CONSTRAINTS OF EFFECTIVE ELECTRONIC RECORDS

MANAGEMENT SYSTEM IN AN ORGANIZATION

(A CASE STUDY OF FEDERAL POLYTECHNIC NASARAWA,

NASARAWA STATE)

BY

OGWUCHE ENE MARY

FPN/FIT/2022/2023/NOTM/3003

JULY, 2024
 Title Page

CONSTRAINTS OF EFFECTIVE ELECTRONIC RECORDS

MANAGEMENT SYSTEM IN AN ORGANIZATION

(A CASE STUDY OF FEDERAL POLYTECHNIC NASARAWA,

NASARAWA STATE)

BY

ENE MARY OGWUCHE

FPN/FIT/2022/2023/NOTM/3003

BEING A PROJECT SUBMITTED TO

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT

FACULTY OF INFORMATION TECHNOLOGY
THE FEDERAL POLYTECHNIC NASARAWA
NASARAWA STATE

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE

AWARD OF NATIONAL DIPLOMA (ND) IN OFFICE TECHNOLOGY
AND MANAGEMENT

JULY, 2024

ii
 Declaration

I Ene Mary Ogwuche ND/OTM/3003 declare that this project work was conducted solely by me

under the strict supervision and guidance of Dr. T.Y Agana, of The Department of Office

Technology and Management, Federal Polytechnic Nasarawa, Nasarawa State.

_______________________ _____________________
Ene Mary Ogwuche Date
FPN/FIT/2022/2023/NOTM/3003

iii
 Certification

This is to certify that this project work has been carefully read and approved by the undersigned

as having satisfied the necessary conditions for the award of National Diploma (ND) in the

Department of Office Technology and Management, Federal Polytechnic Nasarawa, Nasarawa

State.

_______________________ _____________________
DR. T.Y AGANA DATE
(PROJECT SUPERVISOR)

_______________________ _____________________
MRS. M. A. OGWUCHE DATE
(HEAD OF DEPARTMENT)

_______________________ _____________________
EXTERNAL EXAMINER DATE

iv
 Dedication

This project work is dedicated to God Almighty for His unending love, guidance, mercy and

protection showered on me throughout my course of stay in the academic environment.

v
 Acknowledgement

With a grateful heart, I want to use this time to appreciate God Almighty who made my
education and everything possible.

I also want to extend my appreciation to my Head of Department, Mrs. Mary Oguche and
all the members and staffs of Office Technology and Management (OTM) and to the
school entirely.

I will also like to tender my heartfelt gratitude to my project supervisor, Mrs. Idris Aisha
Loko for her continuous guidance, and her endless support throughout the duration of this
project.

I will specially acknowledge a great person who has contributed highly to my stay in in
the Institution Honourable Muhammed Hamed Hassan. My gratitude also goes to my
Lecture Mrs. Jumai for moral and physical support.

I am forever grateful to my brothers Moses Ogwuche, my Uncle Mr. Philip Wondi for his
support and my lovely Parent, Mr/Mrs. Innocent Ogwuche for their support throughout
my academic section. May the good God continue to bless them abundantly?

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Abstract

The study on the constraints of effective electronic records management systems in the
organizations using Federal Polytechnic Nasarawa, Nasarawa state as (A case study). To guide
study four research questions were raised, the population of the study comprises of four hundred
and ninety six (496) students in office technology and management department, the Federal
Polytechnic Nasarawa, Nasarawa state. Survey design was adopted for the study. A structured
questionnaire at two options was use for the collection of data. The data was analyzes using
mean, the analysis revealed the following finding among others that the constraints in Federal
Polytechnic Nasarawa is mainly caused by power failure, system virus inability to remember
password code etc and hereby effecting retrieval of records. That the constraints in organization
electronic records management are cause by lack of electronic filing system, delay in getting
information, loss of information/data etc and hereby affecting organizing of electronic records.
That the constraints in protecting electronic records management are caused mainly by lack of
maintenance culture and loss of information/data (virus), lack of confidentiality on the part of
the personnel and free accessibility of information and thereby affecting the protection of record
management. Based on the findings, it is therefore recommended that: in respect of power failure
organization/ institutions or the management of the Federal Polytechnic Nasarawa should
provide adequate power supply such as stand –by generators, solar energy or good electricity
supply to enhance good job performance and to easy retrieval of records. The
management/institution should adopt the alphabetical classification of records for easy
identification and location of records. The management of Federal Polytechnic Nasarawa should
give adequate training on the electronic filing system. Staff should be discipline on how to
maintain the available equipment’s in the organization/institution.

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 TABLE OF CONTENTS

TABLE OF CONTENTS

COVER PAGE i
TITLE PAGE ii
DECLARATION iii
APPROVAL PAGE iv
DEDICATION v
ACKNOWLEDGEMENT vi
ABSTRACT vii
LIST OF TABLE viii
CHAPTER ONE
INTRODUCTION

1.1 Background of the Study 1

1.2 Statement of the Problem 2
1.3 Purpose of the Study 3
1.4. Significance of the Study 4
1.5 Research Questions 5
1.6 Scope of the Study/ Limitation of the Study 5

CHAPTER TWO
REVIEW OF RELATED LITERATURE
2.0 Introduction 7
2.1 Conceptual Framework 7
2.2 Theoretical Studies 10
2.2.1 Computer Literacy Skills 13
2.5 Job Performance of Polytechnic Registry Staff 17
2.5.1 Records Management 19
2.5.2 Reorganizing Storage 20
2.3 Conclusion 23

CHAPTER THREE
RESEARCH METHODOLOGY
3.0 Introduction 24
3.1 Research Design 24
3.2 Area of the Study 24
3.3 Population of the Study 24
3.4 Sample Size 25
3.5 Instrument for Data Collection 25

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3.6 Method of Data Collection 25
3.7 METHOD OF DATA ANALYSIS 25

CHAPTER FOUR
4.1 Data Representation and Analysis 26
4.2 Findings: 32
4.3 Discussion of findings: 33

CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
5.1 Summary 34
5.2 Conclusion 34
5.3 Recommendations 35
REFERENCES 36
QUESTIONNAIRE 37

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 CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Oliver (2012) sees ICT as the science that investigates the properties and behaviour of

information, the force governing the flow of information and the means of processing

information for optimum accessibility and usability. In the past few years Information

Communication Technology (ICT) has spread through the whole world in a big way. Computers

are finding their way into schools and higher learning institutions, government and the private

sector, and other organizations. In many cases, ICT has penetrated work and learning

environments unplanned.

Many governments and users recognize the potential of ICT and the opportunities it provides,

particularly for economic and social development where distances and traditional systems have

tended to hamper progress. ICT also presents opportunities for recordkeeping in developing

countries. Bamiro and Liverpool (2010) in Akwegwu (2011) observe that the computer (ICT) has

already invaded and dominated universities in the developed world. It has also been widely

acknowledged that ICTs have the potential to play an immediate role in the quest for sustainable

and equitable development in Third World countries.

Russak (2010) noted that traditional models of scholarly communication would be undermined

by the photocopy machine and the computer. His prediction has held: the advent of new

information technologies that have completely and irrevocably transformed the ways in which

materials are created, structured, stored, transmitted, distributed, communicated, and accessed,

have similarly transformed the means and modes of scientific communication. During the past

1
decade, global communications have changed dramatically, as a result of the increased use of

information and communication technologies (ICTs). ICTs are becoming necessary if countries

are to compete on a global scale.

Records management as a field of work and as a means of ensuring productivity has not been

given the necessary attention that it deserves in Nigeria until recently when both public and

private institutions have started to pay attention to good records management systems and

practices. Although International Standard for the management of business records (ISO 15489)

emphasizes the need for good records management as an effective way for countries and

organizations to fulfill their obligations and meet expectations of their stakeholders, this

requirement has suffered a major backlash in Nigeria.

Records and record keeping constitute the life wire of organizations Egwunyenga (2016). It

would be very difficult to plan and administer any organization such as the school effectively

records are not kept and managed properly. School records are documents, books, diskettes and

files which contain information on what goes on in the school (academic and nonacademic

activities), school personnel, students as well as other school resources such as instructional

materials Olagboye, (2014).

1.2 Statement of the Problem

In the past few years Information Communication Technology (ICT) has spread through the

Pacific region in a big way. Computers are finding their way into schools and higher learning

institutions, government the private sector, and other organizations. In many cases, ICT' has

penetrated work and learning environments unplanned Setareki Tale and Opeta Alefaio, (2015).

Example, in the past years, typing was done with typewriters, then there was a transformation to

2
the use of computers, now, not only are computers used to type, but one can programme it to

take dictations of notes and type them.

However, Federal Polytechnic Nasarawa since its inception is now seeing some level of ICT

innovations where a Department called Management Information System (MIS) was introduced

to generate students' record. This was causing problem of updating students' records by itself and

key in data could not be changed. Lecturers and students are not comfortable with this program,

so new programs are being introduced but there are still lapses in the record keeping and

management systems which need to be addressed.

Retrieving or getting information or records on students, staff and people in polytechnic

community is difficult. In the General Office, there are still bulky files which are presumed to be

records of the polytechnic and the use of computers; does it mean that filing is done both

manually and with computers? Also students Transcripts, attestation and results takes a long time

before they get them. Why does it take so long a time? Looking at the population of about a

thousand and above, students still queue for several number of days to have their registration

done per head on paper.

This problem needs to be checked before the institution lose its customers (students) because

there are other institutions out there which have a well Planned record management systems and

students records are retrieved on time. It looks disturbing that a big organization like the Federal

Polytechnic Nasarawa, appears to have problems with record management in this era of ICT.

1.3 Purpose of the Study

The objective of the study is to investigate how ICT has contributed to the enhancement of

records management in Federal Polytechnic Nasarawa.

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Specifically, the Purpose of this study is to:

1. Determine the importance of Records Management in Federal Polytechnic Nasarawa.

2. Determine the effect of ICT on record Management in Federal Polytechnic, Nasarawa.

3. To find out if Federal Polytechnic Nasarawa has a data base management system.

4. To determine ways to improve record management systems using ICT

1.4. Significance of the Study

This study is expected to provide a basis for comprehensive information on information and

communication technology and its impact on record management in institutions in Nigeria. The

study will established the existing gaps in the adoption of information and communication

technology in the record management of Federal Polytechnic Nasarawa in the Northern region of

Nigeria.

The result of the study has the potential to contribute immensely to the strategic decision making

of the top management of Federal Polytechnic Nasarawa. This will enable them to give much

attention to records management using ICT and automate most of their process such as student

registrations, fee pay and result among others for effective and efficient management of the

institution. The study would also be beneficial to policy decision makers to take concrete

decision on how the tertiary education system in Nigeria should be ran and how to keep records

for quick and timely decision making through the use of ICT.

Also the result of the study would help individuals especially entrepreneurs, managers, business

organizations who are yet to enter into business to consider all the relevance of ICT in records

4
management of an organization. The study would also serve as a reference material for further

investigation by interested researchers who might want to know more about the impact of

Information and Communication Technology on records management

1.5 Research Questions

In view of the objectives set for the study, the study is guided by the following questions:-

1. What is the importance of records management in Federal Polytechnic Nasarawa?

2. What method will be adopted for ICT to have a positive effect on Record Management in

Federal Polytechnic Nasarawa?

3. What form of data base management system does Federal Polytechnic Nasarawa utilize?

4. What ways would ICT be used to improve records management system in

Federal Polytechnic.

1.6 Scope of the Study/ Limitation of the Study

This study will concentrate on issues bordering on access to and use of ICT in institutions .record

management. The focus of this study will be on the extent to which access to and use of ICT by

management, staffs and department as whole in an institution's record management and the

impact it has made on the record management. The scope of the study is limited to Federal

polytechnic Nasarawa, as it will be easier for the researcher to reach Her subjects.

Ideally, it would have been appropriate to include other tertiary institutions in the study in order

to be able to compare access and use of ICT in various institutions record management since this

5
is an issue in most tertiary institutions in Nigeria. However, the cost involved in such endeavor

and the time available for the research has not made this feasible.

As it is with any research that will need findings, the research will be limited by variety of

factors which include: time, finances and access to information on the topic. Time will be a

constraint due to the fact that the period allocated for the research is short to allow adequate

collection of information on the study. Finances pay a major role in researches of this kind. This

is so because the researcher needs to buy materials, print documents and travel to the place of

data collection. Without finance the study will not portray the true picture it supposes to produce.

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 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.0 Introduction

This chapter helped the researcher to find out what other people have done in relation to

Important of ICT in records management practices, computer literacy skill and job performance

of registry staff of Federal Polytechnic

Nasarawa.

2.1 Conceptual Framework

Records serve as the reminiscence of an organization. They are created, processed, used, stored

and retrieved assets of an organization that can be retained or destroyed. Records according to

Vroom (2010) can be seen as any recorded information or data in any physical format or media

created or received by an organization during its course of official business and kept as evidence

of policies, decisions, procedures, functions, activities and transactions. Alegbeleye (2010) (as

cited in Jibrin, 2014) opined that record enables an individual to know what he or she has kept in

the past, present and future for easy retrieval and use either in primary, secondary or tertiary

phase which is being used in different institutions or organizations. The importance of records

especially to academic institutions is too numerous to mention as Atulomah (201 1) viewed that

records are helpful to administration. Thus, good records keeping are the basis of future planning

in the Polytechnic

It enables the institution to take advantage of their past experiences and accurate records. Adu

(2014) opined that records give room for organizations to be accountable and answerable to their

clients.

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Records must be completed and be made available when the need arises. But, these records are

not managed very well, they will not provide the necessary backing required of it and needed

information may be lost causing more havoc for the institution. Furthermore, an unmanaged and

incomplete record is misleading and makes employee performance very difficult. It waists

organization's resources in terms of money, time and human resources and makes them open to

security traits, prosecution and humiliation (Ibrahim, 2014).

Records can only be meaningful and useful when they are properly kept, updated at the right

time, and accessible when needed. Updating records keep them alive and ready for retrieval and

use when the need arises. Good keeping Of records and maintenance can positively affect

administration of students' records in university system. It is therefore essential that all registry

staff become professional record managers hence the futures of these students are in their hands.

However, in some of the university registries, it appears that record keeping of students is poorly

practiced and some of them are mutilated, torn, exaggerated, misplaced and irretrievable.

popoola and Oluwole (2017), posited that Nigerian administrators are disturbed at the rate

dynamic records are lost or misplaced as well as snaillike pace at which needed records are being

retrieved from their source by records management personnel. More often, the lost or misplaced

records creates gap for necessary actions on urgent matters, or lead to irrational decisions, which

may translate to social crisis or embarrassment to the university system especially with

proliferation of universities in the state. They further indicated that repeatedly lost -or misplaced

records can be considered to be a weakness of the institutional towards proper records

management. Supporting the idea Nwaomah (2015), said that ensuring student records

management effectiveness in any Institution can be influenced by many variables; one of which

is job suitability — where staff are not appointed based on qualification but rather who you

8
know. Record managers seem not ready for the profession they found themselves in and thereby

doing their work anyhow; while to some, their presence in the records and information

management career is to fulfill all righteousness. This can be understood better in the

unemployment saga where people can be placed anywhere if the opportunity arises outside their

trained profession. Popoola and Oluwole. (2007) added that many of the record officers have not

undergone prerequisite training for the job. Registry staff of universities ought to master how

students' records should be managed to meet the universities goals and objectives.

The International Organization for Standardization (ISO) 15489 (2001: 2) explained records

management as "the field of management responsible for the efficient and systematic control of

the creation, receipt, maintenance, use and disposition of records, including the processes for

capturing and maintaining evidence of an information about business activities and transactions

in the form of records". Records management is very essential as it helps individuals,

organizations, and academic institutions to work effectively, efficiently and serves as the hub in

information management.

Records management therefore is an important function of an organization. ISO 15489 (2010)

opined that a proper managed organization is of good and proper recordkeeping. In view of the

above, Otu, Bempah and Amoako Ohene (2014) added that for Polytechnic to manage student

records effectively, they must develop the capacity of managing their records and information to

the best of their ability. The concept of records management may not be obtainable if the proper

facilities required for maintaining records are not available. This simply shows that for any

organization to have and use their records as at when needed, facilities like computers, printers,

cabinets, shelves, photocopies external storage devices and fireproof cabinet to mention but a

few must be available.

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Irrespective of the importance of records management in Polytechnics or organizations,

Atulomah (2011) and Ajewole (2001) agreed that in Nigeria, we have numerous issues

concerning records management not limited to records and information as such, but with those

managing the two vital resources information and records. The issue of managing Polytechnic

records by record managers has posed a serious threat to the preservation of vital records for

future use due to absence of proper records management practices and skills required in the

management of Polytechnics records. According to Asuquo (2015), the major goal of any

records management technique is to hand over such information to another generation for setting

policies, standards, and setting up of other guide lines and responsibilities for the use of records.

Records management practices include how to identify (creation), classify, prioritize, store,

secure, archive, preserve, retrieve, track and destroy unneeded records (Bake 2015). According

to Iron - Mountain (2005) "it is important that organizations/Polytechnic have good records

management practices in place for all media across all business units". They can inculcate these

practices into the memory (master plan) of the organization to achieve the goals. Polytechnics

and organizations produce large amount of records or information both in papers and electronic

forms. To ensure that there is a flow in records management system, it is important that

records/information is captured, used and stored/preserved in an organized manner that cares for

its integrity as well as fulfilling legal and financial requirements. Achieving this height could be

possible if the registry staff is in line with the global technological trend; being computer literate

— that is, having computer skills to manage their records through the use of computer.

2.2 Theoretical Studies

The computer, according to Otim (2010); is any device capable of automatically accepting data,

applying a sequence of process to the data and supplying the result of this process. This makes

10
the computer an indispensable tool for efficiency, improvement and precision for task execution.

Asom (2011) supported that when a computer is programmed correctly and inputs are entered

properly, the accuracy is virtually guaranteed. In terms of accuracy, a computer does exactly

what it is instructed to do, so the same operations can be repeated many times without errors. In

the same way, the speed of computer operations is considerably reasonable when compared with

manual operations. The benefits of computer skills in university registry communication include

its speedy and easy operation. Itt also enjoys the benefits of remote production, dissemination,

preservation and usage of scholarly information. Computer enhances easy access, speed and

accuracy for Polytechnic registry staff to effectively and efficiently do their routine work. It has

equally become an essential tool necessary for the implementation of every ICT program.

Adeyinka and Mutala (2008: 18) see computer literacy skills as "knowing some basics of

computer usage, for example, to type, save and. open a file, use word processing program, send

and receive email etc., it means having some sort of level of comfort around computers rather

than having some fear or a feeling of foreboding". Having the skill, knowledge and confidence of

computer is an asset for entering the competitive market both internal and external.

Computers are constantly being used in every profession and that makes it significant for registry

staff to have the skill in other to do their work well. Adeyinka and Mutala (2008) added that to

have computer literacy skill is for the staff to be able to confidently know enough about the way

a computer could be operated to ensure they don't lose their work, and also to know how to use a

web browser or email and a word processor to do their work effectively. These skills could be

performed through: Operating systems and file management- where the staff is expected to know

how to operate the software packages starting from opening and closing of files in a Microsoft

Windows environment. They will also know how to save, copy or move files back-up and forth.

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The skill in computer operation will help the staff to create directories, and file organization.

Technically they will know how to protect their records and their systems from computer

viruses. Registry staff, considering the nature of their job needs operating system and files

management skills for everyday operation. It is expected of them to be acquainted with how to

adjust record attributes such as margins, typeface, font size, and text alignment; insert page

numbers, headers and footers, special characters, footnotes and endnotes in records; use editing

tools such as spelling and grammar checks; and adjust printing and paper lay-out options. They

need word processing skills to produce professional-quality documents such as analysis of job

done and reports.

The understanding, skills and self-assurance anyone has with computer technology stands as

better opportunity for those entering any competitive employment market especially the

university system. Computer literacy skill enables university registry staff to communicate

information more effectively using spreadsheet or power point presentations. Registry staff can

reach beyond confines of their communities when they know how to use web pages to publish

information concerning their students/clients, send their transcripts, and their publications to the

world.

The world is progressively branded by technology driven communication, which has converted

the world into a large global connected village with ever increasing outreach of information and

communication technology (ICT) Eze (2011) This technology is consistently playing an

important role in the lives of people, and it is imagined that this technological literacy skills will

sooner or later become a ticket or requirement for basically whatever people do in terms of work,

social, and even personal lives respectively. Workers will need computer literacy skills if they

are to survive in a knowledge-based society and/or manage their students' records. This no doubt,

12
indicates that for a proper record to be managed or kept by any registry staff effectively and

efficiently, he/she needs computer literacy skill for an optimal performance. Incidentally, it

seems that lot of them lack this potential which in most cases results to loss of records, and/or

delay in retrieving records (example, students results, transcripts and other official records).

Conversely, all registry staff should be able to understand this computer to the point of checking

the internet with their browsers, using it to solve problems pertaining to their jobs and equally to

access their mails. Therefore, registry staff need Internet skills to communicate with the

management, students, and customers, conduct research, and send and receive files through the

Internet.

Computer Literacy Skills

The computer technology has positively affected all the social and economic aspects of human

development by improving work performance and productivity. The prevalence of computers

continues to grow at an exceptional rate. Asom (2011) as cited in Okoro(2009) observed that

computer is used in nearly all sectors of our national life. It can be seen that computer has found

usage in education for example e-education, in business for example e-business, e-banking; in

administration as in e-government; health institutions for e-health and so on. This device,

computer is seen and defined in many quarters to mean different things, for example, it is a very

fast and powerful electronic calculating machine capable of storing vast amount of data but

which has no intelligence of its own (Allison, 2005). For Polytechnic to meet the encounters and

opportunities of globalization in higher institutions, and to raise the provision of relevant and

competitive tertiary education among their effectively use equals in the world and related

disciplines, they must Information and Communication Technology (ICT) at all levels of its

13
operations, and only computer literate staff will participate www.umudikeuniversity.edu.ng

(2019).

Kingsley (2009) (as cited in Asom, 2011) described computer as a device that accepts data in one

form and processed it to produce data in another form. Adekemi (2001) defines computer as a

combination of related devices capable of solving problems by accepting data, performing

described operations on the data, and supplying the results of these operations. Hence, computer

could be said to be a man- made machine made up of electronic components that operates

information at a very high speed to produce results that are meaningful to the user.

The world is advancing with the computer at the center stage. Safahieh and Asemi (2008)

observe that, for many centuries, pen, pencil, paper and printed books have been the primary

mode of writing, reading, recording and transforming the information. These were processes

taken to ensure that records were kept in the past. Today, that mode has changed as the world is

known to be computer-centric society. Now, since every aspect of human activities is

overwhelmed by computers and worldwide number of computers in use for learning, working

and doing the job related tasks is increasing rapidly. The only option is to be equipped with the

computer literacy skills to take advantage of all computerized facilities and enhance work

productivity.

Explaining what computer literacy entails, Ugwuanyi (2009) simply describes computer literacy

as someone having basic knowledge of operating a computer and using it to do his/her job.

Contributing further, Allison (2005) enumerates some of the basic computer skills required in

work place as: knowledge of how to use computer and file management, word processing, spread

sheet, data bases, presentations, internet and e-mails. This is very important because in the ICT

14
environment, basic computer literacy is indispensable in becoming ICT literate. In reality, the

current trend of globalization forces one to either join the global village or be left out. Therefore,

for survival and continuation in this ICT age, there must be skills and knowledge of computer

operations, and applications with skills /competencies and knowledge of using the network and

internet tools for information handling. Information is priceless commodity in the global

economy and a means of transaction across the continent for social, cultural and economic

development (Ugwuanyi, 2009).

The world is a global village today because of the presence of computer at the center stage. The

aptitudes of the information age cannot be realized without intensifying the range of information

and computer literacy. The people, particularly registry staff who are dealing with students

records should according to Menou (2009) (as cited in Olatokunbo, 2011) be sensitized enough

to be able to use standalone computers, use computer networks, i.e. the internet, use basic

applications such as word processing, spread sheet, electronic mail and possibly more advanced

ones such as presentations, production of web pages, construction of websites, use of digital

multimedia equipment and programmes. The essence of these is for the use of information

resources that can be found in the internet. These no doubt are the things that will enable modern

society to become contented with basic computer literacy skills.

In view of these, several authors have come out with different computer literacy skills needed to

fit into the technologically driven society. McDonald

(2004) in his contribution, highlights the following computer literacy skills required in using the

computer based technologies to manipulate, create, store and retrieve information to express

ideas and communicate with others. These skills among others include: ability to type sentences,

15
change text alignment, change margin and line spacing, understand cut, copy and paste. Others

are the understanding of data base, spread sheet, etc. Asom (2011) similarly stated the required

computer skills for this age to include: knowing various computer operations such as turning

computer on, opening a folder, copying a file from one disk to another, scanning etc. the

implication of this is that a registry staff of university having computer literacy skills should be

able to put on the computer, know how to enter into the required file he/she wants to work on,

copy or transfer a record from one file to another and must also be able to save and retrieve his or

her record and should be able to print his document at will.

Having computer literacy skills increases chances of better opportunities in the work place and

also being ruminated handsomely. A research done by Sumati (2014) indicated that employees

who went through computer training and having the skills are discovered to have on average

better payment, have stable jobs than those who did not. Employees using informal training

methods are found to have higher levels of job satisfaction, promotions, wage increases and job

stability post-training. This situation is still applicable to other organizations where a staff is

found to have these skills not leaving registry staff Among informal training methods, self-study

methods yielded the greatest post-training benefits in 2014.

The accusation that new technologies lower the quality of work life may stem from worker's

frustrations over training they realize is inadequate (Bikson & Gutek, 2009). Successful

organizations within the professional world consider it very necessary to train and re-train their

employees to establish or increase their knowledge of computers. Sometimes, registry staff of

universities are subjected to training after which positive results are farfetched. According to

Gattiker (2009), that training is perceived as inadequate is perhaps no wonder; most training

seminars used to teach workers how to utilize new technologies are compact workshops of one

16
or two days which tend to overload the trainee with a large amount of information in a very short

time. Bevan (2012) agreed that the presence of new technologies has created a new literacy in

the workplace among organization staff. Employees require basic ICT skills, even in jobs which

are not traditionally associated with technology and technological innovations have improved on

how things are done in the work Place. Gattiker (2009) added, as computers become more and

more common in the workplace, effective troubleshooting will require a more comprehensive

knowledge of computing. Today's business graduate should therefore be skilled not only in word

processing, computer-aided statistical analysis, and spreadsheet and data base management, but

also--and more importantly--in the basics of a computer language.

Considering the above, the registry staff of Polytechnics with the volume of work on their desk

needs computer literacy skill to cope with all records of students on their desks. Having

computer literacy skill via computer technologies Gupta (2006) concurred that individuals are

handling information concerning their job effectively with greater speed and accuracy

irrespective of time and distance. So, these staff of the university will excel in their job

performance with the aid of this computer knowledge.

2.5 Job Performance of Polytechnic Registry Staff

With the economic recession, high number of approved Polytectnics in National Board of

technical Education (NBTE) and unpredictable business environment with intense business

competition, the Polytechnics are required to reach certain standards by improving their

performance to align with such great demands; else, they may face certain problems including

running the risk to close down the business (Muda, Rafiki & Harahap, 2014). This Performance

17
is measured from the firm or individual level geared towards meeting the Polytechnic objectives.

Muda, Rafiki and Harahap (2014) continued to state that good job performance mirrors the

ability to contribute through their works leading to the behavioral achievement that is in

accordance with the goals of the company (Polytechnic). Organizations or institutions need

highly performing people to meet their goals, deliver the products and services they specialized

in, and achieve their competitive advantage (Sonnentag & Frese 2002). Several researches have

been introducing various methods to evaluate organizational performance (Prajogo, 2007; Wong

& Wong, 2007). Some of these methods include the quality, quantity, knowledge or creativity of

individual towards the accomplished works that are in accordance with the responsibility during

a specified period. In order to attain to this expectation of job performance, the registry staff

needs positive reinforcement from the Polytechnics.

Bullock (2013) identified job performance as what people do at work or a property of behaviour,

an expected value. This that the way an employee behaves goes a long way in either make or mar

an organization (Poolytechnic), but it becomes difficult to determine the outcomes of employee

behaviours which is rarely measured so their value is merely expected. In his own view, Hose

(2009) posited that the employers in the Process of evaluating the job performance of his staff

consider the following factors: leadership quality, effectiveness and efficiency, team work, time

management, organizational skills as depicted in their respective performances.

In addition, Yaya (2009) saw job performance of employees as the work carried out by the

workers for the purpose of achieving the institutional goals. It is an act of fulfilling one's

commitment to the organization. This is achievable as the workers depend not only the power

exerted but also on individual's mental ability. In expressing their concept of job performance

Muchinsky and Culbertson (2013) described it as that type of workers' behaviour that can be

18
measured, monitored and assessed as an achievement at individual level. He noted that those

behaviours are to be in agreement with the organizational goals. According to Classle (2011) job

performance has three basic determinants, willingness to perform, capacity to perform and

Opportunity to perform. Kalleberg (2009) viewed job performance from the employer's

perspective. Job performance can be measured against certain Standard. In general, employers

view quality, job quantity, and time needed to accomplish a job as important factors in

measuring job performance of their Workers. Job performance is measured using performance

appraisal for the

Purpose of improving employee's job performance in the future. Furthermore, Fisher, Schoefeldt

and Shaw (2010) stated that one of the critical factors which contribute to an organizational long

term success is its ability to appraise its employees' job performance effectively and to utilize the

feedback information collected from the appraisals to improve its existing weaknesses. However,

Ishandar, Ahmad and Martua (2014) found out in their research that employees' performance is

determined by job stress, motivation and communication factors. Performance can further be

seen as multidimensional concept.

Records Management

According to Martua (2014) there are a wide variety of options available for organizations to

help them improve how they manage their electronic records. Some organizations may need to

procure a sophisticated solution to help manage their records and will look to the market for a

specific software solution. There are numerous commercial records systems which, provided

they are successfully implemented and maintained as part of a well-managed electronic records

management project, can be used to manage electronic records to required standards. For

19
guidance on identifying a suitable electronic records system see our section on Electronic

Records Management Systems.

Not every organization will be able to afford to buy in and run such a system or consider it

appropriate to their circumstances. For smaller or less complex organizations in-house systems, a

re-use of existing platforms, or open source applications, or a combination of these options may

prove suitable. The most practical approach will be determined by a careful and realistic needs

analysis Oborah, (2012).

There are, regardless of what systems approach you may choose to adopt, simple actions you can

take to improve how you manage your electronic records. These include reorganizing how your

records are stored and disposed of, and making use of access controls, naming conventions, and

version rules. These actions can all be beneficial and will help position your organization for a

later transition to a full electronic records management system. However, you need to also

understand their limitations as they may not provide the level of control your organization

requires.

Reorganizing Storage

According to Eze (2009) Reorganizing network workspaces to improve how you create, store,

amend, archive and retrieve electronic records will enhance Organization-wide information and

knowledge sharing. Establishing a hierarchical structure of folders within a file system will

provide a coherent area within which records can be created and stored.

If you are storing records in folders on shared drives or workspaces you can reorganize the folder

structure to replicate your organisation's file plan. While your organisation may be using an

20
existing file plan as part of a well-maintained paper records system it does not automatically

follow this will provide the most appropriate structure in which to also manage your electronic

records and you should evaluate your file plan's merits before adopting it.

Access Controls

It is important to be aware that if you choose to store electronic records in folders on shared

drives onto which no formal controls have been put in place, then your records will remain at

risk of potential alteration or deletion. Access controls can be used to mitigate this risk by

regulating the number of users who can create access, edit or delete records stored in particular

folders Oborah (2012). You can also use them to restrict access to more sensitive information.

Maintaining complicated access controls is resource intensive so it may be more practical to keep

the folder groups to which access permissions are assigned relatively simple.

Password controls are better avoided as much as possible. Where simple Passwords are used they

will only provide a low level of security and if passwords are forgotten you run the risk of losing

access to your records Eze (2009).

While access controls can provide some measure of protection, they are not a panacea. If your

records are required to demonstrate evidential value and you cannot guarantee this within their

electronic environment then this approach may not be appropriate for your organization. Printing

electronic records to paper to keep on a registered file in your physical record keeping system

cannot be a preferred option. There is a cost attached to both printing and paper storage and you

should balance this against the cost of implementing and maintaining a system which is capable

of managing electronic records in their original format. Environmental considerations should

also be taken into account.

21
Naming Conventions and Version Rules

Naming records consistently by following set conventions can greatly improve the storage and

retrieval of records. The chief identifier of any record is its name. According to oborah (2012)

Records that are named coherently are naturally easier to manage. By giving a record a

consistent and logical description you will make it easier to differentiate between similar records

at a glance. Users will find it more straightforward to browse and access information. Adhering

to agreed conventions also makes the naming of records simpler as colleagues do not have to

reconsider the naming process each time.

If you are using a folder structure on your file system that replicates your corporate file plan,

then the names of the folders should as far as possible correspond to titles used within the file

plan.

When you create and save a document you must give it a name. This name will be the primary

way you and your colleagues locate and identify that document in the future. The name will also

help you relate the document it describes to other documents. So it is important that you give it a

suitable name. Document names should contain enough information to give a user who may see

the document out of context, separated from its parent folder, an understanding of what the

document concerns and its purpose. Document names should be as descriptive as possible while

retaining meaning and consistency of approach.

A document name should be made up of the following components:

1. Type - the document type e.g. letter, report, minutes, etc. Not to be confused with format e.g.

Excel spreadsheet

22
2. Date, if appropriate - the date of an event, meeting, etc. not that of the document's creation

(which is usually captured automatically by the software application). Used to distinguish the

document from others on the same topic

3. Version Number - used to keep track of changes made to the document but not applicable to

emails.

Documents are rarely static and can be subject to numerous changes during their life cycle.

Documents published in shared spaces are often circulated, edited and redrafted. In order to keep

track of changes and ensure everyone is working from the current version of a document, the

document title should finally incorporate a version number Ocheja (2006).

2.3 Conclusion

Understanding the relevance of records in a working environment like a Polytechnic, it is

undoubtful that appropriate care and management must be given to it so as to uplift the image

and goal of the institution. The application of records management practices into the reality of

the daily working activities will in no less measure widen the horizon of knowledge of the staff

and portray the cooperate image of the institution. These records management practices of

registry staff such as the creation, storage, utilization, retrieval and disposition of the students

and other vital records at their disposal cannot be realistic without the staff being competent in

computer usage. Jerabeka et al (2011) insisted that computer facilitates registry staff normal

working procedures. It does not only allow increase in the tempo of their work but rather, it

enables them to do the work more effectively.

23
 CHAPTER THREE

RESEARCH METHODOLOGY

3.0 INTRODUCTION

The methods and procedures used in this chapter were properly discussed. They include research

design, area of study, population, sample size, description of instruments used, sources of data

collection, method of gathering data and the techniques for data analysis.

3.1 RESEARCH DESIGN

The researcher used a Survey Design for the research work. The method was used because it

brought out truth and feelings from people through the use of the questionnaire.

3.2 AREA OF THE STUDY

The area of this research work was the Federal Polytechnic Nasarawa, Nasarawa State.

3.3 POPULATION OF THE STUDY

The population of the study comprise of 496 students in Office Technology and Management

Department, the Federal Polytechnic Nasarawa, Nasarawa state. Population according to Umoru

(2009) is the full set or number of objects, people or events or units having certain common

observation or character which sample are actually selected. Before any research is possible, the

population to be surveyed must be clearly defined.

24
3.4 SAMPLE AND SAMPLING TECHNIQUE

Sample size is part of the population which was studied. The sampling procedures represent the

techniques utilized to select the sample. In selecting the sample size the researcher used simple

random sampling techniques to select a sample of 250 students out from the total population

which is 496 students in Office Technology and Management Department, Federal Polytechnic

Nasarwa.

3.5 INSTRUMENT FOR DATA COLLECTION

The instrument used for data collection was questionnaire which were drawn from the literature

review. The questionnaire had two (2) options which the respondent were requested to tick the

option that best indicated their level of agreement and disagreement on the listed statement about

the issue being investigated upon, the response options were "Yes or No"

3.6 METHOD OF DATA COLLECTION

The researcher was able to collect the relevant information or data personally by administering

questionnaire to the respondents. A total of 250 CIUestionnaires were duly completed by the

respondents and returned to the researcher.

3.7 METHOD OF DATA ANALYSIS

The researcher adopted the simple percentage method of analyzing data bearing in mind the

nature of question designed.

The use of table and percentage is implored by the researcher, the information in each table were

further explained through the technique of data analysis is adopted.

No of Response x 100

Total Respondent 1
25
 CHAPTER FOUR

DATA REPRESENTATION AND ANALYSIS

This chapter deals with the interpretation of data collected by the researcher. The analysis was

done according to the research question as follows:

Research question 1:

What are the constraint in retrieving electronic record management?

TABLE 1: RETRIEVAL CONSTRAINT OF ELECTRONIC RECORD MANAGEMENT.

NR = 250

S/N ITEMS VARIABLE NO. OF PERCENTATE

RESPONSES
1 Does power failure affect YES 150 60%
organizational output? NO 100 40%
TOTAL 250 100%
2 Does system virus affect YES 170 68%
organizational output?
NO 80 32%
TOTAL 250 100%
3 Does inability to locate file YES 200 80%
name affect organizational NO 50 20%
output TOTAL 250 100%

4 Doe lost of data affect YES 225 90%

organizational output NO 25 10%
TOTAL 250 100%
Source: Field Survey 2024

The analysis in table 1 shows that 50 personnel representing 79.3% in each department agree that

power failure is a constraint in retrieving electronic record management and 13 personnel

representing 20.60% disagreed that power failure is not a constraints in retrieving electronic

record management, in the second item 47 personnel representing 74.6% agreed that system

26
virus is a constraint in retrieving electronic record management and 16 personnel representing

25.3% disagreed that system virus is not a constrain in retrieving electronic record management,

item three stated that 26 personnel in each department representing 41.2% agree that inability to

locate file name is a constraint in retrieving electronic record management, item four also stated

that 58 personnel in each department representing 92.0% agreed that lost of data is a constraint in

retrieving electronic record management while 5 personnel in each department representing 7.9%

from each department disagree that lost of data is not a constraint in retrieving electronic record

management. Item five, 40 personnel representing 63.4% from each department agree that

inability to remember password code is a constrain in retrieving electronic record management

while 23 personnel representing 36.5% from each department disagree that inability to remember

password is not a constraint in retrieving electronic record management.

27
Research Question 2

What are the constraints in filling electronic record management?

TABLE 2 FILLING CONSTRAINTS OF ELECTRONIC RECORD MANAGEMENT

NR = 250

S/N ITEMS VARIABLE NO. OF PERCENTATE

RESPONSES
1 Does improper placing of YES 150 60%
documents affect NO 100 40%
organizational output TOTAL 250 100%
2 Does incompetence personnel YES 200 80%
reduces organizational output NO 50 20%
TOTAL 250 100%
3 Does lack of systematic YES 200 100%
classification of records affect NO 0 0%
organizational output TOTAL 250 100%
4 Does fraudulent activities YES 220 88%
affect organizational ouput? NO 30 12%
TOTAL 250 100%
Source: Field Survey 2024

The constraint in filing electronic record management

The analysis in table 2 shows that 53 personnel representing 84.1% in each department agree that

improper placing of document is a constrain in filing electronic record management while 10

personnel representing 15.8% in each department disagreed that improper placing of document is

not a constraint in filling an electronic record management. In item 2, it was shown that 59

personnel representing 93.6% in each department agreed that incompetence personnel is a

constraint in filling electronic record management and 4 personnel representing 6.3% in each

department disagreed that incompetence personnel is not a constrain in filling electronic

28
management. Item 3 shows that 50 personnel representing 79.3% in each department agreed that

lack of systematic classifying of record is a constraint in filing electronic record management and

13 personnel representing 20.6% in each department disagreed that lack of systematic classifying

of record is not a constrain in filing electronic record management. Also in item 4 it was state

that 28 personnel in each department representing 44.4% agreed that improper coding is a

constraint in filing electronic record management and 32 personnel representing 50.7% in each

department disagreed that improper coding is not a constraint in filing electronic record

management.

29
Research Question 3

What are the constraints in organizing electronic records management?

TABLE 3: ORGANIZING CONSTRAINTS IN LECTRONIC RECORD MANAGEMENT

NR = 250

S/N ITEMS VARIABLE NO. OF PERCENTATE

RESPONSES
1 Does lack of knowledge of YES 200 80%
electronic filing system affect NO 50 2%
organizational output
TOTAL 250 100%
2 Does loss of information/data YES 130 52%
affect organizational output?
NO 120 48%
TOTAL 250 100%
3 Does delay in getting YES 180 72%
information affect NO 70 28%
organizational output? TOTAL 250 100%
4 Does lack of improper YES 234 75.6%
organization of records affect NO 16 24.4%
organizational output?
TOTAL 250 100%
Source: Field Survey 2024

Table 3: analysis shows that in item one 51 personnel representing 80.9 agreed in each

department that lack of knowledge of electronic filing system is a constraint in organizing

electronic record management and 12 personnel representing 19.0% in each department

disagreed that lack of knowledge of electronic filing record system is not. Each department

disagreed that lack of improper organization of records is not a constraints in organizing

electronic records management

30
Research Question 4:

What are the constraints in protecting electronic record management?

TABLE 4 PROTECTION CONSTRAINTS IN RECORDS MANAGEMENT

NR = 250

S/N ITEMS VARIABLE NO. OF PERCENTATE

RESPONSES
1 Does lack of confidentiality in YES 220 88%
the part of personnel reduces NO 30 12%
organizational output? TOTAL 250 100%
2 Does free accessibility of YES 200 80%
information reduces NO 50 20%
organizational output
TOTAL 250 100%
3 Does lost of data/information YES 150 60%
(virus) affect organizational NO 100 40%
output
TOTAL 250 100%
4 Does lack of maintenance YES 150 60%
affect organizational output NO 100 40%
TOTAL 250 100%
Source: Field Survey 2024

Table 4 analysis shows that 28 personnel in item 1 representing 44.4% in each department agreed

that lack of confidentiality on part of personnel is a constraint in protecting electronic record

management while 35 personnel representing 55.5% in each department disagree that lack of

confidentiality on part of personnel is not a constraint in protecting electronic records

management.

Item 2 show that 11 personnel representing 17.4% in each department agreed that free

accessibility of information is a constraint in protecting electronic records management and 52

personnel representing 82.5% in each department says no that free accessibility of information is

31
not a constraint in protecting electronic records management. Item 3 in the table shows that 52

personnel representing 82.5% in each department agreed that lost of data/information is a

constraint in protecting electronic records management and I l personnel representing 17.4%

disagreed that lost of data/information is (virus) is not a constraint in protecting electronic

records management. Item 4 in table 4 also shows that 47 personnel representing 74.6%) ill each

department agreed that lack of maintenance culture is a constraint in protecting electronic record

management while 16 personnel representing 25.3% in each department disagreed that luck of

maintenance culture is not a constraint in protecting electronic records management.

4.2 Findings of the Study:

From the analyzed data above, the following findings were made:

1. That the constraint in retrieving effective electronic records management are: power failure,

system virus, inability to locate file name, lost of data, and inability to remember password

code.

2. That the constrains in filing electronic record management are: improper placing of

documents, incompetence personnel.

3. Lack of systematic classifying of records, fraudulent activities and improper coding.

4. That the constraints in organizing electronic records management are: lack of knowledge of

electronic filing system lost of information/data, delay in getting information, and lack of

improper organization records.

5. That the constraints in protecting electronic records management are: lack of confidentiality

on the part of personnel, free accessibility of information, lost of data/ information (virus).

And lack of maintenance culture.

32
4.3 Discussion of Findings:

From the analyzed data in table l, the constraint in retrieving electronic records management

includes: power failure, system virus. Inability to locate file name, lost of data, and inability to

remember password code.

The constraints analyzed from the data in table 2 in filing electronic record management

includes: improper placing of documents, incompetent, Personnel, lack of systematic classifying

of records, fraudulence activities, improper coding. From the analyzed data in table 3, the

constraint in organizing electronic records management includes :lack of knowledge of

electronic filing system, lost of information/data, delay in getting information and lack of

improper organization of records. From the analyzed data in table 4 , the constraints in protecting

electronic records management also includes: lack of confidentiality on part of personnel, free

accessibility of information, lost of data/ information (virus), lack of maintenance culture.

33
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

This chapter presents summary of findings, conclusions and recommendations.

5.1 Summary

The findings are summarized based on the data analysis as, follows:

That the constraints in Federal Polytechnic Nasarawa is mainly caused by power failure, system

virus inability to remember password code etc and hereby effecting retrieval of records.

That the constraints in organizing electronic records management are caused by improper placing

of document, lack of systematic classification of records, fraudulence activities etc.

The constraints in organizing electronic records management in Federal Polytechnic Nasarawa

are mainly caused by lack of electronic filing system, delay in getting information, lost of

information /data etc. and hereby affecting organizing of electronic records.

That the constraints in protecting electronic records management are caused

mainly by lack of maintenance culture and lost of information/data (virus), lack of confidentiality

on the part of the personnel and free accessibility of information and thereby affecting the

protection of record management.

5.2 Conclusion

Conclusively, it can be seen and also discussed that the constrains to effective electronic records

management is a problem to every organization or institution thereby rendering them ineffective

in records retrieval. Therefore, from the data analysis and the findings of research work, the

conclusion was drawn as follows: Those personnel should also be self discipline and should also

34
inculcate maintenance culture on the adequate facilities available to enhance proper records

management in an institution, establishment or any given organization.

Organizing and personnel in charge should also see reasons to provide efficient power supply

which can enhance job performance on the side of other personnel in the organization.

5.3 Recommendations

1. In respect of power failure organization / institutions or the management of the Federal

polytechnic Nasarawa should provide adequate power supply such as stand-by generators,

solar energy or good electricity supply to enhance good job performance and to easy retrieval

of records.

2. The management /institution should adopt the alphabetical classification of records for easy

identification and location of records.

3. The management of Federal Polytechnic Nasarawa should give adequate training on the

electronic filing system.

4. Staff should be disciplined on how to maintain the available equipment in the organization/

institution.

Suggestion for further studies

1. Possible ways of eradicating constraints to efficient electronic records management in an

organization/ institution.

2. Modern electronic records management in an organization /institution.

35
 REFERENCES

Austine, R.B.(2014). Information and record management concinashio:smith-western company.

Aswiye M.& Ochieja F.(2003). Record Management in Dangote General Textile products Ltd.

Bhatia R.C(2003). Office Management and Commercial Correspondence. India: Stending

Publishers Ltd.

http:www.nas.gov.uk Record keepind/ management of electronic records

http/www.gov.uk.ug.edu.au/hupp/index.html. record management handbook to university

policies

Idih, E. (2003). Office Management 85th Edition. London: Macdonald&Evans Limited Estoverr
Plymouth plc.

Obora, J.O (2011). Basic ICT Skills and Keybording for Office and Management. Adura
publishers, 59 old Ojo road Amuwo Lagos.

Ojukwu, K. (2009).Office Administrative and management. Aba Publisher Adecrown printer

Ltd.

Ola, A.O. (2005). Office management today. (Ghana: Kaduna Nomoda Educations

36
 APPENDIX B

QUESTIONNAIRE

ON THE CONSTRAINS OF EFFECTIVE ELECTRONIC RECORDS MANAGEMENT

SYSTEM IN ORGANIZATION

PART (A) PERSONAL INFORMATION

SEX MALE ( ) FEMALE ( )

What category of office worker are you?

Typist /Secretary/AEO/EO/Clerk etc

Office…………………………………………….

PART (B) please tick as appropriate in the options provided indicate your perception of the
statement.

Research Question 1: what are the constraint in retrieving electronic record management?

1. Do you think that power failure is one of the constraint in electronic record management?
Yes ( ) No ( )
2. Do you think virus serve as an hindrance in retrieving electronic records system?
Yes ( ) No ( )
3. Do you agree that the inability of staff to locate file name is problem in electronic record
management?
Yes ( ) No ( )
4. Do you agree that lost of data is one of the constraints in retrieving records from an
electronic records system?
Yes ( ) No ( )

Research Question 2: what are the constraints in filing electronic records management?

5. Do you think improper placing of document is a problem in electronic records

management?
Yes ( ) No ( )
6. Do you think the institution lack systematic classifying of records?
Yes ( ) No ( )
7. Do you think the institution lacks competence personnel in record management?
Yes ( ) No ( )

37
 8. So you think that fraudulence activities is one of the constraint in electronic records
management?
Yes ( ) No ( )

Research Question 3: what are the constrain in organizing electronic record management?

9. Do you think the personnel involve lacks knowledge in electronic filing system?
Yes ( ) No ( )
10. Do you think delay in getting information is a problem in organizing electronic record
management?
Yes ( ) No ( )
11. Do you think the organization lack proper electronic management?
Yes ( ) No ( )
12. Do you think lost of information/data serve as a constraint in organizing electronic record
management?
Yes ( ) No ( )

Research Question 4: what are the constraints in protecting electronic records management?

13. Do you think lack of confidentiality on part of personnel is one of problem faced by the
organization?
Yes ( ) No ( )
14. Do you agree that free accessibility of information is among the problem or protecting
records in the organization?
Yes ( ) No ( )
15. Do you think the institution lack maintenance culture?
Yes ( ) No ( )
16. Do you think that lost of data/information due to virus is among the problem faced by the
institution?
Yes ( ) No ( )

38