Aligning records managementand risk management with business processes at Moi University, Eldoret, Kenya

Abstract

Risk management is a critical component for institutions of higher learning since all educational activities bear a certain level of risk. However, many organizations in Kenya including Moi University are yet to formally integrate risk management programmes into their business operations. The aim of this study was to investigate the extent to which risk management and records management are aligned with business processes in Moi University with a view to proposing a strategy to enhance business processes in line with global best practice. The specific objectives of the study were to: undertake a business process analysis of Moi University and identify the resultant records generated by these processes; assess the current state of records management and risk management at Moi University; identify the problems faced by the institution in view of the current state of records management; identify the risks facing Moi University in relation to its core mandate; establish the role of records management in the mitigation of risks faced by the institution; give recommendations and propose an appropriate records management-cum-risk management strategy to enhance business processes at Moi University. The study was based upon the records continuum model put forth by Frank Upward and the Government of Canada Integrated Risk Management model. The study was qualitative in nature and data was collected through face-to-face semi-structured interviews. The population sample size constituted 50 respondents drawn from the four campuses of Moi University in Eldoret. Key findings of the study were that: the core business operations of Moi University generated a lot of records, both manual and electronic; the state of records management at the institution was poor while risk management practices were non- existent; key risks facing Moi University are strategic, operational, financial, commercial, compliance, technical and systems-related; records management is a risk management function and is an effective tool in risk mitigation. The study concluded that the poor state of records management at Moi University has contributed to inefficiencies in business processes, exposing the institution to various risks. Recommendations proposed were that: Moi University should adopt comprehensive records management and risk management programmes; and that the records-cum- risk management model proposed by the study should be adopted to aid in the implementation of these programmes.