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Record Management And Effective Job Performance In An Organization
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CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
Information
is imperative in the administration of any corporate affairs. Records
management has been defined by Omorogie in Idih etal (2012), as “a
planned programme for creation maintenance, retention, transfer and
disposition of recordsâ€
In addition, idih et al (2012), defined
records management as “that area of general administrative management
concerned with achieving economy and efficiency in economy and
efficiency in the creation, maintenance, use and disposal of records of
an organization throughout their life cycle and making the information
they contain available in this support of the business of that
organizationâ€. Thus records management is concerned with the creation,
use, safety, retrieval and distribution of information to support the
business activities of an organization.
Organizational records may
include personnel, financial, production, sales forecast and stocks.
Other forms of records may be texts (letters, addresses, agreements,
receipts, etc). Graphic materials (pictures, drawings, photographs) and
electronic records as well as artifacts. Records management is important
in an organization because it enables management of organization to
make policies, plan and take decisions. It enhances good risk
management, increased productivity, enhances operational effectiveness,
improves ability to meet organizational and community expectations and
makes for better management and delivery of services amongst others.
Effective
job performance in any organization requires the establishment of an
effective management programme. This means that organization should
determine the type, nature and structure of records to be created and
the technologies to be used; determines how records are to be organized
and used; preserved records and making them available to meet business
expectations, comply with legal and regulatory requirements and ensuring
that records are maintained in a safe and secure environment.
Organization should ascertain how long records are to be kept and
identify opportunities for improving the effectiveness, efficiency or
quality of its processes decisions and actions.
Every organizational
job is performed according to specifications and standards dictated by
good records management practice. Correspondence writing, engineering
and architectural works, production of goods/services, filing,
accounting and clerical jobs, medical examination and treatment of
patients, recording mails and distributing them are dependent upon good
records management practices.
It therefore, follows that poor records
management practices would have some effects. These include poor
decision making caused by incomplete information, time is wasted in
searching for information, money is wasted in storing records. Others
include severe legal liabilities, increased organizational risk and low
quality of service to customers. The above factors seem to indicate that
poor records management practices could affect job performance in an
organization.
1.2 STATEMENT OF THE PROBLEM
More often than not,
management seems not to be concerned about proper record management.
Despite all the benefits derived from good record management practices,
decisions are rarely accurately made.
However, the problems
surrounding this are multi-dimensional. Most organizations lack
appropriate and capable record management personnel in their
organizations. These personnel lack the various office skills/techniques
for an effective and efficient record management and they may be
carrying out jobs haphazardly without regards to the attainment of the
goals of the organization.
Moreso, most organizations lacks the
needed funds to procure record management materials and equipment such
as filling cabinets, file jackets and computers etc., are grossly
lacking in various establishments. Over the years, lack of typing
sheets, office pins etc have become common complaints in both public and
private establishments. This may have resulted from the fact that the
organizations lack adequate funds with which to procure materials for
the maintenance and safety of organizational records.
Moreover,
various records personnel are irresponsive to technological developments
in records management. The record management personnel are afraid of
either insecurity or retrenchment associated with the introduction of
automation.
Hence, Hadget (1982), stated that technological changes
in organizations could cause uncertainty in the minds of employees if
they see them as posing a threat to their jobs. This causes frustration
and anxiety which adversely affects their job performance or
productivity.
Another problem is poor attitude of workers and the
influence of bribery and corruption which have eaten deep into the
fabrics of the Nigeria work force. In the words of Eze (1998), Nigeria
workers show general apathy or Lukewarm attitude towards public service.
This is not unrelated to the problem surrounding record managements, in
organizations. Files are indiscriminately lost and very important
records altered as well as the disclosure of classified office
information by staff in the pursuit of selfish gain ranging from poor
supervisor.
Quite close to the above is yet the problem of lack of
defined record management policy in many organizations. Otamiri (2002)
added to this when he said, in order to ensure efficiency and uniformity
in record management a company policy and procedures on records
management practice must be formulated and used for the guidance of all
concerned. About 98% of all corporations in Nigeria lack a formidable
and coherent record management policy thereby leaving such an important
aspect of the general management process frustrated.
In most cases
records are left in the hands of junior staff to manage. It is in the
light of the above that this study attempt to investigate into the
problem of records management in organization.
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ABSRACT - [ Total Page(s): 1 ]The aim of this research work is to find out the importance of record management and effective job performance in an organization, thus any manager or secretary who is proficient in the art of information-record management may not explore his potential and capabilities effectively without proper record management practice. Therefore, these have given a propelling force to this study into the various problems of record management in organizations. The study look at adequate devices of record mana ... Continue reading---
