Implementation of a records management programme at The Kenya Electricity Transmission Company Limited

Abstract

The study sought to determine the effective ways by which organizations can implement a records management programme as a way of supporting its functions in areas such as decision making, accountability, transparency while at the same time eliminating vices like corruption. Founded on the records life cycle and the records continuum, the study aimed to fulfill four objectives including, identifying the types of records created and received by KETRACO; finding out if there is a functional records management policy at KETRACO; determining the existence of a filing classification scheme and its comprehensiveness; examining records appraisal and retention practice, while assessing the legislative framework governing the same; the contributions of adopting ICT in the management of records and investigating the challenges faced in records management and recommend the best practice for managing records at KETRACO. The study used both qualitative and quantitative methods focusing on KETRACO as its case study, from which stratified and purposive sampling technique were used to select 50 employees to respond to researcher administered questionnaires and another 10 who were interviewed to enhance the qualitative aspect of the study. The findings were analyzed and presented in tables, pie charts and bar graphs for qualitative data, while quantitative data was analyzed through thematic and content analysis. The findings of the study revealed that the Company runs a decentralized registry system, mainly managed by the secretaries, with the assistance of records personnel. It was clear that an alphanumeric filing classification system was in place, however scattered and not comprehensive. The study established the records tracking system was effective as well as the partial application of ICT. A great concern was in the lack of a records management policy, a regular records appraisal practice and disposal. The study therefore recommended quick review and adoption of the records management policy, revision of the filing classification scheme, establishment of a central registry system, engagement of more records professionals as well as appraisal and eventual disposal of inactive records. KETRACO must therefore ensure the implementation of a functional records management programme for effective and efficient service delivery in executing its mandate of being a world class electricity transmission company and the leading interconnector in Africa.