Critical analysis of record keeping systems for enhanced service delivery at the state law office Nairobi

Abstract

This research aims at analyzing record keeping systems for enhanced service delivery at the State Law Office. The study sought to establish whether the State Law Office has a written policy, procedures and legislative frameworks governing record keeping systems. It also aims at finding out the type of record keeping system maintained at the ministry and the equipment and infrastructure necessary for their support. The study seeks to find out the staffing levels of staff at the State Law Office and find out whether the staff managing and administering record keeping systems in the ministry are well trained and have the necessary skills in the field of record management. The study is based on data collection from questionnaires administered to members of staff in the records management section, interviews on visitors and staff, observation and documentary evidence sources. The respondents indicated that there was a policy governing record keeping systems was unfortunately not properly constituted. The study also revealed that there was need for further training in the management of electronic records and the systems managing them. It was noted that there was need to upgrade the current record keeping system to increase the system‟s capacity to store records, guard against systems constantly being offline and slow system response. The record keeping system in place was not fully utilized to ensure easy and fast access in the retrieval of files leading to long public waiting periods and as a result, record officers ended up failing to render proper services. The upgrade would introduce new system features and capabilities that were unavailable in the current version therefore saving the office time and improving the overall product. All the above findings led to various conclusions and recommendations of developing stronger written policies on the administration and management of record keeping systems, sensitization of all staff on its importance and train them on the skills and knowledge for managing both paperless and electronic records and their significance to an effective service delivery.