The Role Of Records Management In Enhancing Governance: A Case Of Homa Bay County Headquarters, Kenya

Abstract

Globally, records management plays major role in enhancing governance within institutions. They are vital and essential to every aspect of the governance process and execution of important functions in society by acting as evidence in any business transactions of individuals and organizations. Records are basic to the efficient and effective operation of governance system of any Country and are more critical to the administration processes. The study was carried out in Homa Bay County Headquarters since it coordinates all the activities of other sub counties comprising of 40 wards. The aim of this study was to examine the role of records management in enhancing governance at Homa Bay County Headquarters, Kenya. The specific objectives wereto examine how records management facilitate administration; to investigate the current status of records management infrastructure; to assess computerization of records within different departments; to establish the county budgetary allocation on records management. Target population comprised of 306 employees who are the custodians of records within the County Headquarters. Stratified technique was used to classify employees into strata. Yamane simplified formula was used to obtain a sample size of 174 respondents, which was proportionately distributed per department using random sampling technique. Structured questionnaires and interview schedules were pretested to determine validity and reliability and thereafter employed to collect data. Quantitative data was analyzed using descriptive statistics with the aid of IBM – SPSS (Version 23), presented in a table and interpreted in mean, frequencies, percentages, and standard deviation. Qualitative data was analysed using content analysis.Ordinal regression analysis was used to estimate the model. Descriptive (qualitative and quantitative) and comparative analysis methods like generalized linear model were further used to investigate relationship between good governance and its determinants. The finding showed that the classification system used was not uniform, the retention schedule and disposal schedule lacked guideline, filing was not done immediately records were created, records management infrastructure was available in HB, though some employees were unaware; even though e-records management improves work performance in the departments within the county, not all employees allocated computers have skill and knowledge on computer system, finally staff playing the role of budget allocation have low understanding on the importance of county records management. The study concluded that the recordkeeping practices used across the county were inadequate to improve county administration, more than (50%)employees were still unaware about the importance of records management policy, procedure, standards and legislation, (66.6%) of employees were allocated computers though some had no skill and knowledge on computer system, Due to the fact that RM was not accorded full support in terms of finances, efficient records management was affected. Based on finding and conclusion, the study recommends that in order for Homa Bay County to realize good governance, records managers should instill understanding among records staff on proper management of records right from creation to disposal, effective governance and protection of institutional accountability and integrity, top management, records managers and other staff handling records should be aware on the importance of trustworthy and well managed records by ensuring that records management policy, procedure, standard and legislation is properly documented and shared with all employees managing records. Also, the county should promote the use of computers and Information Communication Technologies (ICT) to increase accountability, transparency, efficiency and responsiveness in information sharing and use. In addition, as concerns to budget allocation on records management, there is need for the county to allocate more funds on records department to help build a robust records management system.