Evaluating the role of Records Management in supporting administrative reforms in the Directorate of Housing, Kenya

Abstract

Governments worldwide undertake administrative reforms for the purpose of improving performance of public sector institutions. Records are vital instruments in the implementation of reforms and no meaningful reforms can take place without sound records management. Although the Directorate of Housing has proactively supported the strengthening of the records management function in all its departments and units, the reforms undertaken in records management fall short of International best practice. This has had a negative impact on administrative reforms being undertaken by the Directorate in various sectors. The aim of the study was to evaluate the role of records management in supporting administrative reforms in the Directorate of Housing, Kenya. The objectives of the study were to: investigate the administrative reforms being undertaken in the Directorate of Housing and their impact; examine how records management supported administrative reforms; examine the extent to which the reform agenda in the Directorate incorporated reforms in records management; determine what records management infrastructure existed in the Directorate; determine the extent to which the Directorate had computerized its business processes including those involving records management; and propose a framework that addresses issues of records management as part of the reforms implemented by the Directorate of Housing. The study was informed by a triangulation of the DIRKS Model and the Quality Management Systems Model (ISO 9001:2008). The study sample was 33 respondents out of a total population of 166. The study adopted a qualitative research approach using a case study method. Face to-face interviews were conducted on one-to-one basis using interview schedules. Data was presented in the form of themes using descriptive analysis. The study findings established that the Directorate was undertaking administrative reforms to meet its mandate, among them; development and review of housing policies, realignment of slum upgrading with the housing policy and development of a building code. It further noted that although records management was critical in the reforms process, it was not accorded the attention it deserves as there were no adequate records management policies, systems, and infrastructure. The study concludes that records are a vital component of reform process and the management of records should be guided by best practice. Based on the study findings, the study makes the following recommendations; that there should be urgent reforms in records management, guided by policies and regulations, provision of a vote head for records management, enhancement of records management infrastructure, capacity building for records management staff, integration of records management in directorate functions, and modernization of records management through ICT