CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

Technological advancement has ushered in drastic changes in record keeping through

the introduction of new office technologies and new methods of communication. Man is

an embodiment of change, his life circle is marked with different stages of

metamorphosis which when it finally actualizes, adulthood is made. Secretarial

profession, an inseparable bed fellow of management no exception.

The secretary/Office manager has been defined as one entrusted with secrets or

confidences of a superior, or employed to handle correspondence and manage routine

and detailed work for a superior. Also, Osananya (2002) put it that, a secretary/Office

manager is a skilled and specializes type of employee in an establishment or part of it

who is charged with some aspects of organizational functions in the unit including

dealing with people's correspondence and other business matters.

With the above definitions, it can be deduced that the secretary/Office manager is an

important officer in any establishment and that the contributions and effectiveness of a

secretary enhances the efficiency of an organization. This is the more reasons the

secretary/Office Manager needs a proper training to be able to carry out her functions.

The training of an efficient and effective secretary should cover not only skills in

shorthand and typewriting but also in other managerial skills. These skills should be

backed up by appropriate demeanour and etiquette at all times. Evans (2004) noted that

the secretary's/Office manager role will be supporting, but with the added requirements

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of technological knowledge will encompass data administration and information

management, allowing the secretary to analyses complex situations and submit practical

recommendations.

With the introduction of these new machines, people are trained to acquire new skills

for operating them. It is therefore, noted that proper record keeping makes it easier for

information to be retrieved for use with a lot of ease. This, of course, had tended to

reduce the work load of a secretary/Office manager.

Even though a lot of change have begun in technology, the question now is have some

organization like Federal Polytechnic, Mubi acquired these new office technologies for

record keeping? The advantages such organization may derive from the use of these

new office technologies need not to be over emphasized. Therefore, their presence and

effective utilization is essential.

1.2 STATEMENT OF THE PROBLEM

Despite the overwhelming benefit from record management in the organization, office

technologists are still finding it difficult to keep record properly using record

management. Many Office technologists are yet to keep pace with the challenges posed

by improper electronic record management in the organization. This consequently has

resulted to loss in terms of money, time and energy. The presence of computer viruses,

inadequate power supply, and lack of technological know-how etc. has caused setbacks

to office technologists on their job performance. Therefore, the need to keep proper

record by office technologists will not only save time but also save cost to the

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organization. It is based on this premise that the researcher' seek to carry out this study

in other to provide proffer solutions to the identified problems.

1.3 PURPOSE/OBJECTIVES OF THE STUDY

The main purpose of the study is to find out the Impact of Record Management

Technologies on the productivity of Office Technologist in Adamawa State University.

Specially, the researcher's objectives are: -

1. To identify the types of for record management Technologies, use by Office

Technologies in the Office.

2. To highlight the importance of Record Management Technologies on the

productivity of Office Technoloies.

3. To identify the problems faced by Office Technologists in handling these record

management Technologies.

4. To suggest ways of addressing the identified problems.

1.4 SIGNIFICANCE STUDY

This study would be of immense benefit to Office Technologists, students, and general

reading public and future researchers alike.

Office technologists - Office technologists will benefit much from this study as the

findings in this study would provide them with information on how to electronically

keep records and store Information properly for easy retrieval, students would benefit

from the findings of this research work as it would be used for reference purposes, also

this study would provide information to the general public on how to store information

electronically for easy retrieval and movement of correspondence and easy

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 identification, The Federal Polytechnic Management will also benefit from it for

decision making These project work will also be of benefits to the future researchers

who wishes to study in the same area.

1.5 RESEARCH QUESTIONS

In an effort to achieve the objectives of this study states above, the following research

questions where formulated: -

i. What are the types of Record Management Technologies use by Office

Technologist in the office?

ii. What are the importance of records management Technologies on the

productivity of Office Technologist?

iii. What are the challenges faced by the office manager in handling these

Technologies?

iv. What are the suggested solutions to the identified problems?

1.6 SCOPE/DELIMITATION STUDY

The research work is delimited in scope to the Impact of Management Records on the

productivity of Office technologies in Federal Polytechnic Mubi.

1.7 LIMITATIONS OF THE STUDY

This research work is limited in scope due to the fact that the researcher was faced with

academic activities, financial, insecurity and time constraints. The researcher would

have cover other places suggest ways of addressing the identified problems, Time to

shuffle between studies and project work made the work tedious.

1.8 DEFINITION OF TERMS

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 For better understating of the contents of this research work, the following terms have

been operationally defined: -

IMPACT: is the powerful effect that something has on somebody or something.

RECORDS MANAGEMENT: this is an organized approach to the administration of

documents throughout their life cycle.

TECHNOLOGIES: is the application of scientific knowledge to the practical aims of

human life or, as it is sometimes phrased to the change and manipulation of the human

environment.

Productivity: it is an assessment of the efficiency of a worker or group of workers.

This may be evaluated in terms of out put of an employee in a specific period of time.

Office Technologist: is someone who has the knowledge of computer applications and

other related office skills. Office technologist can also be seen as the custodian of

information, a reservoir of ideas and model of modesty.

Organization: an organized group of people of people with a particular purpose, such

as a business or government department. It is also a group of people who work together.

Etiquette: it is the good behavior which distinguishes human beings from animals. It is

also a system of rules and conventuals that regulate social and professional behavior. It

is norms of behavior mandated custom and enforced by group pressure.

CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 INTRODUCTION

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This chapter is concerned with the review of related literature on The Impact of Records

Management Technologies/facilities on The Performance of Office Technologist in' The

Federal Polytechnic, Mubi.

The general purpose of this research 'is to investigate the impact of records management

technologies on the job performance of the office technologist in an organization. The

intention of this chapter is to review author's opinion on the topic under investigation.

The following subheadings will serve as a guide for the chapter, Conceptual frame work,

types of record management technologies available for the office, the benefits of records

management to office technologist, identify the problems faced by office technologists in

handling these record management, ways on which the identified problems could be

resolved and summary.

2.2 CONCEPT OF RECORD MANAGEMENT TECHNOLOGIES ON THE

JOB PERFORMANCE OF OFFICE

TECHNOLOGIST

The conceptual framework of this study is based on the impact of record management

devices on the job performance of office technologist.

Kenneth (2013) defined impact as the measure of the tangible and intangible effects the

thing or entity's action or influence upon another. Webster (2018) opined impact as having

a strong and often bad effect on something. The researcher is of the opinion that impact is

to have a positive change of something.

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 Aromolaram (2019), describe records management as a mean of planning, controlling,

directing, organizing, training, promoting and other secretarial activities involved with

respect to information creation, maintenance, use, and disposition in order to achieve

adequate and proper documentation of the policies and transactions to the organization.

Mnjama and Wamukoya (2016) point out that record are valuable assets that need to be

managed and protected. Besides providing essential evidence of organizational activities,

transactions and decisions, records also support business function and are critical for the

assessment of organizational performance. without reliable records, governments cannot

effectively manage state resources, civil service, delivery of services such as education

and health care. Moreover, without accurate and reliable records, and effective systems to

manage them, governments cannot be held accountable for their decisions and actions, and

the rights and entitlements of citizens and corporate bodies cannot be upheld.

Job Performance has been defined by different scholars in different ways, few were

Considered for this research purpose. Stanfield (2017) defined Job Performance as the

work which you receive payment- Job can be arranged and efforts rendered by an

employee for money. Frankly (2016) viewed Job Performance as the responsibility or duty

taken for payment. Therefore, the researcher sees job as a certain responsibility given to a

person to execute for some period of time for payment.

Abba (2017) posits that office is any place where available information can be received,

processed, stored and dissemination. It is the office that processed information using large

technological equipment. The modern office has the capability to perform office work

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activities from the traditional office setting (a room site aside for clerical duties) on the

whole, the modem office could be seen as either the physical location/room or an

exclusive network activity or both depending on the natures and choices of the

organization.

www.wikipidia.answer.com defines a modern office as entirely electronically driven

appliance work hand in hand with office workers. Records are digitally driven and

communication is precisely and accurately handled with less human energy and errors as

well. The modern office is typically designed to maximize efficiency and productivity.

Ezugwu (2004) viewed office technologist as an information arid Communication

manager for an office plan and schedules, meeting and appointment, organizing and

maintaining papers. In line with the above statement, an Office technologist is responsible

for every information that comes to the Organization, he/she is able to handle, store and

process it in an appropriate way to be able to communicate effectively with the boss,

members of staff, customers and others in organization. It is said that office technologist is

the first contact in an organization, but also contributes through specialized functions and

this contribution lies primarily in the field of communication between the boss and other

members of staff. Also, office technologist is not only responsible for organizing

meetings. Conferences and analyzing problems and proffering solution but also serve as

reposition of knowledge.

2.3 TYPES OF RECORDS MANAGEMENT DEVICES USED BY THE OFFICE

TECHNOLOGIST IN THE OFFICE

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Some of the electronic record keeping devices used by office technologist in the office are

being describe below,

1. Cloud storage

https://www.google.com/techopedia.com explains Cloud storage is a cloud computing

model in which data is stored on remote servers accessed from the internet, or "cloud." It

is maintained, operated and managed by a cloud storage service provider on a storage

server that are built on virtualization techniques. Cloud storage is also known as utility

storage a term subject to differentiation based on actual implementation and service

delivery.

According to http//www.avainterviewsolution. in/201 8/10, Cloud Storage is a one type of

service in which data is maintained, managed and stored on remote servers accessed from

the internet. Cloud Storage services allows the people to store any type of data by

online, so that

people. can access their data from any location via the Internet. Actually, this is the

payable service. and it's totally maintained, operated and managed by a cloud storage

service provider.

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Bluce, (2017) in journal (IJCSE) International Journal on Computer Science and

Engineering states that A cloud storage system needs just one data server connected to the

Internet. A client (e.g., a computer user subscribing to a cloud storage service) sends

copies of files over the Internet to the data server, which then records the information.

When the client wishes to retrieve the information, he or she accesses the data server

through a Web-based interface. The server then either sends the files back to the client or

allows the client to access and manipulate the files on the server itself. Cloud storage

systems generally rely on hundreds of data servers. Because computers occasionally

require maintenance or repair, it's important to store the same information on multiple

machines. This is called redundancy.

Without redundancy, a cloud storage system couldn't ensure clients that they could access

their information at any given time. Most systems store the same data on servers that use

different power supplies. That way, clients can access their data even if one power supply

fails. Cloud storage clients are not at all worried about running out of storage space. They

use cloud storage as a way to create backups of data. If something happens to the client's

computer system, the data survives offsite yes a digital-age variation of "Don't put all your

eggs in one basket".

EXAMPLES OF CLOUD STORAGE

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Bluce, (2007) stated that there are hundreds of cloud storage providers on the Web, and

their numbers seem to increase every day. Not only are there a lot Of companies

competing to

provide storage, but also the amount of storage each company offers to clients seems to

grow regularly.

I) Google Docs allows users to upload documents, spreadsheets and presentations to

Google's data servers. Users can edit files using a Google application. Users can also

publish documents so that other people can read them or even make edits, which means

Google Docs is also an example of cloud computing.

Web e-mail providers like Gmail, Hotmail and Yahoo! Mail store e-mail messages on

their own servers. Users can access their e-mail from computers and other devices

connected to the Internet.

Sites like Flickr and Picasa host millions of digital photographs. Their users create online

photo albums by uploading pictures directly to the services' servers.

YouTube hosts millions of user-uploaded video files.

Web site hosting companies like Start Logic, Host monster and GoDaddy store the files

and data for client Web sites,

Services like X-drive, Media ax and Strong space offer storage space for any kind of

digital data.

Some of the services listed above are free. Others charge a flat fee for a certain amount of

storage, and still others have a sliding scale depending on what the client needs.

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2. Hard Disk Drive (HDD)

hard disk drive (HDD) is a data storage device

used for storing and retrieving digital information using rapidly rotating disks (platters)

coated with magnetic material. An I-IDD retains its data even when powered off. Data is

read in a random-access manner, meaning individual blocks of data can be stored or

retrieved in any order rather than sequentially. An I-IDD consists of one or more rigid

(“hard”) rapidly rotating disks (platters) with magnetic heads arranged on a moving

actuator arm to read and write data to the surfaces. Placide, (2013).

http//www.a.vainterviewsolution.in/2018/10. A Hard Disk Drive is a non-volatile

secondary storage device, here data can store permanently. unlike RAM, it is nonvolatile

means data is retained when the computer is turned off.

A Hard Disk Drive is actually a set of stacked disks.

Solid State Drive (SSD)

Paul Goodman on a blog htt s://turbofuture.com/computers and examples of-Data Storage,

Devices) Post that A solid-state drive uses flash memory to store data and is sometimes

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used in devices such as netbooks, laptop, and desktop computers instead of a traditional

hard disk drive. The advantages of an SSD over a HDL) include a faster read/write speed,

noiseless operation, greater reliability, and lower power consumption. The biggest

downside is cost, with an

SSI) offering lower capacity than an equivalently priced I-IDD.

Magnetic tape

Mournsome (2003) states that magnetic tape is a form of external computer memory used

primarily for backup storage, like the surface on a magnetic disk, the surface of tape is

coated with a material that can be magnetized. As the tape passes over an electronically

encoded. Computer systems using magnetic tape storage devices employ machinery

similar 'o that used with analog tape: open- reel tapes, cassette tapes.

Magnetic tape is a recording medium consisting of a thin tape wilt coating of a fine

magnetic material, used for recording analogue or digital data. Data is stored in frames

across the width of the tape. The frames are grouped into blocks or records which are

separated from other blocks by gaps. Magnetic tape is a serial access medium similar to an

audio cassette, and so data (like the songs on a music tape) car*not be quickly located.

However large amounts of information can be stored within magnetic tape. This

characteristic has prompted its use in the regular backing up of hard disks.

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Flash Drive

Records Management Journal, Vol. 22 No. I , 2016, state that another type of storage

media, called a flash memory, tape small amounts of electric charge in "wells" on the

surface of a chip. Side effects of this trapped charge, such as the electric. field it creates,

are later used to read the stored value. To rewrite to flash the charges in the wells

must first be drained. Such drives are useful for storing information that changes

infrequently. A USB Flash Drive is a small, ultraportable storage device which is used to

store data and transfer information. Flash drives are also called as pen- drives, jump-

drives, and thumb-drives. Basically, every USB flash drive are rewritable and removable.

Actually, USB Flash Drive is robust because there are no moving parts. At the time of

First stage the size of USB Flash Drive was just like 8 MB and now the size of USB Flash

Drive is just like 2

GB (gigabytes) to I TB (terabytes).

6. Computer

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Computer is of the modern office technologies, use in the office and its efficiency is based

on its speed, accuracy diligence and memory capability improperly handled by its user.

Joshua and Dajur (2013) stated that computer is an electronic device that operates under

control of instruction, stored in its memory accept inputs or data supplied through an input

device, processes the input or data into information which can be stored in its own

memory for future use, or communicated to the user via an available output device.

2.4 IMPORTANCE OF RECORDS MANAGEMENT ON THE PROINJCTIVITY

OF OFFICE TECHNOLOGISTS

The quality of information that organization must management is rapidly increasing and

an effective records management program is now required to guide and preserved records

throughout their life cycle. Records management is an integral component of every

organization's document management strategy. If done correctly kept, allowing for quick

access and compliance with various rules regulation.

According to Abdulmaka (2022) records management ensures that organization records

of vital historical, fiscal, legal value are identified and preserved and that non-essential

records are discarded in a timely manner according to established guidelines and identified

legislation. Records management benefits organizations by increasing efficiency,

improving traceability, regulatory compliance, 0th hy increasing records security, and

ensuring that the employees have comprehensive access to correct information in a timely

and cost effective way.

The record management benefits are;

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1. Reduced storage and operational cost: one of the most significant records

management benefits is the possibility of minimize storage expenses (hardware, file

cabinets, drawers, and so on) as well as operating costs. When records are correctly

handled, unnecessary records are deleted and others are archived, in addition to migrations

to digitized records, all of these aspects will help organizations save money by decreasing

physical

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storage expenses, In addition, employees misspend less time discovering information,

increasing their productivity and allowing them to respond to business records management

challenges faster and by making better informed decision on time.

2. Improve regulatory compliance: many organizations consider one of the most

significant records management benefits as improved compliance with various rules and

regulations. These business often adhere to numerous restriction imposed by governments

or the industries in which they operate. Employees will be able to act on records need to be

maintained, deleted, or archived on time if proper records management procedures are in

place. For example, a government may require that employee records be stored in an

organization's data centers for no more than ten years. An excellent records management

system would undoubtedly address retention policies based on the kind of records and

handle their deletion on time.

Protected essential records: an efficient records management policy ensures that

authorized personnel only have access to records that they can examine, reducing

management risks and data breaches getting into the wrong hands. Furthermore, it should

explicitly outline how physical records are preserved in order to eliminate or minimize data

loss in the event of a flood, fire, or another natural disaster.

Effective retrieval of records: information is only helpful when it can be retrieved.

Employees waste substantial time if the information is not quickly available and

retrievable. Records management assists in the regulation of information distribution and

accessibility across enterprises across their life cycle.

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5. Eliminates accidental records destruction: the right records management strategy will

guarantee that only records that need to be deleted are destroyed based on their

predetermined retained plan, others are retained and maintained because they are still

important to the organization. Prematurely destroying records may result in court cases,

fines and penalties for noncompliance with requirements.

Improve traceability: this one of the most significant advantages of records management.

All records must be tracked during their entire existence. At any given moment,

organizations must have through audit report that illustrates the many stages in which the

records or documents have functioned. It is difficult to do this with physical records, but

the use of records management system, it will offer all the necessary facts seconds,

allowing management to see the state of the record, who viewed it, who edited it, and so

on.

Improves decision making: making important information widely accessible in a timely

way enables management to respond faster to company developments with educated

business decisions, resulting in greater business success. Records caution all transactions,

facts, and information that aid in determining the organization' s management tasks all

decisions that benefits the firm based on all of this information. This develops the future

prospects of the organization.

Improves business workflows: documents and records are essential components of any

corporate workflow. If these documents are not handled and kept appropriately, the time

required to complete a workflow would increase. Records management reduces the

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duration of internal organization workflows by minimizing time waste and making

information available promptly. At the core of any records management implementation

plan is to make sure that business flows are running as smoothly as possible.

9. Preserves organization knowledge: all records and documents include information that

may be extremely valuable to businesses, and the primary purpose of records management

is to ensure that these records are retained safely and maintained for as long as necessary.

The preservation of important records such as contracts, financial reports, customer

surveys, etc. Will enable organizations to have knowledge about it.

Theecmeonsultant.com

2.5 PROBLEM FACED BY OFFICE TECHNOLOGIST IN HANDLING RECORD

MANAGEMENT DEVICES

Record management device induced challenges and some of the challenges impr are:

l. Inadequate ICT skills and competences

In most organization records managers lack the fundamental skills and competences that

would enable them to handle records in electronic environment. Egwunyenga (2019)

confirmed that African records keepers lack the basic skills and competences for handling

records in the public sector. There is a serious problem of technophobia in most offices in

Africa especially among the older employees. Due to inadequate skills in information

technology, many traditional secretaries, secretaries, records managers are very

conservatives and have phobia for computers.

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In Miller's (2017) view, the conversion from traditional records keeping activities to

electronic environment will not succeed [in Africa] if the underlying processes are not

structured in an efficient and effective fashion". Many governmental and private sectors are

jumping into the information technology bandwagon without adequately incorporating

good records keeping strategies.

2. Low level of ICT literacy

Management of electronic records in organizations may not succeed if the established

policies and infrastructures are not supported by qualified and experienced records and

personnel, and the existence of adequate and regular training of employees. In Africa, most

records keepers are not professionally trained in records management, rather, they are

recruited with their secondary school leaving certificates and from there, they climb up the

ranks and become records managers either through promotion or by seniority without

formal training in records management.

Corruption or inadequate finance Corrupt leaders in organization do not provide adequate

funds, facilities, infrastructures for proper and efficient electronic recordkeeping. Instead,

corrupt bureaucrats intentionally distort public policies, public records, decision-making

apparatuses, and sometimes go to a length to transfer experienced records managers in a

bid to create opportunities for embezzlement.

Uneke (2010) quoted the Lack of control or proper management of financial records

creates opportunities for fraud. It leads to loss of control of revenue and impedes fiscal

26
planning; makes decisions, actions and business fransactions very difficult •and impossible

for auditing and incremental planning development.

3. Poor funding

The costs of implementing efficient electronic records management are very prohibitive.

Many studies worldwide have shown that in archives, for example, electronic records

management programme was successfully implemented because over 80 percent of the

budget was dedicated to staff training alone. This implies that for e-records and

management programme to succeed in Africa, far aching financial and human resources

measures have to be available to address these problems of constantly changing

technologies.

4. Constantly changing in technology and applications

Despite tremendous improvements in the capabilities and performance of information

systems, the technology continues to evolve rapidly. The introduction of new processes and

systems is driven primarily by market forces over which consumers have relatively little

influence. Computer hardware and software manufacturers mostly in developing countries

increase their market share by introducing new products with new features and enhanced

capabilities. consequence, organizations or consumers are likely to upgrade their systems

frequently and to completely change computing systems every few their records are going

to be accessible and relevant in future.

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Magnetic and optical media will deteriorate quickly when exposed to temperatures,

humidity and contaminants, often resulting in the partial or loss of electronic data.

Problem of reliability and authenticity

Changes in information and computer systems require that information be to new

technologies if the information is to remain accessible over

This process of migration can affect the authenticity and reliability of information, as the

process itself can change the content or structure of the records. Unlike paper records,

which can be moved, filed, re-filed, copied and otherwise used and re-Used without

change, electronic records need to be managed and preserved in such a way as to secure

their authenticity as evidence.

5. Loss of security and privacy

The introduction of information technologies has also affected and gradually impacting on

the way government and private organizations in Africa preserve make records in their

custody available. Computers and the internet allow organizations to create large and

complex databases and make huge amounts of information available electronically.

Databases containing personal financial and medical records, for instance, may be

extremely useful to the individuals themselves, but without proper security protections that

information may also be accessed by others, thereby threatening the privacy of the owners.

Today, people have an inherent right to privacy that can be violated, intentionally or by

accident, in an electronic environment.

6. Issues in backing up records

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Information and communications technologies can fail, whether because storage device

"crashes" or because the computer becomes "infected" with a computer virus or other

malicious code. Such failures can result in devastating lost or corruption of data. People

can also accidentally delete files from their computers, or can ask to see records that are no

longer in current use. To protect valuable data from inadvertent deletion, special backup

applications are usually run. Again, there are some hazards that accompany backups which

records managers and archivists in Africa should bear in mind.

Often, backups are done on a general or wholesale basis in which all data in a computer

system are copied all at once. While the backup process certainly copies records, it does

not do so in a way that is relevant to the record-keeping needs of the business unit. Most of

the time IT sections does not test their backups to ensure successful recovery, either

because they do not have the staff to do so or their systems do not have the capacity to do

so without interfering with the daily operations that the technology supports. And the time

and cost involved in searching through all electronic data storage devices is so great that

many organizations simply cannot comply with urgent requests or emergency situation. As

a result, organizations end up paying fines, losing court cases or otherwise being punished

for their inability to fulfill their obligations for information disclosure. They are not

suffering from a lack of computer technology but from the absence of an effective

electronic records management infrastructure to guide the management of information

created using that computer technology.

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As organizations rely more and more on digital technology to produce, process, store,

communicate, and use information in their activities, the quantity of records being created

in electronic form will increase exponentially. The technological challenge is

compounded by the continuing extension of information technology, making records

increasingly more diverse and complex. This creates an impact not only on individual

records but also on the archival funds as a structured whole. Bantin, (2003) discussed the

various research projects that have addressed the challenges presented by electronic

records. most prominent are those devoted to basic requirements for record-

keeping systems, and identifying d f. e mentation or metadata that must be present to create

reliable and authentic records. The field of information technology has, by and large,

ignored the problems of long-term preservation and now need to find an efficient and

effective way to preserve electronic records.

2.6 WAYS OF OVERCOMING THE CONSTRAINTS BROUGHT BY

THESE RECORD MANAGEMENT DEVICES

The possible ways of overcoming the constraints brought by these modern technologies

according to Joseph, (2019) are as follows: -

1. Provision of Adequate ICT Skills and Competence: any technologist who can use

the computer or modern technologies to perform his/her duties will not be able to

secure job or retain his/her job. This only occurs as a result of incompetency.

Government should assist institutions of learning therefore to acquire the necessary

facilities for the teaching and learning of secretaries so that prudent applicants would

30
 be produced. Organization should provide office technologies with the latest record

keeping devices, and only qualified persons should be employed in order to use this

device properly.

2. Training: Training is very important for organizational development and success. It is

fruitful for the employers as well as the employees in an organization. Training can be

defined as the acquisition of knowledge and competencies as a result of learning that

relate to specific useful competencies. For this reason, technologist should receive

adequate training for proper usage of these equipment's to enhance their normal

functioning, Institutions should provide enough equipment and facilities for better

training and development of technologists and more technologists should be trained.

3. Regular Update and Maintenance: Due to advance1T1ent in office technology,

machines and some devices easily become outdated, for these reason organizations

should always updated their machines up-to-date (to the latest version), to enable

office technologies work with the global change. Furthermore, the modern

technologies need constant maintenance to aid the performance of the secretary, but

because of the bad habit or attitude some secretaries mishandle the equipment and that

lead to the damage of the technological machine. For that reason, the machines need to

be updated and handled with care to ensure their durability.

4. Proper Security: Computer security includes measures taken to ensure the integrity of

files stored on a computer or server as well as measures taken to prevent unauthorized

access to stored data, by securing the physical perimeter of the computer equipment,

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 authentication of users or computer. accounts accessing the data, it is for this reason

that the researcher is of the opinion that organization should provide proper physical

security like Security guards, Alarm systems, Locks on rooms and on computers,

Access to rooms by swipe cards, fingerprint scan, retina scan.

5. Proper Backing up of Records: It is very important to do regular backups to prevent

the loss of data. Software can be reinstalled but your data could quite possibly be lost

forever. There are various causes for data loss, machine breakdown, virus, power

outage, software upgrades, fire, flood and human error. Organization should always

backup their files either physically or in the cloud (online storage).

6. The modern technologies need to be maintained regularly by organization so as to

ensure their durability. so also, Convenient/conducive environment should be made

available for these modern technologies and for the comfort of the office technologists

so as to enhance their job performance.

7. Funds should be released to organization in time of need: especially when they

want to purchase new device and managers should also supervise to make sure good

and reliable devices where both equivalent to the money.

2.7 SUMMARY

It is proven fact that modern technologies have both contributions and constraints on the

job performance of office technologists in modern office. In view of the above fact, this

chapter has been able to stress out some of the conceptual framework of the topic at hand.

It also identifies some of the electronic record keeping devices such as Magnetic tape, hard

32
disc drive, flash drive, compact disc drive, computer e.t.c. records management reduced

storage cost, improve regulatory compliance, protects essential records, effective retrieval

of records, eliminates accidental records destruction, improve traceability, improves

decision making, improves organization knowledge etc.

This also revealed the constraints of electronic record keeping devices faced by office

technologists in modern office and some of them are; High cost of

procurement, inadequate power supply, Lack of Technical Know-How, Lack of constant

Maintenance, Rapid release of new software etc. this chapter also suggested possible ways

of overcoming the constraints brought by these modern technologies such as, constant

maintenance of the machines; modern technologies need constant maintenance to aid

performance of office technologists, Standby generators should be made available by the

organizations, Organizations should regularly train and employe qualified skilled office

technologists, Convenient/conducive environment should be made available for these

modern technologies and for the comfort of the secretary at the course of using the

equipment etc.

33
 CHAPTER THREE

METHODOLOGY

3.1 RESEARCH METHODOLOGY

'The research methodology used for this work includes the research design, population,

sample population, instrumentation, validity, method of data collection, method of data

analysis and decision rule.

3.2. RESEARCH DESIGN

The research design for this work was survey method. This method is appropriate because

the opinions of Office Technologists are required in the treatment of the problems at hand.

More so, the descriptive nature of the research calls for survey method.

3.3 POPULATION

The population for this research work is made up of all Office Technologists in

Federal Polytechnic, Mubi, totaling, sixty-eight (68) Office Technologists.

3.4 SAMPLE POPULATION

34
The researcher intends to study the entire population totaling sixty-eight (68) Office

Technologists. This is because of the small size of the population.

3.5 INSTRUMENTATION

The researcher intends to use a self-developed questionnaire titled “Impact of New

Management on the Job Performance of Office Managers in Federal Polytechnic, Mubi”

to elicit response from the respondents.

3.6 VALIDITY

To ensure validity of the instrument, the researcher used the supervisor, and other

experts/professionals within the Department of Office Technology and Management, to

read and correct the instrument for face validity.

3.7 METHOD OF DATA COLLECTION

Data for this research was collected using primary and secondary sources. The primary

source is the questionnaire, while the secondary source includes; textbooks, journals and

internet etc.

3.8 METHOD OF DATA ANALYSIS

The data collected was analyzed by using the statistics of mean because of the descriptive

nature of the research work. The simple mean statistical tool formula is:

❑
x = mean

∑= summation

EX Nominal/Assigned values

35
F = Frequency

N = Number of respondents

3.9 DECISION RULE

The decision rule used by the researcher for mean is that any response with a mean score of

3.5 and above would be taken as agreed or accepted and as having effect on the problem at

hand, while any mean score below 3.5 will be taken as rejected or disagreed and as having

no effect on the problem at hand.

CHAPTER FOUR

PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA

4.1 SUMMARY OF QUESTION DISTRIBUTED

In order to achieve the purpose/objectives of this research work, sixty-nine (69)

questionnaires were distributed and sixty-six (66) were returned successfully, representing

97.2% while two (3) were not returned. Hence the analysis would be base on the sixty-six

(66) questionnaires returned.

4.2 ANSWERING RESEARCH QUESTIONS

36
RESEARCH QUESTION 1: What are the types of new technologies used for record

management by office managers?

Table 1

S/N STATEMENT S A UD D SD ∑FX N - REMARKS

A 4 3 2 1 X
5
1 Cloud storage: cloud 40 18 4 3 1 291 66 4.4 Agreed
storage is a clod
computing model in
which data is stored on
remote servers accessed
from the internet, or
“cloud”.
2 Hard Disk Drive(HDD): 48 12 4 1 1 303 66 4.5 Agreed

a hard disk drive is a

non-volatile secondary

storage device, here data

can be stored

permanently.

3 Solid state drive (SSD): 43 17 4 1 1 298 66 4.5 Agreed

a solid state drive uses

37
 flash memory to store

data and is sometimes

used in devices such as

netbooks, laptop, and

desktop computers

instead of traditional

hard disk drive.

4 Magnetic tape: is a form 50 10 3 3 0 305 66 4.6 Agreed

of external computer

memory used primarily

for backup storage.

5 Flash drive: flash drive 38 14 9 3 2 281 66 4.2 Agreed

is a small, ultra-portable

storage device which is

used to store data and

transfer information.

¿ 22.2
Source: Field Survey (2022) Average Mean x = score = 4.4
5

From. the above table one, variables one and two with a mean score of 4.4 and 4.5

respectively shows that the respondents agreed with the opinion that cloud storage and

hard disk drive are types of information storage device used by Office Technologists.

38
Variables three, four and five with a mean score of 4.5, 4.6 and 4.2 each indicates that the

respondents also agrees that magnetic tape, flash drive and solid-state drive are also, types

of information storage device used by Office Technologists.

The researcher is also in agreement with the respondents that all the mentioned devices in

table one, are types of information storage device used by

Office Technologists with an average mean score of 4.4.

Research question 2: what are the importance of new technologies for record

management?

S/N STATEMENT S A UD D SD ∑FX N - REMARKS

A 4 3 2 1 X
5

39
1 Record or information 32 19 10 3 2 275 66 4.1 Agreed
can be encrypted and
stored third party can’t
have access to it.

2 48 12 4 1 1 303 66 4.5 Agreed

3 Solid state drive (SSD): 43 17 4 1 1 298 66 4.5 Agreed

a solid state drive uses

flash memory to store

data and is sometimes

used in devices such as

netbooks, laptop, and

desktop computers

instead of traditional

hard disk drive.

4 Magnetic tape: is a form 50 10 3 3 0 305 66 4.6 Agreed

of external computer

memory used primarily

for backup storage.

5 Flash drive: flash drive 38 14 9 3 2 281 66 4.2 Agreed

is a small, ultra-portable

storage device which is

used to store data and

40
 transfer information.

¿ 22.2
Source: Field Survey (2022) Average Mean x = score = 4.4
5

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY

This research work was centered on the Effect of new Office Technologies on

Record Management on the Job Performance of the Office Manager in Federal

Polytechnic, Mubi. The general objectives of the study were to: identify the types of new

technologies used for record management by office manager in the office, to highlight the

importance of new technologies for record management, to identify the challenges faced

by office manager in handling the new record technologies for record management, to

suggest ways of solving the identified problems.

Literature review was done using primary and secondary sources of data. The sample

population of this study was made up of all the Office Technologists in Federal

Polytechnic, Mubi, totaling, sixty-nine (69). The methodology adopted for the research

work was survey sampling. This method was appropriate because the opinions of the

respondents were sought to resolve the problem at hand.

A five-point likert scale type was used to present the data collected, while the mean

statistical tools were used to analyze the data because of the descriptive nature of the

41
study. Tables were used to present the data in order to enhance the understanding of the

prospective reader. The major findings of the research were also presented together with

well thought-out recommendations.

5.2 CONCLUSION

"Based on the findings of the research work, the researcher concluded that modern

technologies have generally contributed immensely to Office Technologists job

performance. With the impact of these modern technologies, it could be seen that there are

some factors that has negatively affected the performance of Office Technologists such as;

Inadequate ICT skills and competences, constantly change in technology and applications,

Issues in backing up records, Problem of reliability and authenticity e.t.c

5.3 RECOMMENDATIONS

Having examined the "Effect of New Technologies on Records Management on the Job

Performance of the Office Managers in Federal Polytechnic, Mubi" In accordance with the

findings of this research work, the researcher recommends the followings: -

Since the world has entered the computer age it is necessary that record management in

the organization should be computerized therefore electronic record keeping devices

should be acquired for use in every office so that records can easily be retrieved when the

need arises.

Organizations should train their staffs on the nitty-gritty of good record management.

Organizations should give more emphasis on proper record management to achieve its

plan and increase productivity.

42
Organizations should try and equip and update their records departments with the latest

devices to enhance smooth operations.

Organizations should employ qualified Office Technologists with the latest technological

skills

5.4 AREAS FOR FURTHER STUDIES

This research work did not cover everything on the Effect of new Office Technologies on

Records Management on the Job Performance of the Office Manager". (A case study of

Federal Polytechnic, Mubi), in this regard, the researcher suggested that future researchers

could conduct research on the following:

Recording Keeping as a Life wire of an organization Challenges and prospects

The Role of Computer Records Device on the Job performance of

Secretaries,

The impact of Record on the job performance of the secretary in an organization.

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