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 records”
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 organization”. 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.