E-Readiness In The Management Of Electronic Records At The Kenya National Archives And Documentation Service, Nairobi

Abstract

Records are vital resources for any institution as they serve as a mechanism to smoothen communication between and among its components as well as other stakeholders. Value of electronic records is attributed to conveying institutional memory, solving problems such as technological obsolescence, resources, hacking and cracking, decision making.The aim of the study was to assess the e-readiness in the management of electronic records at the Kenya National Archives and Documentation Service (KNADS). The objectives were to; examine e-readiness policy in the management of electronic records; determine the preparedness strategies of Kenya National Archives and Documentation Service in the management of electronic records; examine the challenges encountered by Kenya National Archives and Documentation Service in the management of electronic records and come up with possible solutions. The study was guided by the records continuum model and the life cycle model/theory. The target population for the study was 200 archival users and 147 staff. A sample of 104 respondents was selected which comprised of 60 archival users and 44 staff. Random sampling method was used to select tha archival users whereas the staff were purposively selected.Data was collected using a structured questionnaire,interview schedules,observation and document review. Collected data was analyzed using the Statistical Package for Social Scientists (SPSS) version 22 for windows and findings presented in form of tables, charts and graphs. Qualitative data was analyzed by coding the themes. The findings of the study indicate that availability of proper policy will help the top management of the organization to give priority to e-readiness in the management of electronic records. The findings showed that the institutions lacked appropriate policies in e-readiness in management of electronic records.The outcome of the study will be used by policy makers of electronic records management, records managers and Archivists. The study recommends that top management and other archival staff should adequately understand the concept of e-readiness in the management of electronic records and help policy makers in proper improvement of Archival policy frameworks while forming a benchmark for reference to other researchers. The study concludes that, despite the changes of new technologies, institutions should put in place ideal mechanisms that ensure the e-readiness in management of Electronic-records for effective and efficiency in service delivery.