Management of Electronic Records at Moi University Eldoret, Kenya

Abstract

The advent of ICTs and in particular the computer, has altered the ways in which records are created, received, maintained, used and disposed of. Moi University has embraced the use of computers as a critical tool for information management and communication in support of its business transactions. However, despite embracing the use of computers in creating and receiving information, the management of electronic records remains a neglected area of the university record keeping system. The aim of the study was to examine the management of electronic records at Moi University within the context of the continuum principle with a view to recommending a framework that can be used to manage electronic records. The specific objectives of the study were to: conduct a business process analysis of Moi University and ascertain the electronic records generated and received by the institution; determine and evaluate the strategies used for managing electronic records; ascertain the professional knowledge and skills of staff responsible for managing electronic records; determine the adequacy of the existing ICT infrastructure and resources to cater for the management of electronic records; identify the challenges encountered by staff in the management of electronic records and propose a framework for improving and sustaining the efficient and effective management of electronic records at Moi University. The study was based on the Records Continuum Model. The elements of the framework take into account the dynamic nature of electronic records and include record keeping issues which the current study investigated. The model emphasizes the importance of managing records on a continuum of care. The study used both qualitative and quantitative research methods. The study population consisted of 60 respondents drawn from Moi University Main Campus, Chepkoilel Campus and Town Campuses. Purposive sampling technique was used to select respondents from university management, ICT, general administration, records/accounts and secretarial staff. Data was collected using semi-structured interview schedules supplemented by observation. Statistical data was presented in the form of tables and graphs and content analysis was used to organize data collected through interviews. The major findings of the study were that: policies and procedures to guide the management of electronic records were non-existent; staff devised their own strategies for managing electronic records; the ICT infrastructure was not adequate and the computers did not have a record keeping system. Staff faced many challenges which included: lack of knowledge and skills in records management and in particular electronic records management; poor handling of storage devices and lack of connectivity. The recommendations of the study include: the development and implementation of a policy framework for managing electronic records; equipping staff and especially those responsible for managing electronic records with knowledge and skills in records management and in particular electronic records management; staff and users be equipped with ICT skills to enable them work in an electronic environment and the university should raise awareness amongst staff on the importance of electronic records management. A proposed policy framework for managing electronic records is provided.