PROBLEM OF RECORDS MANAGEMENT IN INSTITUTE OF MANAGEMENT AND TECHNOLOGY

PROBLEM OF RECORDS MANAGEMENT IN INSTITUTE OF MANAGEMENT AND TECHNOLOGY [A CASE OF ENUGU STATE]

Code No: 273160

₦5,000.00

ABSTRACT

Record management is the making use, control and disposition of records. So that the system works efficiently and economically.
Business organizations, government ministry, educational institutions and social institutions depend upon records for their existence. There are several problems that stand in the way of achieving an efficient and effective records management in institution of higher learning.
In view of this, the researcher decided to identify some of these problems of records management in institute of management and technology in Enugu state.
The main instrument of this study was questionnaire, administered on a sample size of one hundred and fifty respondents chosen from these institutions. From the information gotten, the researcher concluded that given all other factors, the problems of records management in institution of higher learning are
Absence of well define records management policy or practice; the problems encountered in handling records or mails and inadequate storage space and equipment, the problems encountered in retrieval of disposal of records.
By these findings, the researcher gave some recommendations that may enhance records management practice and assets in offering solution to the above problems which are keeping of records retention policy of the institution by the institutions. Secondly, an efficient and effective records management department should be maintained so that records would be properly kept and handled. Also, inactive files or records should be kept in an inactive area or achieves as it costs less than keeping them among the active records. There should be periodic training and education for personnel in the records management unit of the institution. Records management personnel should made to have abroad background in business and a training information area to enable them cope with the expanding needs of business. Documents filing and records keeping should not be complex but done immediately actions are taken on them and finally, that should be adequate storage space and equipment where records should be stored.

CHAPTER 1

CHAPTER ONE
1.1 BACKGROUND OF THE STUDY
Over the years, many methods of records keeping have been applied in running organization but one thing that has remained relatively constant in modern management has been the management needs for information.
Management requires information/records about products, personnel, finance, customers and when called for, they need them promptly to speed the work of the busy executors (Elendu 1983)
Modern society depend much upon records. Business organizations, government ministries, Educational Institution and social institutions depends upon information for the existence. In the modern business offices in Nigeria, contracts, letters, memoranda, invoice, cheques, vouchers, price lists, catalogues, cost analysis statements, personnel reports constitutes records that have to be preserved for future references.
Also, Educational institutes keeps records of their students names, address and even results of examinations taken either passed or failed, letters, transcript, reports, particulars of students.
All these records should be kept in the most appropriate and convenient methods to fasten their retrieval when needed. All sorts of records are recovered by the institution working day.
There is no doubts that if these records are not properly taken care of, the whole records office space will be flooded with papers and there will be no working space kept. This situation will then give rise to problems in records management. Records management ensures that important documents of the institution are retained and protected against damage, loss and unqualified assessments. Un-important and useless ones should be destroyed or discarded. Hence (Thelma 1990), the main purpose of record management is to eliminate papers that are temporary useless without delay and to identify and protect important documents of the institution.
In every institution today, the key question asked are; What type of records should be kept? How long should it be kept? What is the mode of their destruction? This project therefore will try to proffer answers to these problems.