An assessment of the impact of ICTs In the management of personnel records at the Ministry Of East African Community Affairs

Abstract

The purpose of the study was to assess of the Impact of ICTs in the Management of Personnel Records at the Ministry of East African Community Affairs. The study objectives were to; determine the categories of ICTs used in the management of records at the Ministry of East African Community Affairs, examine how ICTs are used in management of Personnel records at the Ministry of East African Community Affairs, establish the challenges in using ICTs n the management Personnel records at the Ministry of East African Community Affairs, propose and recommend strategies to improve on the utilisation of ICTs in records management at the Ministry of East African Community Affairs. The study adopted a case study research design. Interview and observation methods were used to carry out the study. The target population consisted of I.T Technicians, Records Offices, Database Administrator and the top management. Purposive sampling was used to select 15 respondents to represent the whole population under study. The study found out that ICTs used were computers, CD-ROMs, DVD, hard disk, USBs in creation of personnel records, classification of personnel records, storage of personnel records, appraisal and disposal of personnel. The major challenge affecting the use of ICTs in records management was the inadequate funds allocated to records management. Majority of the personnel records managed at MEACA are paper based records which are kept on Shelves and filing cabinets. Users suggested that increasing the funds to the management of the personnel records at MEACA to support the registry. The study concluded that purchasing more ICTs such as computers, using an electronic records management system, digitization of the personnel records, training to all the ministry staff, recruitment of more staff, provision of more funds, adopting new technologies and adopting a written policy on management personnel would help improve the personnel records management at MEACA. The study recommended that Ministry of East African Community Affairs should adopt a records management policy, staffing, increase funding, awareness campaigns, purchase of more storage equipments, power stabilization and manage risks and disaster preparedness of records.