Evaluating the management of active records at National Fisheries Resources Research Institute.

Abstract

The study aimed at evaluating the management of Active records at National Fisheries Resources Research Institute (NaFIRRI). The objectives of the study were to; identify the different kinds of active records managed, examine the current active records management practices, identify the challenges in the active records management and make recommendations for the improved active records management at National Fisheries Resources Research Institute. The study employed a case study research design while adopting a qualitative research approach in collecting data for the study. The study purposively selected 1 records manager, 1 records officer, 2 secretaries and the office assistant who participated in the study. The major types of records used by auditors include: administrative correspondences, financial records, reports, personnel records, and minutes of the meetings, memorandums of understanding, budgets, scientific records/data, annual financial reports and contract records. These records exist both in paper and in electronic formats. The study also established that National Fisheries Resources Research Institute staff engage in a number of active records management practices right from creation, organizing and Classification, accessing and Retrieving active records, storage and retrieval of records and appraisal and disposing off records. The study revealed that management of active records at National Fisheries Resources Research Institute is affected by a number of challenges which included; misplacement/misfiling of records, insufficient equipments, inadequate space for records and staff, lack of knowledge and skills of records management was another problem, lack of records clerk, poor record keeping practices and inadequate of funds. The recommendations identified for improved active records management at NaFFIRI were; computerization of the records management system, acquisition of the records storage equipments, creation of enough space for the department, training of the staff on the active records management, reproduction of the active records, provision of funds to cater for active records management and sensitization of the users of active records.