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EFFECT OF
PROPER RECORDS MANAGEMENT ON WORKERS’ PRODUCTIVITY
ABSTRACT
The topic on this project is Effect of Proper
Record Management on Workers’ productivity. The case of safe keeping of records
is vital to an organization, usually depends on the types of record document
used. It was revealed that electronic filing was taken over manual filing
system is outdated, on the other hand, most organization use micro filming as a
means of record preservation. Effective management of records improves
organizations efficiency and productivity as well as reduces organization’s
operating cost. The objectives of this extended essay therefore is to verify
whether organization actually have full and adequate knowledge on record
keeping. Having extensively visualized what the researcher is all about. It is
the researcher’s belief that the study will be of immense benefits to office
professional and records management or any organization especially dealing with
record.
TABLE
OF CONTENTS
Title page - - - - - - - - - i
Declaration - - - - - - - - ii
Approval page - - - - - - - - iii
Dedication - - - - - - - - - iv
Acknowledgement - - - - - - - v
Abstract - - - - - - - - - vi
Table of
Contents - - - - - - - vii
CHAPTER
ONE
1.0 Introduction - - - - - - -
1.1 Objectives of the Essay - - - - -
1.2 Significance of the Essay - - - - -
1.3 Delimitation and Limitations of the Essay - -
CHAPTER
TWO
Literature
Review
2.0 Introduction - - - - - - -
2.1 The Concept of Record Management - - -
2.2 Importance of Effective Records Management -
2.3 Types of Electronic Filing System Available - -
2.4 Managing Records in an Electronic Office - -
2.5 Manual Filing and Methods - - - -
2.6 Effective Management Records - - - -
2.7 Summary of Literature - - - - -
CHAPTER
THREE
Summary,
Conclusion and Recommendations
3.0 Introduction - - - - - - -
3.1 Summary - - - - - - - -
3.2 Conclusion - - - - - - - -
3.3 Recommendations - - - - - -
References - - - - - - - -
CHAPTER ONE
1.0 Introduction
Public
and Private organizations needs information to function properly and adequate
record management needs to be maintained for proper decision making. Tedesco
and Robert (2006) defined record management as the application of scientific
control for creating, processing, filling, maintaining, protecting and
disposing of an organization’s records so that they can be found when needed
within the shortest period of time and at the lowest cost.
Record
management originates from the early men who wrote on stores and walls in cases
for the purpose of future references. This information was written in form of
drawing and writing of languages on walls. As time went on, slates were
discovered and information was written and stored on them.
Subsequently,
there came the use of papers which made the keeping and transfer of information
easier, from here, files were being created to guarantee the easy
classification of papers. In the early 20th century, filing
equipment such as boxes, cabinets, bookshelves, trolleys, filing trays, racks
and many others kept coming up. These were all invented at different times as
long as they were seen to be relevant for the classification of different kinds
of information.
A
revolutionary turn came up which brought about micro filming machines which are
used to film documents in order to reduce the bulk of papers and files present
in the cabinet and to save space. With the help of dynamism in 1981, IBM
introduced its personal computers (PC) for use in homes, offices and schools.
Prior to that time, there had been several Microsoft Disk Operating System
(MS-DOS), compactable personal computers that run on Disk Operating System
(DOS). One of the numerous uses of computers is to store information in order
to allow for easy retrieval of them.
An
office being a place where information is being processed in the course of
realizing set goals in a general environment where record management can be
found, given that, of the presence of information there will be no record management.
This
is supported in Denver’s (2002) definition which defines the term office as a
channel by which information flows in, out of and around the organization. The
presence of information calls for the need for record management.
Every
organization large or small deals with information, this calls for the need of
record management especially large organizations which need various means of
record management for proper storage of documents.
Esogua
(2000) defines record management as a system that tracks the life cycle of each
record. This means knowing when a record is created, what function it serves,
how long it is considered useful the office that created it, what the
parameters are for maintaining it and for how long, and what legal authority enables
it eventually to be destroyed and when, if at all.
Presently,
the modern office has the responsibility of managing different forms of records
such as the agreements, letters, invoice and many other varieties of documents
involved in the running of an organization. Proper management of these
documents is needed for the smooth running of the organization.
It
has been observed that these days that organization are busy enjoying the
storage of their documents in the hard disks but are neglecting the proper
filing and keeping documents such as receipts, agreements and many other signed
documents which needs to be given proper attention. Although this system of
filing (manual) is difficult that notwithstanding, proper equipment needs to be
made available for proper documentation of signed documents as such storing and
retrieval will be made easy, since such records determine the position and
direction of an organization in the future. In order to ensure for good
management of records, it should be ensured that no record is wrongly
documented.
1.1 Objectives
of the Essay
The
objectives of the essay are seen below:
1.
To compare manual filing with
electronic filing system
2.
To investigate the need for effective
management of records.
3.
To find out the effects of improper
record management.
4.
To determine how the office
professional can ensure good record management.
1.2 Significance
of the Essay
It
is believed that at the end of the exercise, the essay will be of the following
category of people and organizations since they deal directly with records:
Ø The
Secretary/File Manager: The work would be of
significance to office professionals, especially those practicing because they
deal with incoming and outgoing of documents.
Ø Government
and Corporate Organizations: The work would help
the government and corporate organizations in the area of decision making. In
an organization where record is managed properly, decisions can be taken
promptly which can foster the growth of the organization or country.
Ø Institutions
of Learning: The work would enable various
institutions to focus more on training undergraduates on how to maintain good
filing system outside of the automated system. This will go a long way in
producing competent and productive graduate of office technology and management
who can manage records properly even in an automated office environment.
1.3 Delimitation
and Limitations of the Essay
Due
to the broad nature of the topic under study. The work intends to limit its
study to: the concept of record management and how it can ensure good record
management.
Ø Time
Constraint: Due to the limited timeframe
stipulated for the completion of this study, the quality of the study is
lightly affected as vital information centres could not be reached.
Ø Financial
Constraint: Due to the limited adequate fund,
student fending for himself, in support of the essay to a desirable need.
Ø Textbook/Electronic
Materials: The non-availability of relevant
textbooks constitute a major challenge to the researcher.
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