ROLE OF OFFICE MANAGERS IN RECORDS MANAGEMENT IN

FEDERAL PLYTECHNIC NEKEDE OWERRI

{50 PAGES}

DEPARTMENT OF OFFICE TECHNOLOGY AND

MANAGEMENT
SCHOOL OF BUSINESS AND MANAGEMENT TECHNOLOGY
 ABSTRACT
The main objective of this study was to identify the various roles of office
managers in records management in Federal Polytechnic Nkede.
Specifically, the study identified the various kinds of office records
available in the organization; determined the skills needed by office
managers in handling these office records; found out if records are
adequately handled in the organization; assessed the extent to which the
office managers operate some record processing or storage equipment
such as computer system and identified the problems encountered by
managers in the handling of these office records. A total of 40 office
managers were studied and data were collected using structured
questionnaire. Findings revealed that office managers in the study area
are ICT-related, in the sense that they can manage several kinds of
records, and can adequately handle office records by ensuring control,
carefulness and monitoring in the management of office records. However,
they are in need of more skills that will help them overcome some
management problems. It is therefore recommended that there should be
adequate funding by the management and government to equip the office
managers with modern equipment to improve records management in
tertiary institutions.
 TABLE OF CONTENT
Approval Page
Dedication
Acknowledgement
Abstract
Table Of Content
CHAPTER ONE: Introduction
1.1 Background of the Study
1.2 Statement of the Problem
1.3 Objectives of the Study
1.4 Research Questions
1.5 Significance of the Study
1.6 Scope of the Study
1.7 Limitation of the Study
1.8 Definitions of Terms
CHAPTER TWO: Literature Review
2.1 Introduction
2.2 Conceptual Framework
Record
Record Management
Record Content
Record Context
Record Structure
2.3 The Importance of Record Management in an Organization
2.4 Types of Office Records
2.5 Influence of Electronic Records in Records Management
Protection of Computer Data
Inventory, Appraisal and Disposal of Electronic Records
Inventory of Records Collection
2.6 The Role of Office Managers in Records Management
2.7 Skills Required by Office Managers in Handling Records
Information and Communication Technology Skills
 Human Relations Skills
Administrative/Management Skills
Reprographic Technology Skills
Micrographic Technology Skills
2.8 Challenges Facing Office Managers in Managing Records
Lost Records
Record Organization
Record Storage
2.9 Summary of Literature Reviews
CHAPTER THREE: Research Design and Methodology
3.1 Introduction
3.2 Area of Study
3.3 Research Design
3.4 Population and Sample Size
3.5 Sources of Data Collection
3.6 Validity and Reliability of Instrument
3.7 Method of Data Analysis
CHAPTER FOUR: Presentation and Analysis of Data
4.1 Kinds of Records kept by Managers
4.2 Skills of Handling Office Records
4.3 Management of Office Records
4.4 Handling/Operation of Record Equipment
4.5 Problems Encountered by Office Managers in the Management of Office
Records
CHAPTER FIVE: Summary, Conclusion and Recommendation
5.1 Introduction
5.2 Summary OF Findings
5.3 Conclusions
5.4 Recommendation
REFERENCES
APPENDIX
 CHAPTER ONE

1.0 Introduction

1.1 Background of the Study

The secretarial functions and its effectiveness depends much on the

availability of office technology and equipment, as well as the skills and
competencies of the office mangers. Many organizations have come to appreciate
the role and importance of records, and the need to provide the needed office
machines and equipment for the efficiency of managing records.
For over two decades now, fast changes have been taken place in all facets
of life including the office environment, this is as a result of technological
advancement. Every office today requires facts, accurate records and information
for quick decision making. In the dark ages, business transactions were executed
through personal contacts, a universal system of writing and keeping records had
not developed. As a result of the changes in technology, the role of the office
manager has changed tremendously from that of typewriting and taking notes in
shorthand. Today, office managers are exposed to office technology/automation
including the internet that makes work easier and knowledge more accessible
(Edwin, 2008)
Records management is the supervision and administration of digital or paper
record, regardless of format. It is also referring to a set of activities required for
systematically controlling of the creation, distribution, use, maintenance and
disposition of recorded information maintained as evidence of business activities
and transactions (e.g. Investment of cash or other assets, withdrawal of cash or
other assets, distribution of dividends, borrowing of cash from other entities,
payment of borrowings, sales of goods or services either for cash or on credit
account, etc.).
Hick in Ukachi (2004), explained that in the course of doing business,
records are created through a variety of government activities such as vehicle
registration, professional licensing, procurement contract transaction, general
correspondence, and other external and internal business processes. Records may
be created and transmitted in a variety of ways such as hand-written, type-written,
audio/video recording, computer generated (including e-mail and data base) among
others.
These records support document and evidence of the variety of organizations
activities including business processes, accountability insurance, facilities planning
etc. Records capture information used to protect the right and interests of
government, business and citizens and to preserve history and culture by
documenting information about noteworthy people, issues, places and events. Most
of these records are useful for a relatively short period of time and can then be
destroyed. Some roles and responsibilities of records management include:
 To determine which records will be created, gathered and maintained and
produce records for audit and other purpose.
 To maintain secure and care for records in accordance with the guideline of
various organizations.
 To record –retention schedules.

In the record management, according to Idih, Ani and Njoku (2012) there
are (3) three basic element of records management. These include:
i. Records creation
ii. Records use and maintenance
iii. Records disposition

Records Creation: Is the first phase of records management which is particularly

important, because if administered effectively, it will prevent the creation of non –
essential records and thus decrease the volume of record to manipulated,
controlled, stored and disposed.
Records Use and Maintenance: Involves the control, use and storage of records
needed to carry out or facilitate the activities of organization. It embodies measure
to ensure ready availability of needed information and records.
Records Disposition: It involved decision on which records should be saved as
permanent documentation of the nation’s past, and how long after their creation
other managers should be retained for ongoing administrative or legal reasons.
In the records keeping, keeping good records is necessary and important to the
office mangers (secretaries) as it will:
 Help in utilize your time more effectively
 It helps in creating a knowledge based to keep your employees grow and
develop.
 Keeping good records help to improve and grow your business.
 You have a legal obligation to maintain adequate records.

1.2 Statement of the Problem

Although the main purpose of managing office records properly is to keep

information safe and readily available to the office managers and the organizations
as at when needed. Improper handling of records can phase or may involve an
element of risk to the office managers and the entire organization as well.
Ahukannah in Ukachi (2004) stated that the cause of the problems militating
against handling of office records properly by the office managers (Secretaries) are
lack of training, inadequate knowledge of the computer in storing data and
information, the company’s data base, lack of office record and filling equipment,
management attitude, lack of technical know-how by the office managers in
storing these records etc. Inadequate equipment and skills required for effective
records is another problem associated with bad record management. Therefore, the
problem of this study is to identify the role of office managers to improve records
management in an organisation.

1.3 Objectives of the Study

The main objective of this study is to identify the various roles of office
managers in records management. Specifically, the study will attempt to:
1. To identify the various kinds of office records available in the organization.
2. To determine the skills needed by office managers in handling these office
records.
3. To find out if records are adequately handled in the organization.
4. Evaluate the extent to which the office managers can operate some record
processing or storage equipment such as computer system.
5. To identify the problem which the office managers encounters in the handling
of these office records.
1.4 Research Questions

1. What are the various kinds of office records available in the organization?
2. What are the skill needed by office mangers in handling these office records?
3. How are records adequately handled in the organization?
4. To what extent can office managers operate some records processing and
storing equipment?
5. What are the problems the office managers encounter in the handling of these
office records?

1.5 Significance of the Study

The result of this study will be useful to students, lecturers, NBTE and the
public to have knowledge about some problems encountered in handling records.
This will improve their ability to handle records effectively.

This research will go a long way to help the office managers (secretaries) to
adapt to the changes being reflected in the records which will contribute
meaningfully to their jobs and attainment of organizational goals.
This study will expose the students offering office technology and
management on how to handle office records and the good knowledge of records
equipment. To lecturers it will increase their knowledge of the modern records
equipment used in today’s office, so that during the learning process students can
acquire good knowledge and skills on how to use these modern equipment.
The findings of this study will assist the National Board for Technical
Education (NBTE) to know the relevant modern technologies for recording that
should be provided in schools for effective teaching and learning.
The findings of this study will educate the public on the need for good
record keeping in their business transactions and how to handle the equipment
associated to record keeping.

1.6 Scope of the Study

The scope of this study is limited to the role of office managers in records
management. This work is limited to Federal Polytechnic Nekede, Owerri.
1.7 Limitation of the Study

In the course of this research work, the researcher encountered some

constraints, which affected the final output of the study. The study was originally
designed to cover the First Bank in Imo state, but financial and time constraint
limited the study to only Federal Polytechnic Nekede Owerri.

1.8 Definitions of Terms

For the purpose of this research work, the following key words are defined
as follows:
Role: The way in which someone or something is involved in an activity or
situation and how much influence they have on it.
Office: An office is generally a room or other area where administrative work is
done by an organization’s users in order to support and realize objects and goals of
the organization.
Manager: A person responsible for controlling or administering an organization or
group of staff.
Record: A thing constituting an account evidence about the past, especially an
account kept in writing or some other permanent form.
Management: The organization and coordination of the activities of a business in
order to achieve defined objective.
Record Keeping: The maintenance of history of one’s activities, as financial
dealing by entering data in ledgers or journal, putting document.
Information: Is any entry or form that provides the answer to a question of some
kind or resolves uncertainty.
Filling: It refers to the systematic arrangement, storage and classification of
records, documents and mail in such a way that would make retrieval easy
convenient and pleasurable.
Records Management: This refers to a set of activities required for systematically
controlling the creation, distribution, use, maintenance, and disposition of recorded
information maintained as evidence of business activities and transactions.
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