THE RELEVANCE OF RECORD KEEPING TO OFFICE

TECHNOLOGY AND MANAGEMENT

(A CASE STUDY OF DELTA STATE POLYTECHNIC, OZORO)

BY

ITU PEACE
DSPZ/SBS/13/34647

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT,

SCHOOL OF BUSINESS STUDIES, DELTA STATE POLYTECHNIC
OZORO,

IN PARTIAL FULFILLMENT FOR THE REQUIREMENTS OF THE

AWARD OF NATIONAL DIPLOMA (ND) IN OFFICE TECHNOLOGY
AND MANGEMENT.

OCTOBER, 2015.

1
 APPROVAL

This project work has been duly studied/approved by the undersigned,

meeting the requirement of the Department of Office Technology and
Management of Delta State.

____________________ ____________________
MRS. C.A. ONOJIAFE Date
(Project supervisor)

________________ ____________________
DR R. A. ESENE Date
(Head of Department)

______________________ ____________________
MR ISREAL OKOLOBI Date
(Dean, School of Business Studies)

______________________ ____________________
EXTERNAL EXAMINER Date

2
 CERTIFICATION

It is hereby certified that this work was carried by ITU PEACE Mat No.
DSPZ/SBS/13/34647 on the relevance of record keeping to Office Technology
and Management.

____________________ ____________________
MRS. C.A. ONOJIAFE Date
(Project supervisor)

________________ ____________________
DR R. A. ESENE Date
(Head of Department)

3
 DEDICATION

This project is dedicated to the Almighty God.

4
 ACKNOWLEDGMENTS

I wish to express my profound gratitude to Almighty God for his continuous

protection and guidance throughout the period of my stay in this institution.

My immerse thanks goes to my supervisor, Mrs. C.A. Onojiafe whose

tremendous support direction and invariable suggestion gave me great zeal

to make this project a success.

I am also grateful to my parents Mr. and Mrs. Rhoda Segent and my brother

and sisters miss Ogheneovo Glory, Miss Divine Anthony, Miss Florence, Miss

Ewoma Ogwe, Master Monday Bassey, Mrs. Okoro Uyoyou, Master Onoriode

who underlying support and encourage me both morally and financially have

gone a long way in making my studies a success.

My head of department is not left out Dr. Robert .A. Esene for his fatherly

support and encouragement given during the period of this programme may

God continue to shower his blessing on him.

ABSTRACT
The major purpose of this research work is to examine the relevance of
record keeping to Office Technology and Management. In this study
however, the project work is broken down into five chapters. Chapter one of
the project covers background of the study, statement of the problem,
purpose, significance, research questions, scope of study and definition.
Chapter two covers the classification of record keeping, various methods of
transmitting record, reasons of record keeping, the secretary and record
management and the summary of the literature reviews. Chapter three
covers methodology, a brief outline of the chapter, design of the study, area
of study, population, sampling, instrumentation, validation, reliability of the
instruments, method of data collection and data analysis. Chapter four is

5
based on presentation and analysis of data while Chapter five covers
summary, conclusion and recommendations.

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 TABLE OF CONTENTS

Title-- - - - - - - - - - -ii
Approval- - - - - - - - - -iii
Certification-- - - - - - - - -iv
Dedication- - - - - - - - - -v
Acknowledgement- - - - - - - - -vi
Abstract - - - - - - - - - - -vii
Table of Contents - - - - - - -viii
Chapter One: Introduction
Background of study- - - - - - - -1
Statement- - - - - - - - - -3
Purpose of the study - - - - - - - -3
Significance of the study - - - - - - -4
Research questions- - - - - - - -5
Scope of the study - - - - - - - -6
Limitation of the study - - - - - - - -6
Definition of terms- - - - - - - -7

Chapter Two: Review of Related Literature

Classification of record keeping- - - - - - -8
Various method of transmission of record- - - - -10
The Secretary and record management- - - - -13
Record and information- - - - - - - -14
Reasons for record keeping- - - - - - -17
Summary of literature review- - - - - - -20
Chapter Three:
Research Methodology- - - - - - - 21

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Research design - - - - - - - - 22
Area of study - - - - - - - - 22
Population of the study- - - - - - - 22
Sample and sampling techniques - - - - - 23
Instrumentation - - - - - - - - 24
Validation of the instrument - - - - - - 24
Reliability of the instrument - - - - - - 24
Method of data collection- - - - - - - 24
Method of data analysis - - - - - - 25

Chapter Four: Presentation and Analysis Data

Presentation of data - - - - - - - -26
Discussion of result- - - - - - - - -30
Chapter Five: Summary, Findings, Conclusion and Recommendation
Summary of finding- - - - - - - - -33
Conclusion - - - - - - - - - -34
Recommendations - - - - - - - -34
Suggestion for further studies - - - - - -35
References - - - - - - - - - -36
Appendix - - - - - - - - - -37
Questionnaire- - - - - - - - - -38

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 CHAPTER ONE

INTRODUCTION

BACKGROUND OF STUDY

Today and always the key to the greatness of any chief executive office
lies in hand of a well trained executive secretary. Every organization need a
secretary, administrative officers or manager who will be ready to source and
manage the record needed by the organization. The importance of effective
record in any organization cannot be under estimated. 'Where they exist
efficiency and effectiveness result and where they are lacking various
organizational problem emerge which scuttle the organization, the key to
success in this field is familiarly with legal procedure competence in word
processing and legal software such as spreadsheet and datasheet etc

According to Nworgu, (2006) organization throughout the record

lifecycle which include from the time such as record are conceived through to
their eventual disposal. This work includes indentifying, classifying,
prioritizing, storing, achieving, preserving, preserving, retrieving, tracking and
destroying records.

Record is the professional practice (or discipline of controlling a

secretary is a member of the clerical staff whose fundamental function are
concerned with the preparation of record within and outside the organization.
The secretary usually works and assists managers or executive in their day to
day office duties, the secretary function are often confidential document of
an organization.

Adekunle (2002) noted that impact of record keeping is very vital to

human existence, that man has progressed from the pre-individual age to the

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industrial revolution of the present century moving from one state to another
in differing degree

The advert of the word processor and the computer in recent times has
added a new dimension to the record keeping processing capability of the
secretary and also boosted the secretarial profession. This is a good
development as the secretary no longer sought and process data manually in
appreciating this.

Eni (2002) posted that the advent of the computer boosted the growth
of secretarial occupation, greater specialized. Secretarial position and
elevated the status of secretaries and that the secretarial service agencies
now spring up in many parts of the country to help organizational process
various forms of data to the impact of record keeping.

STATEMENT OF PROBLEM

The method of receiving processing and impact of proper record

keeping in an organization today varies, the problem of the researcher wishes
to investigate displayed by the secretary in documentation processing and
dissemination of record as a result of the fact that those roles are known to
mainly secretaries. The scenario has caused important record to filter out
from organization. This is a source of concern to most organization.

PURPOSE OF STUDY

The main purpose of this study is to ascertain the place of the secretary
in information management and organization especially the study sought to:

1. Determine how impact of record keeping is sought and processed in an

organization.

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2. Determine how the impact of record keeping is preserved.

3. Find out who is saddled with the responsibility of giving out effective
record.

4. Find out the problem in preserving the impact of record information.

SIGNIFICANCE OF STUDY

The finding of the study will be beneficial to practicing secretaries,

secretarial lectures and student, polytechnic academic board NBTE. This
study will be relevant to practicing secretary as finding and recommendation
of the study will reveal how best the impact of record can be preserved in an
organization. This will enable secretaries who are not l.C.T compliant to seek
retaining course so as to enable them to cop: with the challenges of their job.

This study will be of great benefit to office technology and

management lecturers and student. The finding and recommendation of the
study will enable them to be aware of the technological development in the
electronic office and the need to update their knowledge and competencies in
order to keep abreast of such technological development. They will also see
the need to interact with each other and share record information and ideas
that will help them.

The finding of this study will enable polytechnic academic boards to

keep abreast of the technological development in office and office education
by indentifying current technology in the impact of record keeping
management in an organization. This will enable them to appreciate the need
to formulate policies and provide relevant I.C.T facilities needed to train
secretaries that will meet to the challenge of the office technology.

RESEARCH QUESTION

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1. How is record sought and processed in an organization?
2. Is the Secretary actively involved in effective recording?
3. Does the Secretary process record in your organization?
4. Does your organization preserve records?
5. Is the Secretary involved in the preservation of records?
6. Is the Secretary saddled with the responsibility of giving out record?
7. Are there problems in preserving records in your organization?

SCOPE OF THE STUDY

This study is delimited to finding out the roles of secretaries in record

management in selected organization which are as follows:

a. Delta state polytechnic Ozoro

b. College of education Warri

c. Isoko north local government Council, Ozoro

d. United bank for Africa, Warri

LIMITATION TO STUDY

Some of the problems encountered during the research work include:

a. Unavailability of literature materials (textbooks): most of the textbooks

available locally did not discuss in details the advantage of record
keeping to office technology and management and its contribution to
national development

b. Non- co operation from business organization: most of the managers

and their secretaries are not willing to discuss or allow researchers into
their offices for official reasons. This has ready created problems during
the course of this study.

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c. This quality of responses from people who do not actually know what is
record keeping in the organization.

DEFINITION OF TERMS

Secretary: a secretary is concerned with the preparation, preservation, and

transmission of the types of communication as well as the conventional
secretariat.

Competencies: those practical competencies needed for a specific task, in

this context, they refer to those practical competencies with secretary
supervisory personnel in order to be able to perform specific task in the
office.

Technology: The method used to get job done which involve the use of
complex electronics equipment in the work place .

Record keeping: Record in the office consist of contracts; invoices, letters,

memos, reports, cheques vouchers, statistics, costing, personnel report, price
list, catalogues.

CHAPTER TWO

REVIEW OF RELATED LITERATURE

This chapter reviews that relevant literature related to the subject

investigation. The review is subdivided into the following heading:

1. Classification of record keeping

2. Various method of transmitting record

3. The secretary and record management

4. Record and information management

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5. Reasons for record keeping

6. Summary of literature review

CLASSIFICATION OF RECORD

According to Adekunle (2006) record is data which has been processed

in such a way as to be meaningful and useful to the person who receive it.
Data is the raw material from which record is produced. However, record can
be classified as: the forms in which information may exist are:

a. Written record: This includes information made up of numbers and

words.

b. Oral record: This refers to verbal communication between two or

more people.

c. Visual record: This refers to the information, communication,

graphically pictorially or by means of some representation.

d. Sensory record: This refers to the record communicated or perceived

by the five sense organs of hearing, smelling, seeing, feeling and
touching.

1a. Historical: This refers to record on current issues, day to day activities
and event and transaction.

b. Present: This refers to record on current issues, activities and events

and transaction.

c. Future: this refer to prediction and projection about activities and

event likely to take place in future record about the future is usually
deduced from current and historical record, for example weather
forecasting.

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VARIOUS METHOD AND TRANSMITTION OF RECORD

For an item to be a piece of record it has to pass from one person to

another from one place to another; there are way by which record could be
passed round. These include the ancient method and modern method.

Ancient method: In the ancient times information was passed orally, face
to face discussion, beating of drums; lighting times making representation
drawing diagram or using the town crier.

Oral: The format is expected to meet with people he wishes to inform for
face to face discussion.

Make a representation in this form, farmers used to leave their farm product
by the road side unattended to, with a given number of stones which tell the
prospective buyers the cost of each item. So the ancient man was able to sell
his product without being at the scene.

Drawing diagram: this was done on well and tries back meant to
understand their message such diagram found in these modern times told
the story about people that live at such location.

Town crier: the message in this form was told to the messengers by the
messages of the people.

MODERN METHOD:

The method forms of record can be classified as follows:

Writing: In this form of record, record is passed on through writing which

could be done by the information in his hand writing or typed.

Typing/Printing: This involves the production of document in neater and

more durable forms using the typewriter and the other printing devices. This
allow for production of several copies of the same documents.
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Telephone: This is the transmission of involve telephone over short and
distance.

Radio: Radios are used to broadcast information through voice and picture
to a group of people example during the announcement of election result.

Television: They are used to broadcast information through voice and

picture of a group of people.

Fax: Fax is used to work transmit text and graphics in image form. It work
like a photocopying machines, transferring a copy of the document to the
receiver.

Satellite: Satellite are used for high volumes data transmission, satellite can
also beam transmission as well as for television broadcast and telephone
transmission. Satellite can also been transmission to other satellite which
really signals back to station on earth.

Computer: Computer are now used in conjunction with telecommunication

system for transmission of information over short and long distance such as
record information could be text, number or picture.

E-mail: Electronic mail also known as e- mail is used to transmit information

over computer network. This could be local area network or wide area
network information is stored as computer files, at times various users can
have access to the same information

THE SECRETARY AND RECORD KEEPING

Record is indispensable to every level of human activities and existence.

It is required to make decision to its simple or complex. How fast record is
processes depend on the speed of the record. Most secretaries time is spent

16
in communication, speaking, reading, writing and listening. All these involve
accessing needed record, scheduling, meeting and sending messages in
various forms. The forms may be in data processing, word processing,
copying or telephoning depending on the form of record keeping to process.

Price and Adebayo, (2003) secretarial services in organization including

the various support services that every executives require carrying out their
duties successfully and comically representing an organization memory.

The management or records constitute one of the main functions of the

office and records kept are the bulk of information in the organization and
the secretary office manager is saddled with the responsibility of managing
such records. A well managed record shows an organization past details, it
present and project its future.

RECORDING AND INFORMATION

According to Ford, J. (2006) records are of no use to anyone of the

organization unless they are accessible and managed well. Improper record
maintenance and destination can create several legal problems for a
business, because it means that important information may be filtering away.
Organization must establish procedure to follow guidelines to keep in mind
when making decision on which records are kept obsolete and which should
be destroyed.

The costs associated with records maintenance include filing and

retrieval time equipment and supplier for housing records. In house storage
space and out of house storage is an old or inactive record.

The time necessary to store or retrieve records increase in proportion

to the growth of records, many companies either keep record forever or
because of high cost and lack of space, indiscriminately destroy old ones.

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One of the most important skills in record management is that It is classifying
document and records correctly and effective record manager lent system
should be entail.

How To Locate And Organize Record For Easy Access

How to identify inactive record keeping when to retrieve record to

storage and how to maintain these records as well as what the status of
limitation is from retention purpose.

How office personnel will be trait led in the use of established record
management procedures.

When and who evaluates current record for possible computers or

micro imaging application.

Who is responsible for updating all needs?

Who is assigned to supervise the micro it imaging of retrieval system.

GUIDES OF CLASSIFYING DOCUMENT

Generally, records are classified in the order of vital records, important

useful and non essential.

Classification Example Recommendation

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 retention time
Vital records Irreplaceable document such as Kept permanently
property deed copyright, leases
contact and other legal document
Important Document that contribute to the Kept for a longer period
records smooth operation of the business but of time but are eventually
can usually be replaced such as destroyed
financial document inventory and tax
records
Useful records Document reflecting every day Kept based on status or
business operation such as limitation
correspondence and reports.
Non essential Document such as internal memos Can be destroyed their
records and correspondence purpose accomplished
Source: Miriam websters secretarial handbook

REASONS FOR KEEPING RECORDS

In industries and institution, records are kept for the following reasons

i. Record aid administrative decision making and they bring about

efficiency in organizational management.

ii. They help to keep an orderly different of progress made in an

organization.

iii. To make comparison between different product line between one

period and another and between different format or document
operating in the same line of business.

iv. Accurate records help to detect error and waste in organization.

SOURCE OF RECORD KEEPING FOR SECRETARY

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 According to Carson, Marvin (2004) one of the many challenges
confronting the secretary in his daily activities is how to generate record kept
in the file. Finding has assumed a tremendous proportion in recent times due
to the increasing volume of data being generated by modern office gadgets
such as word processor, computer and scanner even with the computer
assuming astonishing roles of documents saving. However, the available
sources on the spot information for the secretary include the following.

The secretary information: the role of filing in the running of the office
becomes imperative due to the recurring event in the life of a business for
the most transaction to be executed, the result of such transaction must be
recalled. The file is also a memory aid. It is a good source of secondary
information because it is very handy source of reference.

The diary: A good diary contains information about dates, public

holidays, telephone numbers of friends and relation and business partners
who the secretary has recorded in the diary. Information about hotels and
banks in big arties, address of foreign mission etc.

Ready reckon/electronic calculation: The ready beckoners and

electronics calculator provide quick means of arithmetical Information
involving addition multiplication and subtraction.

Circular: the purpose of circular is to update the standing regulation of

the general orders and financial institution in order or position on document
issues are communicated to the body of staff by means of circulars. The
office should maintain a file on circular as a ready source of reference
information.

Office record: This includes office files, index cards, registered of all kinds
are useful and handy source of information. Other sources are scheme of
service, direction and dictionaries.
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 According to Johnson A. O. (2002) organization and secretaries are now
working to ensure the secretaries are retained in their work station. What
these effort that are being employed to ensure that secretaries keep their
job? Some of these are highlighted below.

i. Secretaries are continually retained in order to keep abreast of

innovation in the office machines, organization attitude and
responsibilities.
ii. It is said that as office automation continues to evolve retaining and
continuing education will remain integral part of secretarial jobs.
Change in the office environment has increased the demand for
secretaries and administrative assistant who are adaptable and
versatile.

Secretaries are encouraged to tackle challenges through assignment of

new responsibilities.

iii. Secretaries are motivated in order to accept change in the office.

iv. Secretaries' act as member of a team work and this make them
participate in some decision making process.

SUMMARY OF LITERATURE REVIEW

The aim of this chapter is proper record keeping. It is stated clearly

that secretary need to update their knowledge, skills to be effective and to be
able to retain their office.

This can be done by participating in online education by attending

seminars, conferences and training etc. in order to update their knowledge
on how to manage and operate the new office technology such as
teleconference, computer facilities, the Internet etc in order to keep effective
record of the organizational transaction properly.

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 CHAPTER THREE

RESEARCH METHODOLOGY

This chapter describes in detail in various method and procedures

which the researcher will adopt in carrying out this study. This chapter is
arranged in the following order;

1. Research design

2. Area of study

3. The population of the study

4. Sample and sampling technique;

5. Instrumentation

6. Validation of instrument

7. Reliability of the instrument

8. Method of data collection

9. Method of data analysis

RESEARCH DESIGN

This study utilizes descriptive survey in conducting the study. Adekunle,

O. T. (2002) has noted that it is the most investigation centre on individual
opinion or view, attitude and perception purely or personal basis. The

22
researcher chooses this method because it meets with the types of
researcher under study. The views or opinion and response of secretaries in
the polytechnic were sought of the study.

AREA OF STUDY

This study title Relevance of Record Keeping to Office Technology and

Management was carried out in Isoko North L.G.A Delta state. It has a lot of
industry and educational institution where the researcher can collect the data
needed in the study.

THE POPULATIOPN OF THE STUDY

The population of this study covers secretaries, managers/units head

and workers in the selected establishment are Delta State Polytechnic,
College of Education, Warri, Isoko North Council, Ozoro and United Bank of
Africa, Warri.

THE SAMPLE AND SAMPLING TECHNIQUES

The samples of the study consist of one hundred respondents,

randomly selected from the chosen organization. The sample is drawn using
single random sampling techniques.

S/N Establishment Secretaries Managers Others Total

1 Micro Finance Bank, 1 1 5 7
Ozoro
2 DSPZ, Ozoro 15 10 5 30
3 College of Education, 19 15 5 39
Warri.
4 Soko resources, Asaba 1 2 2 4
5 Isoko North Council 3 3 4 10
6 UBA, Warri 2 2 6 10
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 Total 41 32 27 100

INSTRUMENTATION

The instruments used to elicit data for study is a structured

questionnaire which was developed by the researcher. It references of two
part; Part A is focused on respondent personal and demographic data such as
institution, gender and qualification. Part B has a total of seven item together
design to enable the respondent to score the option that suite their opinion
on each item.

VALIDATION OF THE INSTRUMENT

The instrument by this study was initiated by the researcher, the

supervisor and three other senior lecturers in the same field of the studies
will correct the draft made by the researcher.

RELIABILITY OF THE INSTRUMENT

The research instrument after a France validation will be subjected to

the reliability test to evaluate the stability of the questionnaire.

METHOD OF DATA COLLECTION

The constructed questionnaire was administered personally by the

research to secretaries and supervisory personnel in the polytechnic. The
researcher was able to gather the administered questionnaires within two
weeks. This process was adopted to minimize loss of questionnaire and delay
in return.

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METHOD OF DATA ANALYSIS

In analyzing the data to be collected from the instrument administered,

simple was used as percentage to analyze the response from the data
collected. Decision rule; any items with accepted while any item with a
percentage rating that is equal to or greater than 50 was accepted while any
item with a percentage rating that is less than 50 was rejected.

CHAPTER FOUR

PRESENTATION AND ANALYSIS OF DATA

This chapter deals on the result of the analysis in analyzing the data for
the study, the item were grouped according to the research questions.

Table 2: The table shows the number of questionnaire distribution to

different category of staff.

Categories Served No. of respondents

Managers 32 32
Secretaries 41 41
Co-staff 27 27

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Total 100 100

The table above shows that out of 100 questionnaires distributed to the
different categories of staff all were retrieved by the researcher.

Research question 1

How is record sought and processed in an organization? To analyze the

research question 1, the data collected was completed using simple
percentage and the result of the computation is shown in the table below:

Variable Responses Percentage

Yes 80 80
No 20 20
Total 100 100

From the analysis in the table above, 70 respondents representing 80%

of the total population agree that record is sought and presented in their
organization while only 20 percent representing 20% are not in agreement

Item 2: Is the secretary actively involved in effective record?

Variable Responses Percentage

Yes 90 90
No 10 10
Total 100 100

26
 From the analysis in the table above, 90 respondents representing 90%
agreed that the secretary is actively involved ineffective record while only 10
respondents representing 10% do not agree.

Item 3: Does the secretary process record in your organization?

Variable Responses Percentage

Yes 80 80
No 20 20
Total 100 100

From the above table 80 respondents representing 80% of the total

population agree that the secretary process record in their organization while
20 respondents representing 20% are not in agreement.

Item 4: Does your organization preserve record?

Variable Responses Percentage

Yes 95 95
No 5 5
Total 100 100

From the above table, 95 respondents representing 95% of the total

population agree that organization preserve record while 5 respondents
representing 5% are not in agreement.

Item 5: Is the secretary involved in the preservation records?

Variable Responses Percentage

Yes 90 90
No 10 10
Total 100 100
27
 From the analysis in the table above, 90 respondents representing 90%
agreed that the secretary is actively involved in preserving record while only
10 respondents representing 10% do not agree.

Item 6: Is the secretary saddled with the responsibility of giving out record

Variable Responses Percentage

Yes 70 70
No 30 30
Total 100 100

From the analysis in the table above, 70 respondents representing 70%

agreed that the secretary is involved in preserving record while only 30
respondents representing 30% do not agree.

Item 7: Are there problems in preserving record in your organization?

Variable Responses Percentage

Yes 90 90
No 10 10
Total 100 100

From the analysis in the table below, 90 respondents representing 90%

agreed that there are problems in preserving record while 10 respondents
representing 10% are not in agreement.

DISCUSSION OF RESULT

From table 3, 80 respondents representing 80% of the total population

agree that the secretary process record in their organization while 20
respondent representing 20% are not in agreement.

28
 From the analysis in the table above, 90 respondents representing 90%
agreed that the secretary is actively involved in seeking record while only 10
respondents representing 10% are not in agreement. This implies that
secretaries are actively involved in seeking record in an organization.

From table 4, 80 respondents representing 80'% of the total population

agree that the secretary process information in their organization while 20
respondent representing 20% are not in agreement. Based that, we can
conclude on that secretaries process record in their organization.

From table 5, 95 respondent representing 95% of the total populations

agree that the organization preserve information while only 5 respondents
representing 5% are not in agreement. Based on this analysis we can
therefore conclude that organization preserve information,

From table above 6, 90 respondents representing 90% agreed that the

secretary is involved in preserving record while only 10 respondents
representing 10% are not in agreement. Based on this analysis, we can
conclude secretaries are actively involved in preserving record in an
organization.

From table 7: 70 respondents representing 70% agreed that the

secretary is involved in preserving record while only 30 respondents
representing 3 0% do not agree. Therefore we can now conclude that the
secretaries are saddled with the responsibility of preserving record in an
organization.

From table 8: 90 respondents representing 90% of the total population

agree that there are problems in preserving record while only 10 respondents
representing 10% are not in agreement. Based on this analysis, we can
conclude that there is problem in preserving record in an organization.

29
 CHAPTER FIVE

SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATION

This chapter gives the summary of the research findings, conclusion

and recommendations as well as suggestion for further studies.

SUMMARY OF FINDING

The secretary relevance is inherent effective record handling most of

the organization investigation. This is seen from the 100% response that
states that the secretaries handles process and preserve as directed by the
manager. However, preservation and securing of record shows the task of
everybody in the organization.

The study revealed that letters and memos with the organization are
source of record. Others are files within the organization that are filed away
and government policies. However, the various source of preserving record
includes storing record in the computer hard disk and storage devices like
flash drive and diskette, file jackets and preserving them in the cabinets such
30
that everybody within the organization can secure and preserve recording
keeping including the secretary. This means that through the secretary
handled record and document pertaining to the organization she alone is not
in preserving of such record.

The major problem affecting record management as the investigate

shows are pilfering of information by co-staff, fire outbreak virus infection,
secondary devices and so on.

CONCLUSION

From the available data, it can be concluded that secretary is the hub
of record management. The secretary should therefore be provided with the
enabling environments and resources to ensure effective handling of record
in an organization.

RECOMMENDATION

Based on the finding from the study, the following recommendations

were made:

1. Secretaries in organization should be allowed to take absolute charge of

preserving record.

2. Organization should embrace the use of modem technology in handling

record through the use of hard disk and other secretary storage device.

3. Information recorded should be save both on the soft and hard copies.
This hard copy should be filed an j store away in shelves and cabinets.

4. Management should draw the attention of the secretaries to

information record that must be kept for further purpose.

31
5. The organization should provide the secretaries with adequate
resources and enabling government to ensure efficient and effective
record management.

SUGGESTION FOR FURTHER STUDY

To improve the secretaries' performance in the area of recording, the

researcher suggested that further study should be carried out on challenges
of using new technologies in record management of an organization.

REFERENCES

Adekunle, O.T (2006): computer studies for beginners, Ibadan Press Ltd.

Carson, M (2004): Performance a critical introduction, London and New York.

Eni, O. O. (2002): Secretary and its duty in an organization .

Eni, O. O. (2002): The role of the secretary in present day of Nigeria . A paper
presented as the association of delta state polytechnic, Ozoro.
Ford. J. (2006): Working paper on office management, Port-Harcourt. Jumic
publishing limited.
Ikelegbe, (2005): Administration in Business Management. Third Edition
Macdonald and Evans, London.

Johnson A. O. (2002) Office Administration and Management. London and

New York.

Nworgu, (2006): Secretarial and General Office procedures Second Edition,

Prentice Hall International Inc, New Jersey.

Price and Adebayo, (2003): Modern Secretarial Duties: Model Academic

Publisher, Aba.

32
 APPENDIX 1
Department of Office Technology
and Management,
School of Business Studies,
Delta State Polytechnic, Ozoro.
Delta State
Dear Respondents,
QUESTIONNAIRE ON THE IMPACT OF PROPER RECORD KEEPING TO
OFFICE TECHNOLOGY AND MANAGEMENT GRADUATE IN AN
ORGANIZATION

The researcher is a final year student in Office Technology and Management

in the Delta State Polytechnic Ozoro. I am writing a project on questionnaire on the
impact of proper record keeping to Office Technology and Management graduate in
an organization in partial fulfillment of the requirement for the award of National
Diploma in Office Technology and Management.

Please as a business man/woman your assistance is highly needed in this

research work.

The researcher will be grateful if you give answers to this question below, be
free to provide information as such information will be treated confidentially.
Thanks for your anticipated co- operation.

Yours Faithfully.

ITU PEACE
Researcher

33
 QUESTIONAIRE
Part A: demographic elicit data on your personal profit please you are
required to indicate the option that applies to you checking on the
appropriate box.

Organization …………………………………………………………………………………..

Gender: Male ( ) Female ( )

Qualification: ND/NCE ( ) HND/BSC ( )

Questionnaire (Manager, Secretaries and other Workers)

1. Is information rough and processed in your record? Yes [ ] No [ ]

2. Is the secretary activity involved in source record? Yes [ ] No [ ]

3. Do secretaries process information in your record? Yes [ ] No [ ]

4. Are the secretaries saddled in responsibility in giving out record?

Yes [ ] No [ ]

5. Does your organization preserve record? Yes [ ] No [ ]

6. Are there problems in preserving record in your organization?

Yes [ ] No [ ]

7. Does your organization train secretaries on the use of modem

technologies Yes [ ] No [ ]

8. Do secretaries have the desire to learn more in your organization?

Yes [ ] No [ ]

34