Evaluation of the Impact of Records Management in university Institutions: A case of Maasai Mara University

Abstract

Record management is a field of management that deal with the control of records right from creation and or received, maintained, stored, use until their ultimate disposal or transferred to archives for permanent preservation. And organization therefor has to come up with effective and efficient record management program. A study on the evaluation of the impact of record management in university institution, a case study of Maasai Mara Mara University is to be conducted. This study aims at determining the type of record series which documents the organization’s function and activities. It will also evaluate those record series kept in the units. Records management activities for example access of records, storage of records, control of records, rules, policies and procedures guiding record management will be analyze at the course of the study. The scope of the study is limited to faculties and schools located on the main campus of Maasai Mara University. The sample population are from the faculties and schools of the university. The objectives of the study are, To determine and evaluate the records that document the key functions and activities of the University, To evaluate mechanisms, policies, rules and procedures that are in place for managing records in the University, To evaluate the current practice of managing records throughout their life cycle , To seek other suggestions on the records management that can be added in implementation of records management in the entire organization in achieving the goal of the institution, To provide adequate solution in the smooth implementation of the process in the entire system of the organization. The past record management activities of the institution were analyzed in detail. The researcher reviewed all related literatures used in the past related research so as the gain more knowledge on how to conduct a research. Literature review will assist in finding best methodologies to be use during the study. It will also prevent duplication of effort. Both primary and secondary data were used during data collection. Primary data were gathered through observation, interviews and structured questionnaires. Questionnaires were distributed to the respondents to fill them and were expected to complete within two days after which were collected by the researcher. The questionnaires forms consists of both open and closed questions. The collected data was then analyzed using MS excel and SPSS matrix and presented by use of graphs, pie-charts and statistical tables. The researcher ensured that the collected data during the study was used in the purpose intended to and also ensured that confidentiality was guaranteed. Based on the findings, the study recommended on the improvement of record management in the university institution.