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THE EFFECT OF GOOD RECORD MANAGEMENT IN ORGANIZATIONAL PERFORMANCE IN CAMEROON
CHAPTER ONE
INTRODUCTION
Background of the study
From time immemorial, information has been regarded as a crucial resource for all types of organizations, both public and private. Today, it serves as a key factor in classifying nations into two broad categories: those with limited access to information and those with abundant information (Ahmed et al., 2020). The availability, accessibility, and utilization of information are closely linked to national progress. Consequently, information is considered a valuable national asset in the production of high-value products and services (Anyanwu, 2019).
Information is consistently recognized as a vital component for any organization due to its role in decision-making, legal compliance, and safeguarding practices. Organizations manage documents that are essential for their daily operations and survival. In the current highly competitive environment, it is crucial for organizations to maintain their operations during emergencies and to quickly resume critical functions after natural or man-made disasters. Implementing preventive measures and strategies is necessary to ensure the organization’s ongoing business operations, which helps build management credibility and fosters customer trust in its ability to handle crises (Samson & Trenton, 2018).
Records and information are intrinsically linked, encompassing vital data needed for organizational planning, decision-making, and control (Ahmed et al., 2020). Organizations handle and receive a large volume of information daily, though not all of it is in document form. A record is closely tied to the official operations of an organization and is preserved as evidence. According to Anyanwu (2019), the International Foundation for Information Technology (2010) defines a record as: “An item that serves as evidence of its existence and can be used to reconstruct or verify its state, regardless of format or attributes.” An organization may create, acquire, or hold a record in connection with its legal obligations, business transactions, or compliance.
Effective record management benefits all organizations and their stakeholders. It is a crucial aspect of business operations, ensuring the smooth and accurate flow of information both internally and externally, and aiding in the retrieval of necessary data. As Anyanwu (2019) notes, organizations cannot ensure transparency, accountability, or good governance without reliable and authentic documentary evidence supporting essential accountability processes. Scholars like Kalu (2019) and Tagbotor et al. (2019) agree that effective management of organizational operations requires managers to have relevant skills, such as the ability to maintain and oversee accurate records.
Each organization should have a clear understanding of which records need to be kept, for how long, and which should be discarded, as outlined in a file plan. Also known as a record plan, the file plan organizes records by topic, assigns record numbers, and ensures that related records are filed together or stored in electronic systems with an applied retention schedule. This often involves creating a taxonomy or thesaurus to classify records and/or documents in a standardized manner. Record preservation is a fundamental responsibility for all agencies, corporations, and organizations. Efficient integration and monitoring of information systems facilitate easy and effective access to necessary records (Anyanwu, 2019).
Effective records administration systems are crucial for delivering quality decisions and services. When a records management system is ineffective, decisions may lack comprehensive information (Ngoepe, 2018). Additionally, documents may become disorganized, lost, damaged, or altered, leading to poor scheduling and planning (Samson & Trenton, 2018). Such issues can negatively impact organizational performance, complicating decision-making processes and hindering the fulfillment of statutory obligations. Therefore, this study is necessary to address these concerns.
1.2 Statement of the problem
Documents facilitate and bolster the efforts of an organisation to achieve its mission. Every organisation must maintain accurate records in order to accomplish its objectives. Due to the fact that records comprise information, they are an invaluable asset to the organisation. Organisation is crucial for facilitating decision-making within an organisation; if decisions are consistently sound, the organisation can more easily compete with other organisations (Manchu, 2018).
The service rendered by records administration is crucial for the expansion of the organisation and for each employee who utilises information within it. Its principal purpose is to enable the unrestricted movement of documents within an establishment, guaranteeing the prompt availability of information in the location and time that it is required. This organisation requires an efficient and effective records administration programme in order to perform this duty. In the event that an organisation requires record services, the records manager contributes to its operation by facilitating and improving the tasks of its users. Considering the distinctive nature of an organization’s records, they require explicit management, similar to how the organisation handles its other resources, including personnel, capital, and real estate (Blade, 2018). This study will be assessing the effect of good record management in organizational performance in Cameroon.
1.3 Objectives of the study
The general objective of this study is to assess the effect of good record management in organizational performance in Cameroon. The specific objectives include the following:
To determine whether there is a relationship between record management and organizational performance in businesses in Cameroon.
To investigate ways good record management can influence organizational performance in businesses in Cameroon.
To examine the challenges of good record management in businesses in Cameroon.
To proffer solutions to the challenges of good record management in businesses in Cameroon.
1.4 Research Questions
The following research questions will be answered in this study:
Is there a relationship between record management and organizational performance in businesses in Cameroon?
What are the ways good record management can influence organizational performance in businesses in Cameroon?
What are the challenges of good record management in businesses in Cameroon?
What are the solutions to the challenges of good record management in businesses in Cameroon?
1.5 Research Hypothesis
The following research null hypothesis will validate this study:
Ho1: There is no relationship between record management and organizational performance.
Ha: There is a relationship between record management and organizational performance in businesses in Cameroon.
1.6 Significance of the Study
The primary objective of the research was to determine how effective record management affected the performance of organisations in Cameroon. Understanding the current state of an organization’s records management policies, procedures, and filing systems, as well as the obstacles and consequences associated with record management, will significantly contribute to the development of recommendations aimed at improving organisational performance. The research will offer records professionals a deeper understanding of how organisations perceive and implement appropriate records management practices for their records services and operations.
The findings of the study will provide an insight into the role of records management practices in improving performance of government organizations working in similar contexts. It will also be useful information to governments and policy makers for the formulation of records management legislation, regulations and policies both at the national and regional levels to help ameliorate the challenges that government organizations encounter when creating and managing records throughout its life cycle.
Lastly, it is of great significant to the researcher because it has broadened his knowledge on the importance of leadership in an organization.
1.7 Scope of the study
Generally, this study focuses on assessing the effect of good record management in organizational performance in Cameroon. Empirically, this study focuses on determining whether there is a relationship between record management and organizational performance in businesses, investigating ways good record management can influence organizational performance in businesses, examining the challenges of good record management in businesses and proffering solutions to the challenges of good record management in businesses.
1.8 Limitation of the study
The researchers encountered slight constraints while carrying out the study. The significant constraint was the scanty literature on the subject owing that the effect of good record management in organizational performance discourse is vast thus the researcher incurred more financial expenses and much time was required in sourcing for the relevant materials, literature, or information and in the process of data collection, which is why the researcher resorted to a limited choice of sample size covering only residents of Cameroon. Thus findings of this study cannot be used for generalization for other regions within Cameroon. Additionally, the researcher will simultaneously engage in this study with other academic work will impede maximum devotion to the research. Howbeit, despite the constraint encountered during the research, all factors were downplayed in other to give the best and make the research successful.
1.9 Definition of terms
Record: Is a document that contains information about event, result achieved, or statement made.
Record management: Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition.
Organizational Performance: In today’s workforce, organizational performance can be defined as a company’s ability to achieve goals in a state of constant change.