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THE
CONTRIBUTIONS OF RECORD MANAGEMENT TO DECISION MAKING IN A MODERN ORGANIZATION
ABSTRACT
This study
was designed to find out the ‘’The Contributions of Record Management to
Decision Making in a Modern Organization’’. The researcher has concluded by
collecting relevant books and magazine, and internal questionnaires were used
as the case study. It is the contention of greater percentage of respondents
that most secretaries should be employed by an organization when they have
knowledge of the contributions of record management to decision making.
According to the respondents when a an organization that pay little or no
attention to proper or effective record management is bound to crash. Chapter
one deals with the introductions, chapter three deals with design methodology,
chapter four is the data presentation and analysis which chapter five is the
summary, conclusion and recommendations.
CHAPTER
ONE
1.0
BACKGROUND OF THE STUDY
Every organization needs information
to function proper. All information in formation in form of records of any
organization must as well be material and will managed for decision
making modern organization need to view the effect of good records management
on their organizations.
International standard organization (ISO) defines record as an information
created and maintain as evidence and information by an organization or person
in pursuance of legal obligations or in the transaction.
ISO (2001), defined records management as the field of management responsible
for the efficient and systematic control of the creating, receipt maintenance,
used and disposition of records including the processes for capturing maintain
evidence of and information about business and transaction in the form of
records.
Records management originated from
the early man, who can on stones and walls in caves for the purpose of future
references.
These information were written in
form of drawing and writing in form of language on walls. As time went on,
states, were discovered and used to store information by writing on them
subsequently, there came the using of papers which made the keeping and
transferring of information easier on place to another. Thereafter, files were
being created to guarantee the easy classification of these papers.
In the 20th century,
filing equipment such as boxes, cabinets shelves trolleys filling trays recks
and many other kept coming up these were all invented at different kinds of
information.
A voluntary town came up later,
which bought micro filming machines which are used to film document in order to
be reduce the back of papers and files presented in the cabinets and save
space.
In 1981, IBM introduced its personal
computer (PC) for use in homes, offices and schools prior to that time, there
had been several Microsoft disk operating system (M.S. Dos) compatible personal
computer is to store information in order to allow for easy means of operation
in offices brought about the automation.
- STATEMENT OF THE PROBLEM
Since records are documents or other
physical entity or electronic entity in an organization that serves as evidence
of an activity or transaction performed by the organization and that requires
retention for some time period.
Therefore, the need of proper
classification of this records become necessary for easy location or retrieval
whenever they are needed through good records management. The use crude tools
sapped activities in organization has causes some physical damages on human
structure and some unacceptable delay in maintaining information but, with the
aid of modern office automation, man is able to overcome those problems.
Manual filling may cause some delays
in transferring information while the electronic system can do that faster with
the and of law. Virus cannot attack the physical records unlike the electronic
records.
Computer make filling system easier
but not to totally replace the manual filing systems. It is advisable that both
the two system should be sued.
Filling as we know is not just
putting documents in a folder and stored or kept for future use it required a
broad knowledge of filling system. There is met for records managers of any
organization to be acknowledge in area like methods of filing maintenance,
procedure safety of files and good records management in general.
1.2
PURPOSE OF THE STUDY
The foremost reason of this study is
to highlight the relevant of records management to decision making in a modern
organization. In the achievement of this primary goals, the study will discuss;
- How to develop proper records management in organization
- Find out the lips for effective records management and also investigate how to set up a filling system.
- Explore the concept of office automation and its effect on filing system.
- Highlight the contribution of records management to modern organization.
1.3
SIGNIFICANCE OF THE STUDY
This research works is carried out
to investigate into the relevance on the contributions of records management to
modern automated organization. It will therefore be important to the following
people and organization.
Secrecy: It will be of great importance to
secretaries who reads this work as it enables him to understand the various
ways in which document may be handled for effectiveness and efficiency in
productivity of modern organization.
Government
and corporate organization
It will help the government and
corporate organization in the area of decision making in an organization where
records are managed proper decision can be taken promptly which can faster the
growth of the organization or country.
Institution
of learning:
It will enable various institutions to focus more on training undergraduates on
how maintain good filing system. It will also empower institutions to manage
their records more effectively.
1.4
RESEARCH HYPOTHESIS
To ensure on accurate investigation
of study, the following research hypothesis are necessary.
- Proper records management are not easy to develop in modern organization.
- Office automation have not total replace manual filing system
- Record management has not contributed to decision making organization.
1.5
SCOPE OF THE STUDY
This study will highlight the
concept of records management and the use of electronic and manual filing
system in records management. It is based on the use of both automatic machines
and the manual ways of managing records in a modern organization.
1.6
LIMITATIONS OF THE STUDY
The records is faced with the
problems of some requested web pages not been displayed. Also some respondents
should relevant attitude to the administered questionnaire but with all this
limitations, the research was still able to come out with tangible facts for
that could be used to form reliable judgement for the topic under study.
1.7
DEFINITION OF KEY CONCEPTS
The following terms are been used in
the research work and are necessary to be discussed.
Records: Is a document, book, paper,
photograph, sound record or any material down for the purpose of proving
memory.
Records: Management is a system of planning
for and controlling the use of business records.
Automation: It refers to all tools and methods
that are applied to office activities which make possible to process written
visual, and sound data in a computer added manner.
Filling: Method of arranging files or
records to facilitate easy retrieval of documents.
Retrieve: It is an act of regaining
information that has been stored.
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