CHAPTER ONE INTRODUCTION 1.1 BACKGROUND OF THE STUDY

Record keeping occupies a strategic position in the efficient and effective management of the organization. In fact, it is central in the administration of the business organization because it documents the planning and implementation of appropriate information allowing proper monitoring of work. The approach is for records created in the course of day-to-day business of the organization to be stored and kept in hard copies as evidence of an action, decision or process. However, the process of record keeping provides a framework for keeping, maintaining and providing for the disposition of records and what is contained in them. They are therefore intended to benefit all members of staff by facilitating continuity and evaluation of services and preserving privacy. This framework is provided for by guidelines designed to educate people on decisions regarding professional record keeping. For instances, American Psychological Association (APA 2007) contains the “Ethical Principles of Psychologists and Code of Conduct” generally required for the maintenance of appropriate records of psychological services. In Nigeria, just as in America, the nature and extent of the record will vary depending upon the purpose, setting and context of the services. However, whatever the record maybe, it is important that the staff get familiar with the legal and ethical requirements for record keeping in their specific professional contexts and jurisdiction. Generally, record keeping must be guided by some level of confidentiality, proper maintenance, security, preservation of the content and context, etc (Uwaifo 2004; Akporhonor and Iwhiwhu 2007). Unfortunately, the Nigeria situation in the business of record keeping and management especially in most business organizations system has not been too successful because of lack of management components (Omeyi 1997). Writing in support of the above finding, Ibiam (2004) noted that many years of neglect had done great damage businesses and record keeping is not an exemption. In his view, Iguodala (1998) believes that office managers who maintain the registry systems with filing cabinets containing the paper evidence of the organization are inadequate and in fact ignorant of their responsibilities. This calls to question the reliability and authenticity of records kept in such a system. Giving credence to this, Afolabi (1999) asserted that record management practice in Nigeria has a number of problems which may include insufficient skilled and experienced record management personnel and possibly, low priority of record management in the scheme of things. Other associated problems of record keeping identified generally in the most business organizations in Nigeria include lack of record manual and filing guidelines which lead to loss of vital information (Egwunyenga 2005) and inadequate computer terminals (Oketunji 2002). Others are difficulty in record retrieval and lack of appreciation by management and staff of the need for well controlled records (Egunleti 2001). The result of the foregoing is high profile failures in accountability. The management of these problems would mean the development of efficient and effective options within and between the organization, this indeed requires urgent attention. Ogundede (2001) believes there is serious training need for office managers. Full introduction and sustenance of computer and internet services as well as records management integration (Baje 1998; Fadokun 2004). Adequate manual classification, security, storage facilities and funds are generally recommended for good record keeping (Tower 2004). It is hoped that if these options are adopted in the business organizations, perhaps most if not all the problems associated with record keeping would have been addressed. It is on this premise that this research work set out to examine factor affecting effective record keeping in business organizations.

1.2 PROBLEM STATEMENT

Perhaps it would not be an overstatement to say that record keeping problems are common to the different levels of the business organizations. It is however becoming clearer that it is more pronounced because accurate, reliable and trustworthy records that fulfill evidential requirements are being created but not properly managed. This therefore becomes an issue of great concern to government, stakeholders and office managers, individuals and organizations. In the past, frantic efforts to improve the situation in many organizations through the introduction of computers and internet services as well as development of database management system do not seem to have helped the situation much because the record management system is still conventionally paper-based and manual in operation. Many management staff complains of funds, and material resources. The reality reveals gross inadequacy of qualified personnel, facilities, students’ explosion and space problem. This study is therefore a response to the challenge by striving to empirically identify these problems and well defined management options that could improve record keeping processes in universities especially in the study area.

1.3 PURPOSE OF THE STUDY

The main purpose of the study is to examine the factor affecting record keeping in business organizations. In specific terms the purpose of the study are as follows:

To examine the benefit of records keeping to the organization. To examine the extent to which management secure record in modern business organizations.

iii. To examine the problems that are associated with record keeping in modern business organization.

To examine the management option that can be employed to improve record keeping processes in universities

1.4 SIGNIFICANCE OF THE STUDY

The research work is intended to evaluate the factors affecting record keeping in business organization. This study will be beneficial to people in the secretarial field to help them improve on their records keeping skill and processes. It will also benefit students who have the quest for more knowledge on the factor affecting record keeping in business organization as well as solution to students who are researching into similar topics, most especially, students in of the office technology and management department and other management students institution of higher learning.

1.5 RESEARCH QUESTIONS

Answers to the following questions were provided in this study.

What are the benefits of records keeping to the organization? To what extent does management secure record in modern business organizations?

iii. What are the problems that are associated with record keeping in modern business organization?

What are the management options that can be employed to improve record keeping processes in business organization?

1.6 SCOPE AND DELIMITATION OF THE STUDY

The scope of the research work is limited to selected some selected banks in Rivers State, which include First Bank of Nigeria PLC and Union Bank Nigeria Plc.

1.7 LIMITATION OF THE STUDY

In course of carrying out this research work, the researcher encountered some problems one of which was lack of funds. This prevented the researcher from covering other organizations to have a wider view of the problem under study.

Also, the attitude of some of the respondents posed a lot of set back to the study; this was either incomplete questionnaire or inaptitude towards the researcher by the respondents.

Another was the limited time within which the project work is expected to be completed coupled with other academic work at hand. This caused the researcher a great problem as he found it difficult to cope with both at same time.

1.8 DEFINITION OF TERMS

Business: Any commercial, industrial or professional activity undertaken by an individual or a group.

Challenges: A call to someone to participate in a competitive situation or fight to decide who is superior in terms of ability or strength.

Management: The organization and coordination of the activities of a business in order to achieve defined objectives.

Office: A room, set of rooms, or building where the business of a commercial or industrial organization or of a professional person is conducted.

Records: A thing constituting a piece of evidence about the past, especially an account of an act or occurrence kept in writing or some other permanent form.

Records management: Records management refers to a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions.

Secretary: A secretary is a person who deals with correspondence, keeps records makes arrangement and appointments for particular members of staff.

Organization:  It is defined in terms of planning co-ordination, direction and implementation.

Prospect: The possibility or likelihood of some future event occurring.