The Effectiveness of Existing Records Management System in XYZ Agency

Abstract

The study aimed to evaluate the level of effectiveness and the extent of implementation of the existing records management system in XYZ Agency. The descriptive method was used, and a survey was conducted to gather the necessary information. It can be deduced that records are inextricably entwined with increased transparency, accountability, and good governance. It also became apparent that fraud cannot be proven, meaningful audits cannot be carried out, and government actions are not open to review when records are not well managed. Documents provide verifiable evidence of fraud and can lead investigators to the root cause of corruption. Sound records management is therefore at the center of increased accountability and good governance, it is one of the best weapons in fighting corruption, and it plays a vital role in the advancement of human rights and contributes towards ensuring sound financial management. Records should, therefore, be managed in the same manner that the other organizational resources, such as finance and staff, are maintained. The study discovered that as far as records monitoring, control, and management are concerned, there were individuals who are in-charge within the various offices, bureaus, services, and units in the agency. It was also realized that the agency has adequate policy framework on data privacy and security for its records. Records management function should be incorporated into the organization-wide strategic planning initiatives. Most importantly, senior management should embrace the records management function to ensure its effectiveness and should be incorporated into their performance management targets. The study reveals the importance of a records manager, and it is unfortunate that the agency has no records manager. The institution needs to appoint records managers whose responsibilities will be a compilation, implementation, maintenance, and utilization of approved filing systems and the records filed according to these systems. Workshops and seminars should be organized by the agency to train staff on records management. There should be Records Control Schedule to control and manage all institutions records and prevent unauthorized removal and destruction of files.