Examination of Current Records Management policies at Kakamega County, Kenya

Abstract

Records are important assets in organisational management. It is for this reason that they need to be managed properly over time. Records constitute a major resource comparable to finance, people, money and equipment. However, for them to be a valuable asset they need to be managed with the help of a policy framework that provides professional guidance for their effective management. The aim of the study was to examine current records management policies at Kakamega County and develop a policy framework to enhance recordkeeping as a key tool in the delivery of County activities and programmes. The specific objectives of the study were to: determine County activities and programmes; assess the effectiveness of current records management practices in supporting County activities and programmes; determine the level of support provided by County executives towards implementation of existing records management policies; propose a policy framework to enhance recordkeeping as a key tool in the delivery of County activities and programmes. The study employed the use of two models namely; the Stages Heuristic Model and Records Continuum model. The study which is qualitative in nature adopted the case study design. Data was collected using semi structured interviews. The study sample size was 103 respondents consisting of: 5 Top Managers; 10 Chief Officers; 29 Action officers; 5 Records Managers; 18 Registry Staff; and 36 Clerical Officers who were selected using purposive sampling. The study used thematic analysis technique to compile the data into themes derived from the research questions. Data was reported using descriptive text, direct quotations and tables where applicable. The findings of the study were that: The County Government engaged in various activities and programmes; records management had a significant impact on the County activities and programmes thus enabling the County to achieve its mission. The study further established that records management department did not receive adequate support from the County executives towards implementation of existing records management policies; and the County lacked a comprehensive policy framework for managing its records. The study concludes that existence of a sound records management policy will have a positive impact on County activities and programmes. The study came up with several recommendations amongst them: monitoring and evaluating County activities and programmes by the County executive; implementing records improvement strategies by the records managers; policy implementation by the County executives; capacity building for records management staff; and budgetary allocation by the County executives. In addition, the study developed a policy framework for records management at the Kakamega County.