Management of human resource records in the ministry of health, Kenya

Abstract

Effective human resource management enables ministries to manage their employees efficiently and equitably. Human Resource Records support effective human resource management for the best use of available staff in ministries. Despite the support provided by human resource records, the Ministry of Health still experiences a myriad of records-related challenges among them; missing files and poor storage of records. The aim of the study was to assess the effectiveness of the management of human resource records in the Ministry of Health. Specific objectives of the study were to: investigate how human resource records are managed in the Ministry, determine best practices and standards applied in the management of the Ministry’s human resource records, determine infrastructure and resources required to efficiently manage the records, and to propose strategies to ensure sound management of human resource records in the Ministry. The records life’s cycle Model was adopted for the study. The literature review focused on key concepts and themes derived from the study objectives. The target population for the study was 307 staff drawn from the Ministry of Health Headquarters and its affiliate departments. A sample size of 94 members of staff constituting 30% of the targeted population was derived. They included top management, records management staff, clerical staff, human resource management staff, finance staff; information communication technology staff, and Heads of Department. A qualitative research method was adopted and interviews supplemented by questionnaires and observation were used for data collection. The study used stratified random sampling and purposive sampling to select respondents. The study findings revealed ineffective management of human resource records in the Ministry and the factors contributing to the poor state of human resource records management were identified as: lack of records management policies and non-compliance with records management procedures and practices, lack of retention and disposal schedules, absence of senior management support and inadequate staff with requisite training in records management. Other factors were: lack of appropriate equipment and supplies for use in records management work, few staff adequately trained in information and communication technology and lack of adherence to policy guidelines, standards and Government circulars on the management of human resource records. The study concludes that in view of the importance of human resource records in supporting the human resource management function, appropriate records management infrastructure should be put in place to enhance sound management of human resource records. The study recommends conducting training and capacity building for records management staff; developing retention and disposal schedules for human resource records; reviewing, implementing and complying with policies on the management of human resource records. The study proposed an action plan on the management of human resource records in the Ministry in relation to creating, keeping, managing and finally disposing of their records.