The success of any organization is dependent upon effective records
management practice that ensures the right records are availed when needed for effective
operation. An effective records management system facilitates the flow of
records throughout an organization to ensure that information is available
readily where and when it is needed. However, studies have shown that many
organizations are still faced with challenges in records management. Studies
have also shown that delayed retrieval of active records, management policy, up-to-date
records retention and disposal schedule and guidelines for managing electronic
records were among the notable challenges. This study therefore, was aimed at
identifying the challenges faced by oil marketing companies in Zambia in
records management. Specifically the study sought to develop a model in order
to address the identified challenges. The study utilized purposive
nonprobability sampling with closed ended researcher administered
questionnaire. A total of 151 questionnaires were administered with a response
rate of 53%. The primary data obtained from the questionnaires was analyzed
using statistical package for social sciences (SPSS) and Chi-square tests were conducted to establish the level of independence between variables. The
study revealed that, these companies face challenges such as, lack of retention
and disposal schedule, lack of proper storage facility and security issues of
the records. The study has also shown that the organization has no
formal records management programs in place. It is therefore been realized that
the organizations need a better, more efficient and more uniform way of
creating, sorting, storing and destroying the records. In filing, bar code
scanners should be introduced to make
References
[1]
Adewale, A., Abiove, A. A., Olanle, A., & Issa, W. (2016). An Assessment of Records Management Practice in Selected Local Government Councils in Ogun State, Nigeria. Journal of Information Science Theory and Practice, 4, 49-64.
[2]
Adu, F. (2014). Assessment of Records Management Practices among the Administrative Staff of University of Education, Winneba-Kumasi (UEW-K) and Mampong (UEW-M) Campuses. Master’s Thesis, Kwame Nkrumah University of Science and Technology, Kumasi.
[3]
Bake, Z. (2015). The Contribution of Records Management towards an Organization’s Competitive Performance in Case of Commercial Bank of Ethiopia Jimma Main Branch.
[4]
Blake, R. (2014). Benefits of Records Management.
https://www.dummies.com/business/business-strategy/benefits-of-records-management/
[5]
Cage, M. (2012). Categories of Records in Records Management.
[6]
Creswell, J. W. (2013). Research Design: Qualitative, Quantitative, and Mixed Methods Approaches (4th ed.). Thousand Oaks, CA: SAGE Publications.
[7]
Emmerson, P. (Ed.) (1999). How to Manage Your Records: A Guide to Effective Practice. Hemel Hempstead: ICSA Publishing Ltd.
[8]
Kennedy, J., & Schunder, C. (1994). Record Management: A Guide for Students and Practitioners of Records and Information Management. Melbourne: Longman Cheshire.
[9]
Langemo, M. (1995). Successful Strategies for Establishing or Strengthening a Record Management Program. In: Proceeding Your Highway in Information Management: ARMA International Annual 40th Year Conference. Pairie Villages, KS: ARMA.
[10]
Mohammed, S., Tetteh, R., & Ahmed Azumah, A. (2018). Challenges Associated with Records Management in Sunyani Technical University. MPRA Paper 89261.
[11]
Mugenda, O., & Mugenda, A. G. (2003). Research Methods: Quantitative and Qualitative Approaches. Nairobi: African Centre for Technology Studies (ACTS) Press.
[12]
Obura, O. (2012). Information Practices among SMES in Tororo Direct Uganda. Library Review, 61, 447-469.
[13]
Phiri, N. (2009). Records Management in the Public Service and Its Impact on the Payment of Pension Benefits at the Public Service Pension Fund.
[14]
Porter-Roth, B. (2006). Applying Electronic Records Management in the Document Management Environment: An Integrated Approach. Polo Alto, CA: XEROX DocuShare Business Unit.
[15]
Sanderson, M., & Ward, S. (2003). Records Management Mission Critical. Library and Information Update, 1-7 October.
[16]
Seniwoliba, A. J., Mahama, A. V., & Abilla, B. J. (2017). Challenges of Records Management in Higher Education in Ghana: The Case of University for Development Studies. International Journal of Educational Policy Research and Review, 4, 29-41.
[17]
Shepherd, E., & Yeo, G. (2003). Managing Records: A Handbook for Principles and Practices. London: Facet Publishing.
[18]
Tagbotor, D. P., Adzido, R. Y. N., & Agbantu, P. G. (2015). Analysis of Records Management and Organizational Performance. International Journal of Academic Research in Accounting Finance and Management Sciences, 5, 1-16.
[19]
Thomassen, T. (2001). A First Introduction to Archival Science. Archival Science, 1, 373-385.
[20]
Trochim, W. M. K. (2006). The Qualitative Debate. In Research Methods Knowledge Base. http://www.socialresearchmethods.net/kb/qualmeth.php
[21]
Unegbu, V. E., & Adenike, O. B. (2013). Challenges of Records Management Practices in the Ministry of Information and Strategy, Lagos State, Nigeria. International Research: Journal of Library & Information Science, 3, 240-263.
[22]
Yosuf, Z. M., & Chell, R. (1999). Core Elements of a Records Management System. Business Archives Principles and Practice, No. 77.
