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The document investigates the effect of records management on the job performance of secretaries in public organizations in Ekiti State. It identifies challenges faced by secretaries in effectively managing records and highlights the importance of proper records management for organizational efficiency. The study aims to establish the relationship between records management and job performance, providing recommendations for improvement in practices and training.

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22 views17 pages

Ajulo Powerpoint

The document investigates the effect of records management on the job performance of secretaries in public organizations in Ekiti State. It identifies challenges faced by secretaries in effectively managing records and highlights the importance of proper records management for organizational efficiency. The study aims to establish the relationship between records management and job performance, providing recommendations for improvement in practices and training.

Uploaded by

mriaben189
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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EFFECT OF RECORDS MANAGEMENST ON

THE JOB PERFORMANCE OF SECRETARIE IN


PUBLIC ORGANIZATIONS IN EKITI STATE.

BY
AJULO BOLUWAJI MONDAY
MATRIC NO : FPA/OT/20/3-0004

DEPARTMENT OF OFFFICE
TECHNOLOGY AND MANAGEMENT.
INTRODUCTION
Background to the Study

of any organization is determined by the secretary's capacity


organizational records. Harding (2016) defined record keepin
and storing of records such that they can be found when need
cords management" refers to the safekeeping of all document
ording to Azuka (2018), is the methodical organization and st
nce and records so that they can be found and supplied when
and modern organizations both have a role to play in achievi
of the Secretaries to carry out their responsibilities decisively
e achievement of these objectives.

data and files that are created and stored using computer-as
INTRODUCTION CONT
• According to Sejane (2017), records are vital tools since
they allow for more effective information exchange.
Despite the importance of records in companies, some
studies, such as Moloi and Mutula (2017), express
concern about a lack of ability and infrastructure to
handle them.
• Records, according to Kallus in Oyinloye (2018), are any
written or oral evidence that has been collected and kept
for the purpose of making choices. According to Oguejio
(2015)'s record life cycle notion, a record has a life cycle
that is comparable to that of a biological entity.
Statement of the Problem

• Despite enormous benefits of record keeping in


organizations, Secretaries still find it challenging to keep
record effectively. Many secretaries are still struggling to
keep up with the new inventions offered by organizational
advancements in record management systems.
• There have been numerous complaints about the manual
system utilized by public organizations, including delays in
service delivery, misfiled data, and misplaced files.
• The study's fundamental issue is that, despite modern times
and practices, when the vast bulk of information is created
digitally and stored on personal computers and network
drives, businesses do not appear to adhere to modern record
management standards.
Objectives of the Study

The specific objectives are to:


• To ascertain the relationship between record management and job
performance of secretaries in an organization.
• To determine how records management affects job performance of
secretaries in public organizations in an organization.
• To ascertain the strategies for proper record management that brings about
efficiency in the organization.
Research Questions
• What is the relationship between record management and job
performance of secretaries in an organization?
• How does record management affect job performance of secretaries in
public organizations in an organization?
• What are the strategies of record management that bring about
efficiency in organizations?
Research Hypotheses

Hypothesis one
H0: There is no significant relationship between record
management and job performance of secretaries in public
organizations in an organization
• H1: There is significant relationship between record
management and job performance of secretaries in public
organizations in an organization.
• Hypothesis Two
• H0: Record management has no significant effect on the job
performance of secretaries in public organizations in an
organization.
• H1: Record management has significant effect on the job
performance of secretaries in public organizations in an
Hypotheses contd
Hypothesis three
H0: Record management has no significant
relationship on the efficiency in organizations.
H1: Record management has significant relationship
on the efficiency in organizations.
Significance of the study
 The findings of the study would assist Organizations
in Ekiti State to strengthen Record Management
System by emphasizing more specifically on
Significant contd
 The study would enlighten the organizations
stakeholders on the impact of RMS and document
management projects.
This study will also be of tremendous benefit to
secretaries in public organizations, as it will assist
them in developing and maintaining appropriate
and effective information management in order to
protect their organizations' information, make work
easier, and improve service delivery.
REVIEW OF THE RLATED LITERATURE

Theoretical Review
Records Lifecycle Theory
 This theory, developed at the National Records and
Archives Administration of the United States of
America in the 1930s, is based on the concept that a
record has a life. The lifecycle approach to records
divides the life of records into stages, that is, a record
is born (created), it lives (used and maintained) and it
(disposed of) (Penn and Coulson, 2019).
 As articulated in the works of Schellenberg (2016), the
lifecycle theory suggests that records move from one
Summary of literature

 This research was an attempt to determine the


effect of Records Management on the job
performance of secretaries in public organizations in
Ekiti State. Although, a sizeable number of studies
have been carried out in this research area within
and outside Nigeria, much attention has not been
directed to the effect of Records Management on the
job performance of secretaries in public
organizations in Ekiti State. This form identified
gaps this study strived to fill in literature.
METHODOLOGY

Research Design
The research design used for this study is survey
design method. The survey design approach is used
in order to allow for the use of questionnaires to
investigate the opinion of the respondents and
obtain answers to research questions and gather
information needed to solve problem under
consideration.
Population of the Study
The population of this study constitutes 110
secretaries working in three public institutions in
Research Instrument

Data will be collected through the administration of


questionnaire Questionnaires were administered to 86
secretaries in the Federal Polytechnic Ado Ekiti, Ekiti
State University (EKSU) and Federal University Oye,
Ekiti(FUOYE) respectively.
Method Gathering Data
The questionnaire was administered to secretaries
(respondents) through personal contacts after explaining
the purpose of the study to them, then, it was retrieved
through the same process. A total number of 86
questionnaires were distributed and retrieved. This
Method of Data Analysis

The data collected, descriptive and inferential


statistics was used. The simple percentage
method was used for the research questions.
The Pearson moment correlation coefficient
formula and chi square method was used to
analyze the hypothesis.
Discussion of Findings

• The findings of this study simply identified the strong


relationship between Records Management and the organization
performance, it also revealed that Records Management is very
beneficial and seen as aid to the job performance and job
delivery of secretaries which in turn enhance organization
efficiency and it was revealed that record management benefit
both the secretary and organization in many ways.
• the finding finally revealed that record management is
adopted for the basic operations in the organization,
secretaries of the organizations are well oriented on the
proper way of record management and that Record
Management
Discussion contd
• This study is also in conformity with Afolabi (2018) who
posited that Records management practice in Nigeria has a
number of problems, which include insufficient skilled and
experienced records management personnel, low priority of
records management in the scheme of things, and
insufficient funds.
• The researcher also tested the hypothesis of the objectives,
to investigate the impact of and relationship of record
management on the job delivery of secretaries and as well
the efficiency of the organization using chi square test of
independence and Pearson moment correlation, it was
observed that, there is a significant relationship between
Conclusion

• Secretarial staff of The Federal Polytechnic Ado-Ekiti,


Federal University Oye-Ekiti and Ekiti State University
generates and managed lots of records in electronic formats,
such as meeting agenda/ minutes, official or business
documents of the institution, correspondence/notification,
draft/policies and students’ records.
• . In conclusion, the study examined the Effect of Records
Management on the job performance of secretaries in public
organizations in Ekiti State. The study finding revealed that
majority of the respondents answered that improvement of
Efficiency and Productivity of both the organization and
secretary was the major benefit of record management.
Recommendations

• Records Management services must be underpinned by the


availability of Records Management facilities because digital
records are technology-dependent both for creation, preservation
and storage.

• In relation to the security of Records Management, Organization


should be encouraged to establish disaster management electronic
records.

• Organization management should enforce periodic training of all


users regarding the importance of Records Management and basic
Records Management within the organizational policy framework.
•

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