Analysing the management and use of personnel records In Uasin Gishu County Government, Kenya.

Abstract

Personnel records are the most essential tools in the management of human resources in an organization, they form the basis of accountability of funds and skills required to perform tasks. This study analyzed the use of personnel records in human resource management at Uasin Gishu County Government. The study was motivated by the need to improve on the management of personnel records, so as to ensure that information about employees is available to take decisions and protect their rights. The aim of the study was to analyze the use of personnel records in human resource management and to propose appropriate ways in which human resource management can be enhanced. The objectives of the study were to: Determine the types of personnel records at Uasin Gishu County Government; Assess the contribution of personnel records in human resource management; Find out the application of information and communication technology in managing personnel records; Establish what records management policies exist in creation and management of personnel records; Identify challenges associated with personnel records management and Suggest possible solutions to address the challenges facing the management of personnel records at Uasin Gishu county government. The study was based on the Scientific Management Theory by Frederick Taylor. The population of the study was 92, which constituted of staff members of Uasin Gishu county government. The study sample size was 45 respondents selected and interviewed, using purposive sampling technique. A qualitative research approach was adopted in this study using a case study research design. Interview and observation were used to elicit data from the respondents. Semi-structured interview schedule and observation guide were prepared and used as data collection instruments. The collected data was organized based on various thematic areas and the relationship between categories established. Therefore the collected data was analyzed thematically in line with the objectives and research questions of the study. The findings of the study revealed that record keeping practices in Uasin Gishu County Government are not adequately supported by a record keeping infrastructure which is made up of a policy and regulatory framework, a programme structure, resources and people. Furthermore, there was not in place a monitoring system to ensure sound record keeping standards and practices. In conclusion, the findings of the study can be taken as fundamental to the needed improvement and changes in the management of personnel records in Uasin Gishu County government. The Recommendations from the study are: safeguarding the integrity of the personnel records; staff capacity building and training; development and implementation of effective systems and procedures; recruit qualified records management staff; lobby for additional resources; effective technology-based tools to support records management activities; develop specific records management policies and procedures and develop and implement effective records management programme