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THE EFFECTS OF
POOR RECORDS MANAGEMENT IN AN OFFICE ORGANIZATION IN FEDERAL POLYTECHNIC, OKO.
ABSTRACT
THIS STUDY IS ON THE EFFECTS OF POOR RECORDS
MANAGEMENT IN AN OFFICE ORGANIZATION. THE PURPOSE OF THE STUDY IS TO FIND THE
EFFECT OF POOR RECORDS MANAGEMENT IN AN OFFICE ORGANIZATION. TO FIND OUT THE
IMPORTANCE OF RECORDS MANAGEMENT IN AN OFFICE ORGANIZATION, TO KNOW THE
PROBLEMS ASSOCIATED WITH POOR RECORDS MANAGEMENT. THE POPULATION OF THE STUDY CONSISTS FROM FEDERAL POLYTECHNIC, OKO; THE DATA COLLECTED FOR THE STUDY IS BY
STUDY MEANS OF LITERATURE REVIEW AND QUESTIONNAIRE WHICH THE RESEARCHER
ADMINISTERED PERSONALLY. THE RESEARCH USED PERCENTAGES IN ANALYSIS THE DATA, THIS IS TO MAKE FOR EASIER UNDERSTANDING OF THE FINDINGS. THE CONCLUSIONS BASED ON THE
FINDINGS ARE RECORDS MANAGEMENT IS THE KEY
TO SUCCESS IN ANY BUSINESS ORGANIZATION,
IT HELPS A LOT IN FILLING AND RETRIEVING OF DOCUMENTS.
TABLE OF CONTENT
Title page i
Approval page ii
Dedication iii
Acknowledgements iv
Abstract vi
Table of content vii
CHAPTER ONE
1.0 INTRODUCTION 1
1.1 Background
of the study 2
1.2 Statement
of the study 7
1.3 Purpose
of the study 8
1.4 Significance
of the study 8
1.5 Research
Questions 9
1.6 Scope
of the study 10
1.7 Definition
of terms 10
CHAPTER TWO
2.0 Literature
Review 13
2.1 Reliable
records management 19
2.2 Current
issue in records management 21
2.3 Impact
on records management 23
2.4 Elements of records management system 24
2.5 Identify records management roles 26
2.6 Types of records 27
2.7 Computerized personnel records 30
2.8 Poorly maintained government computer system 36
2.9 Improving public service productivity through information 40
2.10 Policy and Infrastructural 41
2.10.1 Strategic approach to public management 43
2.10.2 Records Creation 45
2.10.3 Records use and maintenance 48
CHAPTER THREE
3.0 Methodology 51
3.1 Brief Outline of the Study 51
3.2 Design of the Study 52
3.3 Area of the Study 52
3.4 The Population of the Study 52
3.5 Sample of the Study 53
3.6 Instrument for Data Collection 54
3.7 Validation of the Instrument 54
3.8 Distribution and Retrieval of the Instrument 55
3.9 Method of Data Analysis. 55
CHAPTER FOUR
4.0 DATA
PRESENTATION AND ANALYSIS 56
4.1 Findings 73
CHAPTER FIVE
5.0 Summary of Findings 76
5.1 Recommendations 77
5.2 Conclusion 79
5.3 Limitations of the Study 80
References 82
Appendices 84
Questionnaire 65
CHAPTER ONE
1.0
INTRODUCTION
Information
flow is at the core of every management system, public or private and the
correct interpretation of information is a critical attribute of an effective
manager. Such interpretation is the basis of all rational decisions, which is
the essence of management. Therefore, information must be considered vital
resources at the personal, organizational and national level.
Information
is a product of processing (analysis and synthesis) of factual data. Hence
data, which is colleted and stored in various forms, is the raw material for
producing information. Incorrect and incomplete data therefore gives rise to
defective information. Defective information can also arise from poor
processing of data. Another factor that contributes to poor information is ineffective
communication because of delays, incompleteness, or distortions, therefore,
developing and sustaining system that produces, store, transmit and process
information is a priority functions in public administration and the management
of development.
1.1 BACKGROUND OF THE STUDY
In our society today, people in
business, government and social activities to a large extend depend on records.
Records are of vital importance, hence in the field of business studies,
records management has been seriously appreciated, no effective discussion of
an office activities takes place without records.
Historically, its origin is traced back
to Egypt,
central records were made for purchase and sales of land to enable them know
how transactions were made how records were kept. So, Egyptians gathered the
necessary information which were not only processed but stored for future
reference.
Records management, in essence is an
man, it has been in existence for quite a long period of time. This is because
of man’s desire for keeping document and for keeping proper records of his
daily activities so as to avoid forgetfulness. In the ancient times, records
management was crude, there was no proper or good system of storage of records
because it was not viewed with a keen interest.
But today’s modern world or business
because of new invention n different business world records management hampers
the smooth running of modern business organization, while proper care is taken
in any organization to see that records are kept properly as it is part of the
business. Infact, it is the life wire of most business as the planning of the
business, documents used for construction of sites, receipt for goods bought
and so on are kept for future reference.
Taking a critical look at a typical
office, it will be observed that, that would be seen embraced such things like
letters, report, cheques and so on. All these are records which must be
presented so that reference should be made easily. Offices do not operate in a
vacuum, they receive information which comes inform of invoices, memorandum,
correspondence etc., which are sorted out, recorded, codified and properly
stored for future references, these places of information could be sorted out
alphabetically or chronologically. There is no standard system of record
keeping; each organization has it own system of record that suits it. What we
regard or know as records come information and only becomes important when they
were properly kept for future reference. Records do not come into being at
random, their existence and maintenance is deliberated.
Therefore, is hardly on organization
that has no desire for storing documents. The major problem could be lack of
finance, space and equipment for keeping records.
An organization needs storage equipment
filling cabinet, desk, drawer, fire resisting equipment etc. as to have an
efficient and standard system of keeping records. Having been able to buy the
equipment, lack of space can hamper the efficiency of the record-keeping
management. For example, many institutions and ministries are operating in
rented buildings.
Against this background, many records
are kept by different offices operating in Nigeria; their records arise from
the daily activities in and outside the offices. Various office managers are
usually placed in charges of records management in these offices. On the order
hand, some organizations do not know the importance of record management. When
one goes to an organization to get documented information, what he or she will
hear is that the record(s) bearing the information is missing. Thereby causing
delay in getting the information. In this regard the researcher wants to make a
through research concerning the effects of poor record management in an office
organization. Also the research wants to get solution to the problem
investigated.
1.2 STATEMENT OF THE STUDY
It is a fact that poor record management
affects an organization performance. This is because when records are not well
kept, it disrupts functions. Hence organization should learn or teach their
employees on how to file and keep their files properly. It was also discovered
that most organization doesn’t have modern equipments like computer to keep
records; lack of accommodation is also one of problems encountered. These are the
reason why the researcher wanted to find out the effects of poor records
management in an office organization.
1.3 PURPOSE OF THE STUDY
1.
The
purpose of study is to know the effect of poor records management in an office
organization.
2.
To
know why some offices in the institution fell to keep records well.
3.
To
know the problem associated with record management.
4.
To
make suggestion based on the findings and also make recommendation so as to
have effective records management in the organization especially in Federal
Polytechnic, Oko.
1.4 SIGNIFICANCE OF THE STUDY
The study will be of great benefit to
organizational managers to know modern ways of keeping records. This study will
also help the management to decide to send the workers concerned for in service
training so as to improve records management in an organization. The study will
also eliminate manpower wastage in organization. It will also help the workers
to be aware of proper records keeping.
1.5 RESEARCH QUESTIONS
To what extent does Federal Polytechnic,
Oko keep records of their students?
i.
To
what extent does poor record management affect both students and staff of the
polytechnic?
ii.
What
are the courses of poor record management in organization?
iii. Does Federal Polytechnic, Oko teach
the staff proper records management?
iv.
To
what extent does poor record management affect organization?
v.
What
are the consequences of poor record management?
vi.
Does
poor record management affect organization performance?
1.6
SCOPE OF THE STUDY
The scope
of this work is the effects of poor record management in an organization in
Federal Polytechnic Oko. In this research work is the effects of poor records
management in Nigeria
with special reference to Federal Polytechnic, Oko.
1.7 DEFINITION OF TERMS
RECORDING: This
is a process of putting down in writing a permanent account of facts or events
persevered for future reference.
MOTIVATION: Is a management techniques and a process of
stimulating people into action in order to accomplish the desire goal or
objective.
AUTOMATION: This is the use of different types of machine aided
devices to work in an office to improve the efficiency and effectiveness of the
employ manpower.
SECRETARY: A secretary is an association to an executive that posses
mastery of higher skills, has the ability to take responsibility without much
supervision and able to take decision within her/his limit or scope.
DEPARTMENT: Is a situation where the activities of an
organization are severally divided into sections or group and according to
their functions.
ORGANIZATION: This means the arrangement of the various party
allocated with authority and responsibilities so that they work harmoniously
towards the attainment of the set goals or objectives.
COMPUTER: Is an electronic device that accept data to produce a
meaningful information with title or no human intervention.
COMPUTER PROGRAMME: Is a set of instrument which
enables.
MANAGEMENT: This is the act of managing
ie the managers of an organization.
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