THE IMPACT OF EFFECTIVE RECORD MANAGEMENT ON ORGANIZATIONAL PERFORMANCE IN CAMEROON
Same Topic: You can replace it with any of the Topic Below
THE EFFECT OF GOOD RECORD MANAGEMENT IN ORGANIZATIONAL PERFORMANCE IN CAMEROON
| PAGES = 54 pages | CHAPTER = 1 – 5 |
CHAPTER ONE
INTRODUCTION
Background of the study
Information has long been recognized as a crucial resource for all organizations, whether public or private. Today, it is used to classify countries into two main categories: those with restricted information access and those with ample information (Ahmed et al., 2020). Clearly, a nation’s advancement is closely tied to the availability, accessibility, and use of information. Thus, information can be regarded as a valuable national asset in enhancing the production of goods and services with additional value (Anyanwu, 2019).
Information is universally acknowledged as a vital element for any organization due to its role in decision-making, legal matters, and protective measures. Organizations keep essential documents crucial for their daily operations and survival. In today’s highly competitive environment, it is vital for an organization to sustain its operations during emergencies and quickly resume key business functions following a natural or man-made disaster. Implementing preventive measures and strategies is necessary to ensure continued business operations, which will help establish management credibility and build customer confidence in the organization’s ability to support them in times of crisis (Samson & Trenton, 2018).
Records and information are intrinsically connected, as they include essential data necessary for organizational planning, decision-making, and control (Ahmed et al., 2020). Each day, organizations handle and receive a large volume of information, though not all of it takes the form of documents. A record is specifically linked to the formal operations of an organization and is maintained as evidence to support its activities. According to Anyanwu (2019), the International Foundation for Information Technology (2010) defines a record as: “An item that serves as proof of its existence and can be used to reconstruct or verify its state, regardless of its format or characteristics.” Organizations may create, acquire, or hold records to meet legal requirements, conduct business transactions, or ensure compliance with regulations.
Effective record management is highly beneficial for organizations and their stakeholders. It plays a crucial role in business operations by ensuring the seamless and accurate flow of information both within and outside the organization, while also facilitating the easy retrieval of necessary data. Without reliable and authentic documentary evidence to support essential accountability processes, organizations cannot guarantee transparency, ensure accountability, or practice sound governance, as highlighted by Anyanwu (2019). Scholars, including Kalu (2019) and Tagbotor et al. (2019), widely agree that managing organizational operations effectively requires managers to possess relevant skills, such as the ability to maintain and oversee accurate records. This competency is fundamental for sustaining operational efficiency and meeting organizational objectives.
Each organization should have a clear understanding of which records need to be retained, for what duration, and which records should be discarded. This understanding is outlined in a file plan. Also referred to as a record plan, the file plan organizes records related to specific topics and assigns record numbers to ensure that related records are filed together, whether in physical storage or within electronic systems. This system also involves applying a retention schedule to these records automatically. Typically, developing a file plan necessitates creating a taxonomy or thesaurus to classify records and documents in a standardized or uniform manner. Record preservation is a fundamental duty for all agencies, corporations, and organizations. The effective integration and monitoring of information systems enable smooth and efficient access to necessary records for individuals or groups, ensuring that records are easily retrievable and managed in an orderly fashion (Anyanwu, 2019).
Robust records administration systems are crucial for delivering high-quality decisions and services. An effective records management system ensures that decisions are based on comprehensive and accurate information. When a records management system fails to function properly, the decisions made are likely to lack essential details, as noted by Ngoepe (2018). Additionally, the risk of documents becoming disorganized, misplaced, damaged, or altered significantly increases. Such issues can result in poor scheduling and planning of activities, as highlighted by Samson and Trenton (2018). Consequently, these problems may adversely affect organizational performance, making management’s decision-making processes more difficult and potentially hindering the ability to meet legal and regulatory obligations. This underscores the importance of examining and improving records management practices to avoid such negative outcomes.
1.2 Statement of the problem
Documents play a vital role in supporting and enhancing an organization’s efforts to fulfill its mission. To achieve its goals effectively, every organization must maintain precise and well-organized records. Since records contain crucial information, they represent an invaluable asset to the organization. Proper organization of these records is essential for streamlining decision-making processes within the organization. When decisions are consistently well-informed and reliable, the organization is better positioned to compete successfully with other entities (Manchu, 2018). By ensuring that records are accurate and readily accessible, an organization can improve its operational efficiency and strategic positioning in the marketplace.
The role of records administration is essential for the growth and efficiency of an organization, as well as for every employee who relies on information within it. The primary goal of records administration is to facilitate the smooth flow of documents throughout an organization, ensuring that information is readily available at the right place and time when needed. To achieve this, an organization must implement a well-organized and effective records administration program. When record services are required, the records manager plays a crucial role by supporting and enhancing the tasks of its users. Given the unique nature of an organization’s records, they must be managed with the same level of attention and care as other resources such as personnel, capital, and real estate (Blade, 2018). This study aims to evaluate how effective record management impacts organizational performance in Cameroon.
1.3 Objectives of the study
The overarching aim of this study is to evaluate how effective record management impacts organizational performance within businesses in Cameroon. The specific objectives of this research are outlined as follows:
To investigate the relationship between record management practices and organizational performance: This objective seeks to determine if and how record management influences the performance of businesses in Cameroon.
To explore the ways in which effective record management can enhance organizational performance: This objective aims to identify and analyze the various methods through which good record management practices contribute to improved performance outcomes in Cameroonian businesses.
To examine the challenges associated with implementing effective record management in businesses: This objective focuses on identifying and understanding the difficulties and obstacles that businesses in Cameroon face when trying to establish and maintain efficient record management systems.
To propose solutions to the challenges of effective record management: This objective is dedicated to developing and recommending strategies or solutions to overcome the identified challenges, thereby improving record management practices within businesses in Cameroon.
These objectives collectively aim to provide a comprehensive understanding of the impact of record management on organizational performance and to offer actionable recommendations for improvement.
1.4 Research Questions
The study aims to address the following research questions:
Is there a connection between record management practices and organizational performance within businesses in Cameroon? This question seeks to determine whether effective record management has an impact on how well businesses perform.
In what ways can effective record management positively affect organizational performance in businesses in Cameroon? This question explores the specific methods through which good record management practices can enhance the performance of businesses.
What challenges are associated with maintaining effective record management in businesses in Cameroon? This question focuses on identifying the difficulties and obstacles that businesses face when implementing and managing record-keeping systems.
What solutions can be proposed to address the challenges of effective record management in businesses in Cameroon? This question aims to develop recommendations and strategies to overcome the identified challenges, improving record management practices within businesses.
1.5 Research Hypothesis
The research will test the following null hypothesis:
Ho1: There is no significant relationship between record management practices and organizational performance.
Ha: There is a significant relationship between record management practices and organizational performance within businesses in Cameroon.
1.6 Significance of the Study
The central aim of this research was to assess the impact of effective record management on the performance of organizations in Cameroon. By gaining insight into the existing records management policies, procedures, and filing systems within organizations, along with the challenges and repercussions associated with record management, the study will provide valuable information for developing recommendations to enhance organizational performance. Understanding these aspects will be crucial for crafting strategies to improve how records are managed and utilized. Additionally, this research will offer records management professionals a more comprehensive view of how organizations perceive and implement best practices in record management for their records services and operational functions. This knowledge will help in refining records management practices and optimizing their effectiveness in contributing to overall organizational success.
The results of this study will shed light on how records management practices can enhance the performance of government organizations operating in similar environments. This information will be valuable for governments and policymakers in developing records management laws, regulations, and policies at both national and regional levels, aimed at addressing the challenges faced by government organizations in managing records throughout their entire lifecycle.
Additionally, the study holds significant personal value for the researcher, as it has expanded their understanding of the crucial role of leadership within an organization.
1.7 Scope of the study
This study primarily aims to evaluate how effective record management impacts organizational performance within businesses in Cameroon. Empirically, the research is designed to achieve several specific goals:
Assessing the relationship between record management practices and organizational performance: This involves investigating whether there is a significant connection between the management of records and the performance outcomes of businesses.
Exploring the influence of effective record management on organizational performance: This aspect focuses on understanding the various ways in which robust record management practices can positively affect the performance of businesses.
Identifying the challenges associated with effective record management: The study seeks to examine the difficulties and obstacles that businesses face in implementing and maintaining good record management systems.
Providing solutions to the challenges of record management: This involves proposing actionable recommendations and strategies to address the identified challenges and improve record management practices within businesses.
Limitation of the study
The researchers faced a few minor challenges during the course of the study. A major issue was the limited availability of literature on the topic, as the discussion surrounding the impact of effective record management on organizational performance is extensive. This scarcity led to increased financial costs and required considerable time to find relevant materials, literature, and information. Additionally, the data collection process was more time-consuming than anticipated. As a result, the researcher had to limit the sample size to only residents of Cameroon. Consequently, the findings of this study may not be applicable for generalization to other regions within Cameroon. Furthermore, the researcher will be balancing this study with other academic responsibilities, which may affect the ability to fully dedicate time to the research. Nevertheless, despite these constraints, every effort was made to minimize their impact and ensure that the research is conducted thoroughly and successfully.
1.9 Definition of terms
Record: A document that holds information regarding an event, the results achieved, or a statement made.
Record Management: Also referred to as records and information management, records management is an organizational function focused on overseeing the management of information throughout its entire lifecycle, from creation or receipt to eventual disposal.
Organizational Performance: In the contemporary workforce, organizational performance is defined as a company’s capacity to reach its goals while adapting to ongoing changes.