Abstract:
Preservation of records is a vital exercise in an organization and with advent of technology electronic information introduces new preservation requirements. This is reducing the use of paper based information to the use of materials like tapes, magnetic discs, optical discs, for preserving or storing information and how to technically preserve electronic records indefinitely, and how to choose what to preserve and how to guarantee electronic records reliability and authenticity in future. Proper management of finance records can make a significant contribution to the organization record’s management by ensuring that information is available to take decisions and to protect inaccurate payments.
The aim of this study was to investigate and evaluate how effectively finance records can be managed in the best secure way. The objectives of the study were to: determine how effectively finance records are managed in the organization in accordance with the organization policies, systems, standards and procedures to guide the management of finance records. Explore the challenges experienced in the management of finance records, determine the use of finance records in decision making and service delivery; and suggest strategies to address the challenges facing finance records. Finance records Management, with a view to developing a records management system as a tool to safe guard the security of records.
The objectives of the study were to: determine how effectively finance records can be managed in PS Kenya according to what government policies, systems, standards and procedures in record management requires. Explore the challenges experienced in the management of the finance records in PS Kenya. Determine the use of finance records in decision making and additional payments of previous payments. And suggest strategies to address the challenges in finance record management especially when financial audit is going on and sampled documents are not available.
Digital preservation has become more important as many organizations have realized that they need to keep data longer for regulatory business reasons. This project suggests ways of improving the records management system and security in population services-Kenya. It highlights the areas which have to be improved to enable the digitalization of records take effect as soon as possible.
A sample of 16 respondents was selected for the study using purposive and convenient random sampling techniques. The study sample included 3 top management staff, The study was qualitative in nature, and data were collected using interviews, which were supplemented by observation and documentary sources. The data were analyzed qualitatively, using data description. The findings of the study showed that finance records were an important department in any organization. The findings of the study showed that finance records were an important source of Information for the financial transactions as they were specifically used to document organization’s expenses. The findings further indicated that Management at Psk faced a number of problems, the major one being, the lack of policies, Standard procedures and guidelines to underpin the effective and efficient management of finance records. Other issues included low priority accorded to records management; absence Records management culture; inadequate skills for managing records especially in electronic format. On the basis of the findings, it was recommended that there is a need for Population services to have a major overhaul of finance records management systems throughout the organization, policies standards, guidelines policies, standards, guidelines and procedures should be promulgated and implemented to improve the management of finance records in the population services.