Application of records management best practices for service delivery at the ministry of energy and petroleum in Kenya

Abstract

Ministry of Energy and Petroleum in Kenya has a vital role in supporting the Kenya government’s development agenda. Despite having records management systems in place, service delivery at the Ministry of Energy and Petroleum has been poor and inefficient. This state has been brought about by inadequate records management systems. Badly managed records adversely affect development agenda. Development projects are often difficult to implement and sustain effectively and efficiently in the absence of well managed records. The aim of the study was to investigate the application of records management best practices for service delivery at the Mjectives of the study were to: determine the types of records available at the Ministry of Energy and Petroleum, establish the application of records management best practices for service delivery, establish the adequacy of records management policies, determine the challenges encountered in the application of records management best practices, and suggest strategies appropriate to records management best practices for service delivery. The study was informed by the records continuum model and the service quality gap model. A qualitative research approach with some aspects of quantitative techniques was adopted. The study population was 500 staff from which a sample of 60 respondents was randomly selected. Interview schedules and observation checklist were used in data collection. Qualitative data was presented and analyzed thematically while quantitative data was analyzed using tables and percentages. The findings of the study revealed that daily business operations were transacted on a manual records management system which was cumbersome. The computers were networked but underutilized. A records management policy was not in place to support the records management system. The central records management unit’s room was small hence difficult to accommodate the staff, equipment, furniture and the records. The study concludes that application of records management best practices for service delivery was hampered by inadequate application of contemporary records management systems and acute shortage of records management professionals. The study recommends that Ministry of Energy and Petroleum should automate its records management system through adoption of integrated records management system. Further shortage of space should be addressed by purchasing mobile compact cabinets and modern workstations. Finally, the central records management unit should be allocated a vote head to support development of a records management policy, application of integrated records management system, training of staff, and purchase of modern equipment and furniture.