The role of record management on institutional performance: case study Kyambogo University

Abstract

This research report entitled “The role of records management on institutional performance” is presented as a result of a research that was carried out at Kyambogo University. The study was based on three specific objectives: to examine the various mechanisms used to ensure effective record management; to analyze the determinants of institutional performance; and to assess the relationship between record management and institutional performance. The study took form of a case study design, with a study population constituted of records and archives managers, accounts personnel and departmental directors. A study sample of 60 respondents was chosen, using purposive sampling method. Questionnaires were used in collecting primary data and literature search was used in collecting secondary data. The collected data was analyzed using quantitative methods. The study found out that there were various mechanisms of records management such as records control mechanisms, records management procedures, records policy framework, and safety precautions in place. It also found out that there were various determinants of institutional performance such as personnel expertise and experience on the job, conditions in the working environment, employee motivation, as well as availability of the necessary facilities and materials. Also that there is a relationship between records management and institutional performance as record management helps in proper monitoring of financial and academic performance within the institution, enables the institution to make effective and accurate budgetary forecasts, directs the policy formulation procedures in the institution, through evaluating the records of past performance, and helps management to institute measures to reduce on the amount of wastages in the institution. The researcher drew a conclusion that there were various mechanisms used to ensure effective record management, that there are various factors that determine institutional performance, and that there is a positive relationship between records management and institutional performance as record management. He recommended that all records should be managed in electronic form to ease the process of reception, arrangement and filing in order to prevent cases of misplacement, damage and loss; the need for the management of the University to procure and install effective firewalls to ensure that the institution’s records are well secured, and secure access procedures for everyone accessing the records; as well as need for training of records and archives personnel in the modern records management procedures