An investigation of the knowledge levels and practices of the records management staff in the Ministry of Education, Science and Vocational Training and Early Education Headquarters
Date
2015-10-26
Authors
Chirwa, Filomina Juliana
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Abstract
This study investigated the knowledge levels and practices of the records management staff at the Ministry of Education, Science Vocational Training and Early Education. Specifically, the research’s objectives were to assess the knowledge levels of the registry staff at MESTVESS; to assess the elements of the records management program at MESTVEE; and to establish the challenges affecting the execution of an effective records management program at MESTVEE. Primary data relating to research objectives was collected using the triangulation method (comprising of a survey questionnaire, face-to-face interviews, non-participant observations, and secondary sources). Out of a target population of 48 records management staff earmarked for the study, 46 took part in the study representing 96% participation. The study used a case study design and it was a total survey. Research findings showed that the majority of the records management staff at MESTVEE were generally knowledagble of basic records management concepts and practices and that there was no association between knowledge levels and education and between knowledge levels and work experience. First of all while the registries were generally adequately staffed several of them had no records management qualifications. Secondly, MESTVEE registries lacked certain key elements of a records management program such as a records management policy and up-to-date records retention and disposal schedules resulting into an inefficient records management program. Thirdly, findings showed that the registry service manual did not provide guidance on how to manage electronic records, incoming and outgoing mail. Research findings also showed that low motivation among registry staff, lack of supplies, poor and inadequate funding, inadequate shelving and filing equipment, inadequate storage space, difficulty in locating and retrieving active and semi-active contributed to the failure by records management staff to execute their duties efficiently.This study recommend that the establishment register be revised owing to the growth of the volume of records and the administrative structure at MESTVEE. That the Public Service Management Division accelerates the development and publication of records management policy. MESTVEE should also build purpose designed records centers.
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Information storage and retrieval systems-Zambia-Ministry of Education , Records management