Devolution of Records Management to County Governments: A Study of four Counties in Western Kenya

Abstract

Devolution of records management (DORM) is a records management programme which can support devolution being adopted world over. It can ensure proper care of local government records and support devolved units. However, in Kenya the programme has not been properly mainstreamed into devolution. The aim of this study therefore was to investigate DORM to county governments (CGs) a study of four counties in western Kenya namely: Kakamega, Bungoma, Busia, and Vihiga and develop a framework for effective DORM. The specific objectives of the study were to: -Establish the nature of records transfer to four selected counties of western Kenya; examine the current records management practices in promoting devolution of records management to county governments; Assess the existing records management infrastructure in supporting DORM to county governments; Determine the strategies put in place to counter the challenges of DORM currently being experienced; and develop a framework for effective DORM. The Records Management Capacity Assessment Model and the Principle of Subsidiarity informed the study. A qualitative approach was preferred for the study within an interpretivist stance. Credibility of the study was ensured by prolonged engagement at the research site. Multiple case study research design was used where 43 participants comprising of 15 Chief officers and Directors, 4 heads of records management units, 16 departmental records management officers and 8 Archivists were purposively selected to take part in the study. Interview guide was the main data generation instrument but was supplemented by observation schedule and document analysis. Qualitative data were analysed inductively and deductively using grounded theory techniques. The key findings of this study were: the transfer of records to (CGs) was undertaken haphazardly; and devolution of records management was undertaken without a supportive records management infrastructure. The conclusion arising from the study is that DORM to CGs in Kenya has marginally been implemented. It is recommended that proper DORM programme could be achieved by prioritising doing the following: developing and enforcing conditions on transfer of records of devolved functions to CG; enact records management infrastructure supportive of DORM. professional archivists and records managers be responsible for DORM; adequate resources be allocated to DORM. Using the insights gained from the study a suitable framework has been developed to fill the existing gap between existing and required effective DORM. A criterion on transfer of records will ensure uniform practices are applied; appropriate records management infrastructure will establish DORM and give to the national and county Archives centres required mandate to effectively oversee management of CG records