CHAPTER ONE

INTRODUCTION

Development of record management programs, no formal record management was

in place in yauri. The government and private business kept record in whatever

form they felt appropriately without the benefit retention schedules, disposition

guidelines or other formal information life-cycle procedures. The government,

however, recognize some controls needed to be implemented to manage the

massive volume of Yauri. Government files being created. In 2016, the National

achieves was established with the primary task of identifying records that should

be retained as opposed to those that might be eligible for disposal. Before long, it

became quite clear that the kebbi state government needed a better, more efficient,

more uniform way of creating, sorting and destroying its records. And so, the

concept of records management was born. In 1965,as the economy of Nigeria

continues to grow during the years, specialized records management facilities

began to emerge. During the 1970s, two new developments led to the expansion of

the records management industry. First, computers were introduced to businesses

and word processing software; documents could be introduced in large quantities.

Secondly, new legislation required businesses to start retaining record for certain

time periods. These two factors, increased rate of documents production and

required document retention drove the need for even greater levels of records
management. At first, records management firms began to make use of electronic

file storage. 1980s, two more new technological breakthroughs in record

management storage were introduced. First, barcode could be attached to files and

boxes for identification later. These improved the management control and security

aspect of records management. The second and newer was the compact disks (CD)

which were capable of storing thousands document in a very small space. Finally

in the 1990s, computer technology advanced again and led to greater efficiency

gains for the records management filed. With the advent of digital scanner, paper

documents could be read and converted automatically into electronic files (Jones,

2017). The primary function of record management is to facilitate the free flow of

records through an organization, to ensure that information is available rapidly

where and when it is needed. To carry out this function needs an efficient, effective

records management program. By helping the users to do their jobs better and

more easily, the records manager serves the company. Given that an organization’s

records are unique to it, they need to be managing explicitly, just as the

organization would manage its other resources i.e. its people, money and estate.

Any organization established, public or private need to document its activities and

this can only be done by creating records. Records contain information relating to

organization’s activities captured in reproduction from during the organization

course of administration. Records display and confirm the decision taken, the
actions carried out and the results of such actions, they support policy formation

and management decision making, it protects the interest of the organization, the

right of the employer, clients’ citizen and help to organization to conduct its

business and deliver its services in consent and equitable ways (Langemo, 2017).

Record management is crucial to all organization: unless records are managed

efficiently, it is not possible to conduct business, to account for what has happened

in the past or to make decision about the future. Records are vital corporate asset

and are required to provide evidence of action and decisions. Without proper

information, a decision maker is never certain about the outcome of her decision

according to keneddy (2018). And since the record management is the concern

information, must flow throughout the organization in such a way that it can be

tapped where it is needed. This can be possible in the presence of a good records

management system. However, the way contribution of record management in

administration colleges in an area of growing concern and must be very poor in the

near future than it is now

1.1PROBLEM STATEMENT

The past ten years has revolutionized the way in which information is generated

and stored (Suleiman, 2017). The rate at which records are supplied to the end-user

has therefore increased drastically as a result of technological advancement.

Furthermore, the pace at which information is flowing from employer to employee

at times makes it difficult for an employee to ensure that all records have been read

before attempting to destroy them. Some of the document sent by the employee

are so important that if these are destroyed without being read, an employee may

find him/herself far behind the normal operation of his/her organization. In support

of the above statement, Mr webi (2016) indicated that information plays a very

significant role in the economic development of organization. It is increasingly

used as a corporate resource to improve productivity, efficiency and effectiveness.

In support of the above sentiments, Penn, Pennix & Coulson (2017) defined

records as any information that is recorded on any physical medium, generated or

received by a business enterprise as evidence of organization, functions, policies,

procedure, operations and internal or external transactions, and valuable because of

the information it contains. Correspondence is normally conducted manually or

electrically through electronic mail or intranet (is a computer network that uses

internet protocol technology to share information, operational systems or

computing services within an organization. This term in contrast extranet, a

network between organizations, and instead refers to a network within an

organization). Documents such as policies, procedures, contracts, regulations,

minutes, letters, memos, reports, circulars, etc. are often available for employees to

update or familiarize themselves with the normal operation of their organization.

Ignorance of such documents may affect the competitive performance of an

organization. This implies that information in the form of records is used by

organizations via employees as a strategic weapon to gain a competitive advantage

for the organization that creates, receives and uses them effectively (Mr webi,

2016). Most organization does not have a good record management system.

College faces the same problem of record management. Record management in

college is very poor. Missing documents and improper filing systems are basic

examples. Proper records management gives opportunity for promotions, pays

increase and other motivations enjoyed by the employees and the management.

1.2RESEARCH QUESTION

1. Why is it necessary to have records management in an organization?

2. What problems are associated with records and information management in

the organization?

3. What effect does proper record management have on an organization’s

performance?

1.3OBJECTIVES OF THE STUDY

1. To investigate the relevant of effective records management in the

organization.

2. To identify problems associated with records and information management

in the organization
 3. To examine the effect of proper records management on the performance of

the organization

1.4SIGNIFICANT OF THE STUDY

The finding of the study will not only be beneficial to the staff of the chosen

institution (Colleges) but to the entire colleges in Kebbi. The study provides

insights into the contribution of records management on organizational

performance. It also creates new methods and principles of records management to

aid management of organization in decision making. The study would help staff of

the colleges to learn more as they provide answers to the questions. This study is

sort of additional guide to the college management to re-adjust in order to be stable

in the competitive market.

 CHAPTER TWO

LITERATURE REVIEW

In order to define record management, the concept “record” needs to be fully

explored. A record is defined either in terms of the physical tangible format in

which it appears, or in terms of the information it contains. It must be noted that

records differ in format or size and have different contents, according to Yusuf &

Chell (2017), any definition of records is a pragmatic one. The definition change

with the passage of time and as the profession gets involved in more complex

issues. Cornwell Management Consultants (2018) define a record as a document

produced or received by a person or organization in the course of business and

retained by that person or organization. Langemo (2017) further defines a record as

the memory of the organization, the raw material for decision-making and the basis

for legal defensibility. A record is viewed by Penn, Pennix, and Couson (2018) as

any information captured in reproducible form that is required for conducting

business. Roberts (2017) states that records are information created, collected or

received in the initiation, conduct or completion of an institution or personal

activity. Based on the above definitions, the concept record can be defined as the

end product of the business activity through which the performance of the

employees can be measured and thus enforce accountability. It is created or

received by employees as evidence in the course of their normal operation in an

organization.

2.1 RECORD LIFECYCLE

All records pass through a lifecycle. Basically, the record is created, actively used

for a time, and then stored in case of queries or other referrals before it is too old to

be of any further use. At that point it should either be destroyed or transferred to an

archive as part of the permanent record of the organization. Often the driver for the

culling process is lack of space rather than any adherence to cohesive policy.

2.3 RECORD MANAGEMENT

Personnel records Management is important in all organizations. Often employee

has left the organization, in order to protect ongoing rights and interests of the

employee and the organization. Langemo (2016) defines records management as

the professional management of information in the physical form the time records

are received or created through their processing, distribution and placement in a

storage and retrieval system until either eventual elimination or identification for

permanent retention in the archives. Kennedy (2017) defines record management

as a function of providing control of records from creation, or receipt through their

processing, distribution, organization, storage and retrieval to their ultimate

disposal. The international standard organization on the other hand views records
management as a field of management responsible for the efficient and systematic

control of the creation receipt, maintenance use, and disposition of records

management focuses on procedures and systems for the creation, storage retrieval

and the disposal of records.

2.4 THE ROLE OF RECORDS MANAGEMENT IN AN ORGANIZATION

According to sanderson & ward (2017) the importance of records management is

increasing been recognized in organizations. It is therefore the responsibility of

records managers to ensure that they gain the attention of decision-makers in their

organizations. Gaining recognition is all about convincing management to the role

of records management as enabling unit in an organization. Employees require

information in order to carry out their official duties and responsibilities efficiency

and effectively in a transparent manner. Records represent major sources of

information and are almost the only reliable and legally verifiable source of data

that can serve as evidence of decisions, actions and transactions in an organization

(Wamukoya, 2017). According to northwest Teritories (2018), the role of record

management is to ensure that members of staff involved in different operations

have the information they need, when necessary. Among their other purpose,

records also act as raw material for research in various disciplines, including

science research, which is an important ingredient of socio-economic development.

Furthermore, records can be used as an information resource management is

therefore of vital importance to both employees (end users) and organizational

success. As outline earlier, the primary function of records management is to

facilitate the free flow of records throughput the entire organization. Most

importantly, it remains the function of records management to ensure that an

organization’s records are safe for future reference (De Wet & Du Toit, 2018).

According to palmer (2019), the role of the records management system is that it

acts as a control system that reinforces other control system such as internal and

external auditing. The record environment that allows opportunities commit fraud,

once fraud is detected; record can provide a trail for investigators to track the root

of corruption. However, for records to be useful in this capacity, they must be

accessible. According to Hare & Mc Leod (2017), organization kept records for

information retrieval, evidence of organization’s activities and compliance with

regulations. In support of Hare, McLeod & Cowling (2019), they further identified

four main reasons for motivating organizations to preserve records permanently as

discussed below.

2.5 ADMINISTRARTIVE VALUE

In the conduct of their business activity, organizations and individuals often need

to consult records of their previous activities and decisions, for example to provide

background information, establish to existence of a precedent or to substantiate or

to refute a claim or allegation. Records in this case are of utmost importance for an

organization’s administrative function.

2.6 FINANCIAL VALUE

An organization needs long-term documentary evidence of the way in which funds

were obtained, allocated, controlled and expanded (budget). This includes budget

records, which provide evidence of how income and expenditure were planned,

and various accounting records documenting financial transactions.

2.7 LEGAL VALUE

Legal records evidence of contractual obligations, duties and privileges agreed

upon by governments’ organizations or individuals. They provide record of matters

such as property titles, charitable status and other legal and civil rights. They may

be preserved as evidence of the decision of governments, courts and other bodies

or as the source of the authority for action taken by organizations or individuals.

2.8 INFORMATION VALUE

Achieves and records management departments are generally recognized as the

primary source of materials for information and research into the history of society.

They form a unique and indispensible record for researchers such as historians,

scientists, geographers, sociologists, statisticians etc. to summarize, it may

appropriate to indicate that records exist in order to remind organizations of their

previous activities. Hounsome (2017) noted that while records management may

seem boring to many, it is hard to under-estimate the role played by records

management in organizations. The records are the corporate memory of the

organization, evidence of what was done why it was done. They provide

information for different organizational purpose, such as decision-making financial

accountability, performance measurement, and strategic planning research.

Without divorcing themselves from the above scholars, Sanderson & Ward (2018)

further explored the role of records management in an organization as follows:

i. To avoid the cost of litigation or failure to comply with the regulatory

bodies.

ii. To prevent the loss of intellectual property or loss of corporate

learning/corporate memory.

iii. To prevent loss of information from disasters or theft and ensuring

business continuity.

iv. To maximize the efficiency of operation and usage of information.

v. To respond in a timely and effective way to requirements of customers.

vi. To promote executives and their organizations from loss of reputation

and credibility. With the general public, customers, etc, by demonstrating

good practice and providing accountability for their actions. A record

needs to be recognized as a vital and reusable asset, a source of content

of content, context and knowledge (Sutcliffe, 2019). Organizations are

currently involved in knowledge management. Records management

should be seen as an enabling support function towards knowledge

management. The argument should be that without records, an

organization would lose a wealth of knowledge produced by its

employees during daily operation.

 CHAPTER THREE

METHODOLOGY OF RESEARCH

3.1 DESCRIPTION OF THE STUDY AREA

Collage tertiary institution. The stated as a objectives of providing pre-technical

education. In 1995, the institution made tremendous progress and upgraded its

courses. In 1999, the institution colleges, however, it was not until 2000 that it got

full backing of the law (collage law) to become a full-flagged tertiary institution

that offers diploma (Low and matriculation board) and PGDE programmes.

College is the hub of practical equipment in the choice of the study area was

collage made up of a large number of students, teaching and non-teaching staff

who form the base of the study. This will help solicit information from being

human base on how Human Resource records management has affected both the

individual and the organization as a whole; the researchers preferred collages

because records keeping in all the collages, is the same. This means that the will be

collected in school may be the same as in the rest of the collages. As a worker of

the collages for over three years, access to relevant data and information will be

easier
 3.2 VISION

The vision of the collages is to become a reputable technological institution

contributing actively to national development by improving career-focused

education and skills training to the highest level possible and exploiting

opportunities for conduction practices research in close collaboration with business

and industry.

3.3 MISSION STATEMENT

The mission of the collage is to:

i. Maintenance a conducive teaching and learning environment.

ii. Promote the training of highly-skilled and competent manpower inbued

with entrepreneurial skill in partnership with other institutions and

industry.

iii. Provide opportunities with other institutions and industry.

iv. Provide expert service to satisfy societal needs.

v. Pursue the diversification of funding sources to support institutional

activities while carrying out these missions, due to regard will be paid to

gender sensitivity, the needs for the physical challenged and respect the

environment

3.4 OBJECTIVES
 i. To deliver the best source to the stakeholders.

ii. Teaching and research

3.5 SAMPLING TECHNIQUES AND DESIGN

Sampling is the process of selecting a small number of people from the population

for the study. This is done because it is often impossible to involve all members of

the population in the study. Sampling techniques describe how you go about

selecting your sample size. The researcher used probability sampling and

specifically simple random sampling. In simple random sampling techniques,

every individual is chosen randomly and entirely chance, such that each individual

has the same probability of been selected since the population is homogeneous in

nature. This means that each number of the population made up of staff of every

department of computer science relating to staffs records management had the

chance of being selected. This method was used in selection to avoid any bias in

the research in order to get a true representation of the population.

3.6 METHODS OF DATA COLLECTION AND ANALYSIS

The researchers used questionnaires in the collection of primary data from

respondents. A questionnaire is made up of series of questions or items written

down for people to respond to and later submit to the researchers (Saffady, 2020).

Questionnaire is a general term that includes all techniques of data collection in

which each person is asked to respond to the same set of question. It is effective for

gathering information about practices and conditions that form opinion and attitude

to the subject of study. This method gives independence to the respondent to

provide the required responses. It gives confidentially to the respondents because

names were not attached. The secondary data were extracted from the collage

database, internet, journals, and other relevant publications. Microsoft office Excel

(2010) and statically package for Social Science (SPSS) was used to analyze the

data in the study.

 CHAPTER FOUR

4. RESULTS AND DISCUSSIONS

This section provide demographics and the analysis of the data gathered from

the field. Here, the summarized data from the respondents are presented in

tabular form: frequency tables, percentages, and simple bar charts were the

main statistical techniques used in the analysis of this data. The software which

has been used for this topic is SPSS (Statistical Package for Social Scientists).

Statistically analysis

Gender Frequency Percentage Valid

percentage

Valid Male 14 46.7 46.7

Female 16 53.3 53.3

Total 30 100 100

Departments

Valid Freque Percentage Valid

ncy percentage

Hausa Department 5 26.1 26.1

 Islamic Department 4 13.5 13.5

Computer Department 5 14.5 14.5

History Department 6 25.1 25.1

English Department 4 10.1 10.1

Arabic Department 6 15.2 15.2

Total 30 1000 100

The frequency table above represents the respondents’ gender and department.

Thirty (30) questionnaires were administered, and the total 30 had been

returned and male represent 46.7% and female represent 53.3% and the

department is highly dominated by human resource department with 26.1%,

15.1% for Arabic, 25.1% for history, 13.5% for Islamic and for English is

10.1% for registry respectively

Table 2

Gender Frequency Percentage Valid

percentage

Valid Yes 27 90.1 90.1

 No 3 10.0 10.0

Total 30 100 100

Record management policy provides guidance in establishing and maintaining

records management system. Lack of it and non-compliance are the main

causes of poor records management. The frequency table above table above

shows that the respondents irrespective of department agreed that their

department develop a policy relating to records management in the institution.

90% of the respondents agree that their department has developed policy

relating to records management and 10% only was obtained for those who

disagree with this statement. This implies that the total six departments covered

in the institution indicated that their departments have put in place a policy

regarding records management.

Application filling system available in the selecting department

Valid Freque Percentage Valid

ncy percentage

Filling system and 4 13.3 13.3

classification
 Manual record 9 30.3 30.3

E – record 17 56.7 56.7

Total 30 100 100

The table above showed that the various departments in the institution are highly

using the electronic applicable system in term of records management. In the light

of this table a percentage of 56% is obtained for a e-records. 30.0% was obtained

for manual and paper records and 13.3% only was obtained for filling system and

classification.

This indicated that the six departments covered in the institution are moderately

equipped with electronic devices in term of record management. This shows that

the institution has embark on e-records management which permit easy storage,

sorting and retrieval of table 4 information and protect documents against

unauthorized persons.

Gender Frequency Percentage Valid

percentage

Valid Yes 25 83.7 83.7

No 5 16.7 16.7

Total 30 100 100

According to table 4, it clearly show that the majority of respondents irrespective

of their department confirm that their department has electronic records

management system for their personnel records with 83.3% to improve record

keeping system in the institution therefore, the minority with 16.7% claim for

training process to improve upon their skills regarding to the electronic system for

personnel record management.

The impact of record management on the performance of polytechnics is positive.

This is shown if fig 3 respondents from the selective six departments affirm that

record management has good impact on the performance of the polytechnic with a

percentage of 46.7%, 36.7% proved that it has averagely impacted the performance

of the institution and rest with a percentage of 16.6% proved it to have an excellent

impact on the performance.

Through two open ended questions answered by respondents revealed that most

respondents are using e-records management system, this confirm the frequency

table above (see table 2). Indeed the process depends on the power, sophisticated

electronic devices and required skills in term of good use of the system effectively.

Unfortunately, the institution does not have any power generating plant to keep the

record management processing devices on when power goes off. Furthermore, the

required device to carry out the record management process seems to be

inadequate and the required skills to carry out the record management process

effectively are lacked. These seem to hinder the performance of the institution

slightly. The following suggestions were made by them as far as the challenges are

concern to improve record management in the institution. Since the manual record

management does exist, the respondents stated that e-record management

processing devices should be provided, giving of opportunity for on the job

training for those responsible for record management system and provision of

power generating plant in term of power supply.

 CHAPTER FIVE

5.1 CONCLUSION

The study examined comparative analysis of record management and

organizational performance. Case study and survey strategies were used. Survey

questionnaires were issued to 30 respondents selected using simple random

techniques. Microsoft Office Excel (2010) and statically computer for social

science (SCSS) was used to analyze the data collected. Under this, percentage

frequency tables and simple bar charts were used to analyze the data from the field.

The study revealed that there is a sound record management practices in the

organization. The organization had developed record management manual and

policies and the policies are been implemented and put into practice. There is

improvement of filling procedure manual and adequate personnel to keep records.

The study further revealed that training is not taken for existing personnel in

charge of record keeping so as to speed up the record management. This revealed

that only few individual are trained. Lack of training in record management can

hamper an organization’s performance. If employees do not have guideline on how

to operate and how to use filling systems, productivity cannot be improved. It can

therefore that record management training was insufficient. These findings provide

answers to the research questions in the chapter one. The study has few limitations;

yet, it is a good piece of work that will add to the existing body of knowledge.
5.2 RECOMMENDATIONS

To maintain appropriate record management systems in the collages to improve it’s

perfect. The existing electronic record management system in all departments

needs to be improved. This will assist in the managing of records and controlling

the pace of which promotion and other benefits are paid. Additionally, records

would be more easily stored and retrieved. An electronic record management

system will also assist in addressing the issue of long process and incomplete

documentation on files. Like any other program, electronic record management

also has its weaknesses. The fact is that electronic record management relies on

electricity for retrieval; it is advisable to the collages to introduce backup system

which can be used when there is no electricity. The collages may lose unsaved data

records at the time of power failure and if backup system is implemented, the

chances of losing records are limited romance, the following are the recommended.
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1. Academy of business excellent limited (2003). For the record: the

importance of record keeping to your organization.

2. Beastall, G. (1998). Records management meets knowledge gathering.

Record Management Journal,

3. Cornwell anagement Consultants. (2001). Model requirement for the

management of an electronic records (MoReq).

4. Cowling, C (2003). Records Management Manual. University of Ilorin.