ABSTRACT
This
project investigates the efficient record management on smooth achievement of
organizational goal (a Case Study of Jigawa Board of Internal Revenue
Service).The study has four specific objectives, four research questions and
four hypotheses. The population of the study was 42 made up of junior and
senior staffs of Jigawa State Board of Internal Revenue Service across the
whole revenue branch offices in the state. The whole population will be adopted
as the sample size for this study A questionnaires was distributed to the
respondents and were answered all. Simple percentages mean and standard
deviation was used to answer the research questions. The findings of the
research question one reveled that proper record management provides evidence
in the court of law It leads to proper appropriation of funds Reference from
records are used to proffer solutions to managerial problem It aids the
executives in making decisions. Based on the data analyzed from the findings,
the following conclusion where made. There is a link between organizational
productivity and proper record management as proper records provides evidence
in the court of law also lead to proper appropriation of funds the researcher
also conclude that proper record management aids executives in making decision.
One among recommendation was that the Organizations should train their staffs
on the nitty gritty of record management. Organization should give more
emphasis on paper record to achieve its plan and increased productivity.
TABLE
OF CONTENTS
Title page………………………………………………………………………………….. i
Approval page……………………………………………………………………………. Ii
Declaration……………………………………………………………………………….. iii
Dedication………………………………………………………………………………... iv
Acknowledgement……………………………………………………………………….. v
List of tables……………………………………………………………………………… vi
Abstract………………………………………………………………………………….. vii
CHAPTER
ONE:
1.1
Background of the
Study………………………………………………………… 1
1.2
Statement of the
problem………………………………………………………….2
1.3
Objectives of the
study……………………………………………………………3
1.4
Research question………………………………………..
……………………… 2
1.5
Research hypothesis………………………………….......……………………….3
1.6
Significance of the study………………………………..
………………………..4
1.7
Limitation of the study…………………………………
……………………….. 4
1.8
Definition of the
terms……………………………………………………………5
CHAPTER
TWO: LITERATURE REVIEW AND
THEORETICAL FRAMEWORK
2.1 Concept of Record Management
…………………………………………………… 9
2.3 Method of Record Management
…………………………………………………….12
2.4 Record Management and Organizational
Productivity ……………………………..17
2.5 Impact of Record Management on Office
Manager’s Efficiency ………………….18
2.6 Strategies for Enhancing Efficient Record
Management ………………………….19
CHAPTER
THREE: RESEARCH METHODOLOGY
3.1 Research
Design ……………………………………………………………… 21
3.2 Population
of the Study ……………………………………………………… 21
3.3 Sample
and Sampling Procedure …………………………………………….. 21
3.4 Instruments for Data
Collection ……………………………………………… 22
3.4.1 Validity of the
Instruments…………………………………………………… 22
3.5 Procedure
for Data Collection .……………………………………………… 22
3.6 Procedure
for Data Analysis ………………………………………………… 23
CHAPTER
FOUR: DATA PRESENTATION AND ANALYSIS
4.1 Analysis
of Bio-data of the Respondents ……………………………………… 24
4.2 Data presentation, Analysis and
Discussion ………………………………. 26
4.3 Summary of Findings ………………………………………………………29
4.4 Discussion
of Findings ……………………………………………………. 29
CHAPTER
FIVE: SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1 Summary
………………………………………………………………………. 30
5.2 Conclusion
…………………………………………………………………….. 30
5.3 Recommendations
…………………………………………………………….. 31
REFERENCES
………………………………………………………………………... 33
APPENDIX
……………………………………………………………………………. 34
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
Records
are basic tools of administration, it provide information for planning and
decision making, form the foundation for government accountability, and are
often subject to specific legal requirements. Records are essential for
effective and efficient administration, but if poorly managed they can become a
liability, hampering operations and draining resources. An effective and
efficient records management program help an organization get the most out of
its records. It also helps limit costs and the risk that can come with poorly
managed records, within an organization.
Sometimes
the complexity in the administrative process in many organizations requires a
modernized system approach to ease the process, performance of system such as
that of the judiciary, client/customer, staff cannot be realized without
effective administration. In such manner the influence efficient record
management on smooth achievement of organizational goal. Effectiveness is about
the steady accomplishment of administrative duty and timely realization of set
objectives effectiveness can be measured through administrative extent of
accountability, administrative efficient improvement, effective resources
management, and monitoring, appropriate delegation of tasks, timely discharge
of duties and constant meeting of targets. Area in the influence record
management on smooth achievement of organizational goal. Include; staff
personnel administration, financial management, students’ personnel
administration, record management, maintenance of facilities among others, good
administrative managers must carefully and effectively handle resources
particularly details including finance, material and machines including
computers.
All
organizations are required to keep record of their activities, by keeping such
records accurately and up-to-date, organizations can measure their performance,
improve their overall financial control and take action whenever problem arises.
Modern information system have plunged the world in to what may called an
information age as opposed to the book age. Information is an essential
resources for decision making at international, national and even lowers organizational
level of human activity. However, information to be fully effective it should
be classified, recorded, and stored appropriately in an effective manner. This
information is known as record or information is captured, stored and managed
in a meaningful format is the substance of record management. Records are
therefore a vital tool in the administration of many organizations. The success
and failure of organizations and state organs activities all depends on the
efficient handling of information.
To
get the smooth achievement of the organizational goal considerable emphasis is
placed on helping the employees (staff), involved in making use of new
technological means to get the desired result patterning organizational goal of
the Jigawa state board of internal revenue services.
In
this case the influence of efficient record management on smooth achievement of
organizational goal cannot be over emphasized to keep and preserve its
organizational record properly determines the success of that organization.
According to Johnston (2020), Record keeping entails the processing, arranging
and storing of records so that they can be located when required.
Records
are very important to the organization, there by the adherence to the strict
rules governing the keeping of it by the officer or staff in charge in an
organization is important. The secret behind a successful organization is
record management. Record keeping refers to the keeping in safe custody all
document in the office. Any organizations where records of transactions are not
kept stand a great chance of collapsing. Organization be it traditional or
modern do have a role to play before their goals could be achieved. The
realization of these goals depends heavily on the ability of the office manager
to discharge his roles decisively and extensively. It is not out of place to
conclude that record management constitute a fundamental part of activities of
all office managers; which must to be persuade rigorously to provide promising
solution to storage and retrieval problem.
Record
keeping originates from early men who wrote on stones and waves in causes for
the future. These records were in form of drawing and writing of languages on
the wells. Civilization brought about inventions of writing on paper as a
better means of living and keeping of information. The urge to keep these
records safe from destructions brought about the need to create storage
equipment, which will safeguard these documents from being destroyed. So
different forms of record management were developed from the simple method of
storage to the sophisticated, most of organizational managers depend on records
whether in private or government offices where invoice, teller, memorandum,
report, cheques, vouchers, and so many other things are found for decision
making and other managerial responsibilities. These records are stored under different
heading and kept for further usage. The act of record keeping is mainly used to
educate and pass on this information to those who need it in line with this fact
the topic influence of efficient record management on smooth achievement of
organizational goal. Find it expedient that records are preserved in
establishments to reflect it accountability and transparency.
1.2 Statement of the Problem
Records
keeping play a vital role in the efficient record management on smooth
achievement of organizational goal; in fact, it is core in administration for
documentation of the plans and implementation of a specific service or course.
It similarly allows proper monitoring and evaluation, with record management
credible administration for several decades. Evidence from the literature
indicated that proper records management enhances influence of efficient record
management and smooth achievement of organizational goals. (Mahama, 2017).
In
general, there is a lot of principles for the management of records from its
creation in the establishment John & chritine (2021) Jigawa State Board of
Internal Revenue Service is among the establishment that was able to overcome
the challenges of record management since inception, due to the proper records
management, the organization documents remarkable development in terms of
infrastructure, human resources, and research. The reflection of this
development in the organization records affluence efforts of organization
management for smooth decision making throughout this period. (Kuligowki,
2020). On the other hand, there are limited studies on records management in
northwest establishment in Nigeria. Similarly, the researcher was not being
able to come across a study on records management. It is very important to
report how records are being managed in this organization to the global
research community. Therefore, this study intends to investigate the influence
of efficient record management on smooth achievement of organizational goal (a
Case Study of Jigawa Board of Internal Revenue Service)
1.3 Aims and Objectives of the Study
The
overall objectives of the study are to investigate the efficient record
management on smooth achievement of organizational goal (a Case Study of Jigawa
Board of Internal Revenue Service). In specific terms the study has the
following objectives:
1. To
identify types of filling, retention and disposal methods used to enhance
record management practice for effective administration of Jigawa State Board
of Internal Revenue Service.
2. To
identify types of storage facilities available for records management in Jigawa
State Board of Internal Revenue Service.
3. To
determine areas of record management that are automated to enhance effective
administration of Jigawa State Board of Internal Revenue Service.
4. To
assess the roles of records management practice for effective administration.
1.4 Research Questions
The
following questions were framed to achieve the objectives of the study:
1. What
types of filling, retention and disposal methods used to enhance record
management practice for effective administration of Jigawa State Board of
Internal Revenue Service?
2. What
types of storage facilities available for records management in Jigawa State
Board of Internal Revenue Service?
3. What
are the areas of record management that are automated to enhance effective
administration of Jigawa State Board of Internal Revenue Service?
4. What
are the roles of records management practice for effective administration?
1.5 Significance of the Study
The
research will be beneficial to the officers at the managerial level, the staff
who are in the clerical section (messenger) of the organization who engage in
filling and documenting the activities within the Jigawa state board of
internal revenue service.
Contrary
to the claims of literature that all areas of record management in some
organization’s operations in Nigeria are not automated, the preliminary finding
of this study show that the operation with respect to records management is
predominantly based on computerized methods and what it implies is that the
organization enhanced its operations to the standard of global practice of
records management. Therefore, the significance of this study is very
imperative. This study will appraised the nature of influence of records for
effective organizational administration. The study will technically reveal processes,
approaches, status of records automation as well as highlight the strength and
challenges the practice. This will first fill the gab of literature in terms of
assessment and technical report on records management in the region. The study
will also provide applicable solution for overcoming the challenge being face
by the practice.
1.6 Scope of the Study
Efficient
record management on smooth achievement of organizational goal (a Case Study of
Jigawa Board of Internal Revenue Service), the study is scoped to all forms of
record, management records in the organization. The targeted population
comprises administrative staffs from registry department, head of departments,
and selected members of the organization management.
1.7 Definition of Terms
Influence: the capacity to have an effect on the
character, development, or behavior of someone or something, or the effect
itself.
Efficient: (of a system or machine) achieving maximum
productivity with minimum waste effort or expense.
Record:
the sum of the past achievements or performance of a person, organization or
thing.
Management:
the act of running and controlling a business or smaller organization.
Smooth:
having an even and regular surface, free from perceptible projections, lamps,
or indentations.
Achievement:
a thing done successfully with effort, skill, or courage.
Organization:
relating to an organization or the way it is set up
Goal: the
object of a person’s ambition or effort, an aim or desired result
Login To Comment