical relationship between the practices that respondents adopted with their personal electronic records management and their level of satisfaction with that process. For example, respondents who saved records on a computer or in the cloud reported higher levels of satisfaction with how they managed their personal records and experienced fewer adverse incidents such as losing documents or failing to pay bills on time. Conclusion. The paper concludes by identifying some specific personal records management practices that are likely to improve satisfaction with that task, such as saving and sorting records that need to be retained outside of email in a structured filing system.

Influence of health information management practices on the quality of healthcare service delivery in OAUTHC Ile-Ife, Osun State Nigeri

Introduction: Medical records are crucial and vital in the continuity of patient care because physicians needs them to attend to patients each day and it is impossible for them to recall the details of each separate case at the same time. This study is therefore necessitated by the need to have a change of orientation about health records management practice and the profession and to have better work productivity and improved quality of care. The study aims at assessing the influence of health information management practices on the quality of health information management service delivery in OAUTHC Ile-Ife, Osun State Nigeria. Methods and Materials: A descriptive survey research design was conducted. Stratified random sampling technique was used to select 317 respondents for the study. The respondents includes; Health information managers, Doctors, Nurses, Medical laboratory scientists and Pharmacists. Results: Findings from the study shows that majority of the respondents assented that the quality of health information management practice in this institution is satisfactory (28.43%) and very satisfactory (68.30%). Study also shows that the greatest HIM service quality the patients and other services seekers enjoyed in the hospital is service reliability with the average response rate of mean 2.69. Conclusion: It is concluded from the study that health information management (HIM) practices have a great influence on the overall quality of healthcare services.

Strategic Records Management Practices and Small Enterprises at Kenyan Coast

Strategic Records Management Practices and Small Enterprises at Kenyan Coast

Influence of records management practices on service delivery in Ondo State’s Civil Service, Nigeria

This study examined the influence of record management practices on effective service delivery in the civil service in Ondo State, Nigeria. The study adopted a survey research design. The population was 3003 civil servants in all the 14 ministries in Ondo State. A sample of 997 civil servants selected through simple random technique in a multistage procedure was used for the study. A structured and validated questionnaire tagged ‘record management practices and service delivery’ was used for data collection. Data collected were analysed using mean and standard deviation to answer the research questions and regression analysis to test the hypotheses at 0.05 level of significance. The study found that there was a composite influence of records management practices, knowledge sharing and staff training on service delivery (Adj.R2 = 0.11, F(3, 349) = 15.30, p < 0.05) in the civil service in Ondo State, Nigeria. Records management practices (Adj.R2 = 0.01, F(5, 347) = 5.20, p < 0.05), Knowledge sharing practices (Adj.R2 = 0.09, F(4, 348) = 36.64, p < 0.05) and staff training (Adj.R2 = 0.10, F(2, 350) = 39.55, p < 0.05) had significant influence on service delivery in the civil service in Ondo State, Nigeria

Records management practices in libraries of federal universities in Northwestern Nigeria

This study was conducted to survey records management practices among library administrative staff of federal universities in Northwestern Nigeria. The study aimed at finding out the types of records generated and maintained, facilities available for storage and how their administrative records are being managed. Qualitative research methodology using narrative-based design was adopted. The sample of the study included seven administrative staff in libraries of federal universities in Northwestern Nigeria. Interview was the main instrument for data collection. Face-to-face interview was employed with the aid of semi-structured interview schedules with accompanying checklist. Data collected was analysed using thematic analysis presented in coding system. The study found out that records in both printed and electronic format are generated in the libraries studied. These records included leave application, records of disciplinary actions, periodical appraisal/promotion/confirmation records, result of physical examination, staff release & retiring records, records of Corps members posted to the library, records of internally generated revenue in the library, staff passports, staff‟s copy of employment letters, copies of staff credentials, staff shift duty roster, minutes of staff meetings, etc. Storage facilities made available for records are cupboard, file cabinet, wooden shelves, steel shelves, Drawers (for flat files), computers (for electronic storage) and top of table on a temporary basis. Challenges faced include inadequate funding, inadequate accommodation, poor electricity supply, low morale of staff, lack of training and retraining of staff, and lack of strong support from the top managerial staff.

Emerging role of information and communications technology in effective and efficient records management

This paper delves into the crucial role of Information and Communications Technology (ICT) in the context of records management within organizations. The effective management of records is paramount for an organization's success, as it ensures the availability, accessibility, and security of valuable information, both in the short and long term. The primary objective of this paper is to investigate how ICT tools, systems, and practices influence record management processes, with a focus on their impact on the organization in terms of information, documentation and retrieval. This paper aims to provide a comprehensive understanding of the benefits and challenges associated with ICT integration in records management. Additionally, data privacy and security concerns related to ICT usage in records management will be assessed, highlighting the importance of implementing robust cybersecurity measures. This paper will contribute valuable insights into the optimal utilization of ICT resources to enhance records management practices, ultimately improving an organization's operational efficiency, decision making processes, and overall performance.

Records Management Audit Using the ARMA Information Governance Maturity Model: A Case of the Department of Teacher Training and Technical Education (DTT&TE), Botswana

The information environment is rapidly growing due to increased data from business transactions and processes. This calls for records management to support decision-making and business functions. This is possible through what we refer to as information governance. This paper aims to bridge the gap between existing records management practices and the ideal state by undertaking a records management audit at the Department of Teacher Training and Technical Education (DTT&TE) using the ARMA Information Governance Maturity Model, ultimately improving information governance and records management processes. The study employed a qualitative case study approach. Data was collected through observations and interviews with three respondents, including the chief, principal, and senior records officers. The study's key finding reveals that DTT and TE are at level 3 (essential) of the maturity level. This finding implies that DTT&TE has well-defined regulatory requirements and processes. However, the study also revealed that the organisation does not meet the required maturity level (5). To this end, this poses risks such as poor performance due to a lack of accountability, poor execution of records management practices, low levels of compliance with requirements, and backlogs of records resulting from a lack of retention and disposition schedules in the organisation. Furthermore, the study reveals that the above risks result from challenges such as shortages of storage, security issues, and inadequate staffing, among others. To address these challenges, the paper recommends that DTT&TE review records management policies, adopt compliance frameworks, and provide staff training by DTT & TE.

Records management practice to support patients’ treatments in selected public clinics of Mankweng in Limpopo Province, South Africa

This study assessed records management practices to support patients’ treatments in the selected public clinics of Mankweng, Limpopo Province, South Africa. In primary healthcare facilities, patient records management begins during the creation stage, when a patient arrives and a file is created before treatment can be offered. Depending on the records’ value, the opened file should be managed for as long as the patient receives treatment, longer. Failure to access or retrieve the file may have a negative impact on the continuity of the patient’s treatment and progress because there will be no baseline comparison for healthcare practitioners to work on. A quantitative descriptive research design was used to collect data, and a structured questionnaire was administered to 41 participants from eight of Mankweng's 21 public clinics, including registry clerks, administrative clerks, data capturers, and healthcare workers. The collected data were analysed using descriptive statistical data analysis. According to the findings, records were created both manually and electronically and were filed daily before the end of business. Furthermore, public clinics separated active and inactive records to improve retrieval efficiency, and a functional file plan was implemented to ensure that records personnel did not have difficulty in retrieving files. The study recommends that a hybrid system be used to capture records as well as manage and control them throughout their life cycle. This will serve as a backup to prevent service disruptions if the system becomes dysfunctional, such as during blackouts or when a physical file is misplaced. The paper provides valuable information about the state of records management practices in clinics in Limpopo Province.

Management of electronic records to support judicial systems at Temba Magistrates’ Court in the North West Province of South Africa

The management of electronic records has been a burning issue in many sectors, particularly the justice sector. Criminal justice institutions, such as courts and ministries of justice, suffer from inadequate management of court records, which undermines the legal and judicial systems. South African courts are overburdened with backlogs, delays, and corruption due to poor electronic record management. The dysfunctional management of electronic records has led to poor service delivery and justice for citizens. These concerns provided the impetus for research to assess the management of electronic records at Temba Magistrates’ Court in the North West Province of South Africa. To achieve the stated aim, the study adopted a qualitative approach through a case study design. Data were collected by conducting interviews with purposely selected records officers, a records manager, registry clerks and document controllers. The findings of the study indicated that Temba Magistrates’ Court has put in place relevant legislation and policies for managing electronic records. The study findings showed that staff are not complying with records management policy. The major findings of the study revealed that the Temba Magistrates’ Court has experienced unforeseen consequences, including a backlog of cases, challenges of data storage, loss, and misplacement of electronic court records resulting from poor records management practices. The study concluded with recommendations for the need to motivate and encourage staff members to adhere to the records management policy. The study also revealed the need to adopt multifactor authentication mechanisms such as biometrics, passwords, and fingerprints to reduce or prevent unauthorised access to electronic court records. A comprehensive records management programme should be developed and implemented. It is concluded that staff members working at Temba Magistrates’ Court should be suitably trained in all aspects of electronic court management.

Assessing Record Management Practices: A Study of Compliance and Diversity

This research investigates the implementation of records management practices at five Islamic State Universities and Colleges (PTKINs) located in Central Java and Yogyakarta, utilizing a qualitative research approach. The examination reveals considerable diversity in records management practices across the five PTKINs. This variation can be attributed to disparities in the interpretation of policies by each institutional stakeholder regarding the significance of effective and systematic records management. The divergent policies in place also influence the support systems available. The primary differentiator among these institutions lies in their instruments, serving as the foundational framework for handling records. Following the record management model, specifically ANRI Head Regulation Number 24 of 2011, which provides guidelines for organizing records in higher education, two of the studied PTKINs, namely IAIN Kudus and UIN Walisongo, have fully implemented the four pillars outlined in the regulation. However, persisting challenges stem from a limited comprehension of records management among the human resources involved, emphasizing a critical aspect that requires focused attention.