The role of records management in public service delivery in county governments in Kenya: a case study of Kisii county government headquarters (original) (raw)
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Records Management Journal, 2018
The study aims to establish the records management practice, in support of governance in Nyamira County. The objectives were to determine the types of records managed in Nyamira County, to establish the contribution of records management in the running of Nyamira County, to determine the adoption of records management policies in Nyamira County and to assess strategies that will lead to sound records management in Nyamira County. The sample population comprised 27 respondents who were drawn from different categories of staff through census sampling as follows: 4 records officers, 3 record clerks, 10 chief officers and 10 secretaries. The study used a qualitative research approach where interview schedules and observation were used for data collection. It was established that Nyamira County generated various types of records including policy related records, financial records and auditing records. It was submitted that records management is essential in support of governance as it forms a basis for equity in resource distribution, hence fostering confidence among the public, which results in good will from the people on County government projects. The study noted various challenges including inadequately trained staff on records management, lack of records disposal and retention schedules, inadequate equipment and space and inadequate policies and standards. The study concluded that poor records management practiced in Nyamira County was a great hindrance to good governance and recommended that county governments should formulate and implement records management policies, standards and guidelines and provide adequate budgetary allocations to ensure that the records management practice that is in place supports governance.
THE ROLE OF RECORDS MANAGEMENT IN ENHANCING SERVICE DELIVERY IN NAIROBI CITY COUNTY
Annald Ongwenyi-The Role of Records Management in Enhancing Service Delivery, 2024
The aim of this study was to investigate sound records management in Nairobi City County (N.C.C) in enhancing service delivery with the intention of making recommendations. The theoretical foundation for the study was based on systems theory. The study adopted the descriptive research design. The target population of the study included all the 22 records clerks in the various departments of Nairobi City County as well as the records manager. A census approach was used to select all the 22 records clerks staff while purposive sampling technique was used to select the records manager. The data collection tools were self-administered questionnaire and interview. Quantitative data was analyzed using descriptive statistics with the aid of SPSS. Qualitative data was organized into broad themes and the content reported in a narrative form. The researcher collected from the respondents all the questionnaires which translated to a return rate of 100%. The results of the study established that although N.C.C had a records management policy, it was rarely complied with and there was no mechanism in place to monitor the staffs' compliance with it. The policy had also not been reviewed since its formulation. The study recommended that the records manager should establish a mechanism through which the records management policy can be complied with by the personnel.
2007
The article presents the findings of a study which examined the role of Kenya National Archives and Documentation Service (KNADS) in the management of records in 18 government ministry headquarters in Nairobi, Kenya. Data was collected (in 2005) through questionnaires sent out to 157 registry staff, and through interviews conducted with 10 senior government officers and six archive personnel from Nairobi Records Centre and KNADS headquarters. The research findings revealed that, even though KNADS provided records management advice to government departments, the record creating agencies did not adequately implement this advice. The study established that KNADS faced various challenges in providing records management advice to government departments and that this may compromise public service delivery and the effective management of government information. The chal-lenges that were identified included: inadequate human and financial resources, lack of support from senior government of...
European Journal of Information and Knowledge Management
Purpose: To determine the influence of records management policies on service delivery of selected government parastatals in Mombasa County, Kenya. Methodology: The study used mixed method research approach and descriptive research design. This study’s target population comprised of 9 government parastatals located in Mombasa County. The study used simple random sampling method to obtain 3 parastatals which were Kenya Coconut Development Authority [KCDA], Kenya Maritime Authority [KMA], and Kenya Ports Authority [KPA]. The study used simple random sampling method to obtain 269 operations staff who answered open-ended questionnaires. This study conducted a pre-test study at Kenya Ferry Services Limited whose respondent were 27 operations staff randomly selected and distributed in all departments. Reliability and validity were also measured. The study analyzed descriptive statistics which comprised of frequencies, percentages and mean. The findings were presented through tables, figur...
National Archives and the effective Management of Public Sector Records in Kenya
2007
The article presents the findings of a study which examined the role of Kenya National Archives and Documentation Service (KNADS) in the management of records in 18 government ministry headquarters in Nairobi, Kenya. Data was collected (in 2005) through questionnaires sent out to 157 registry staff, and through interviews conducted with 10 senior government officers and six archive personnel from Nairobi Records Centre and KNADS headquarters. The research findings revealed that, even though KNADS provided records management advice to government departments, the record creating agencies did not adequately implement this advice. The study established that KNADS faced various challenges in providing records management advice to government departments and that this may compromise public service delivery and the effective management of government information. The chal- lenges that were identified included: inadequate human and financial resources, lack of support from senior government o...
2019
Records management is the field of management which is responsible for efficient and systematic control of creation, receipt, maintenance, use, and disposition of records. It also includes the processes of capturing and maintenaning evidence of and information about business activities and transactions in the form of records. The purpose of this study was to establish the challenges faced in service delivery at the records department of the TSC, Nairobi. A case study research design employing both quantitative and qualitative research methods (mixed method) was used to collect data from a target population of 300. A sample size of 100 was selected from the target population. Data was collected using questionnaires, interviews and observation method. Quantitative data was coded to enable computation of frequencies of the occurrences of the key variables while qualitative data was evaluated using content analysis method. Data was classified, edited, and systematically analyzed using t...
Electronic records management strategies by government agencies in Kenya
Record and Library Journal, 2019
Background of the study: With the advancement in technology, government agencies generate, receive or use records in electronic formats. There is need to develop appropriate strategies to manage these electronic records effectively. An electronic records management strategy must be aligned to the agency's legal mandate as well as reflect best records management practices and technological options. Purpose: This chapter explores the extent to which government agencies in Kenya apply electronic records management strategies in regard to legal framework, long-term preservation, metadata, file naming and file formats, and digital media storage. Method: Additional data was collected through a review of relevant literature. The data was analysed and presented using descriptive statistics. Findings: The findings indicate that the Government of Kenya recognises electronic records as valuable. The study leading to this chapter was conducted as an online survey through which data was collected from records managers working in 90 government agencies who are members of the Network of Library & Information Professionals in Kenya. The link to the online questionnaire, hosted on Google Forms, was circulated through the network's administrator. 38 officers successfully filled the forms. Conclusion: It has developed and deployed several policies and legislation to enhance the management and use of electronic records for posterity. However, the government lacks facilitative structural and budgetary provisions to implement these effectively.
Archives and records management in Kenya: problems and prospects
Records Management Journal, 2003
The Kenya National Archives and Documentation Services is seen as a success story by many other African archival institutions. The Department has made major strides in developing records services, opening five regional centres and partially automating most of its finding aids. However, as this article indicates, major aspects of managing public sector records remain chaotic and regulations governing the management and disposal of public records are flouted by many Civil Servants. The article concludes by suggesting that the time has now come for the National Archives to focus on the management of the entire life cycle of records rather than managing only the archival preservation stage.
2015
Records are valuable business assets. Effective and timely planning and decision making is highly dependent on the efficient provision of well organized records in a timely manner. Sound policies and just decision-making demand that information is collated, stored, managed, used and disclosed wisely and appropriately. Moi University has a problem in records management which is an essential component in quality service provision. The aim of the study was to investigate the role of records management in the provision of quality services at Moi University with a view to proposing a model that integrates sound records management and quality service provision. The specific objectives of the study were to: undertake a business process analysis of Moi University to establish the resultant records generated by these processes; assess the current state of records management at Moi University and how this has impacted on the quality of services provided by the University; establish the existe...