Implementation of Records Management Programme at Mwalimu National Savings and Credit Co-operative Society Limited, Nairobi

Abstract

Records are paramount in any organization since they document the management all activities of that organization. The implementation of a records management programme depends upon proper infrastructure, staff, and equipment. Therefore, records management issues should be addressed by the management to enhance implementation of a records management programme. The aim of the study was to investigate the implementation of records management programme in support of service delivery at Mwalimu National Sacco. The specific objectives of the study were to identify the existing policies governing the management of records, find out staffing levels of staff involved in records management, determine contributions made by records management program in management of records, examine the types of documents created and find out the challenges encountered in managing records and propose recommendations on records management frameworks that could close the identified gaps. It was qualitative in nature, and data collected using interviews and was supplemented by observation. A sample size seventy three respondents were selected for the study using purposive and convenient random sampling techniques. The study included four managers, six records officers, twenty nine action officers, six archive officers and twenty eight registry personnel. The data was analyzed qualitatively, using interpretive analysis method where frequency distribution tables were used. The major findings of the study were that: management of records in Mwalimu National Sacco was not effective and impacted negatively on service delivery. The factors that contribute to the state of records include lack of adherence to records management practices, procedures and policies: lack of retention schedules, lack of senior management support; inadequate personnel in the records units; poorly trained records management personnel and inadequate records management infrastructure. The study recommended that Mwalimu National Sacco should develop capacity for records management officers, develop retention and disposal schedules for records in Mwalimu National Sacco; review and implement policies and legislation for records; implementation of records management programme and enact records management policy. A framework to be use in the management of record in support of service delivery is provided.