Impact of Cloud–Based Services on Records Management in Public Organisations in Kenya

Abstract

Cloud-based services are the services that are provided to users through the Internet when they need them. They are designed to provide easy and scalable access to applications, resources and services. Such services include online storage, backup solutions and document collaboration services, among others. Most organisations have started using the cloud-based services to offer efficient and cost-effective technological solutions. Other organisations are moving to cloud-based records management to cut cost, eradicate redundancies and pool resources. However, when choosing to use these services, the organisations have to weigh against the risks associated with lack of privacy and security of records. This chapter analyses the cloud-based services used for records management in public organisations in Kenya; their impact on effective records management; the challenges in managing the cloud-based services; and strategies which can be used by the organisations to enhance the effective adoption of cloud-based services for records management in public organisations in Kenya. The chapter is based on a research study where primary data were collected through self-administered questionnaires using the online Survey Monkey platform. Additional information was collected through review of scholarly materials. The findings indicate that public organisations in Kenya can use cloud–based services to enhance their records management. Thus, cloud-based services such as creation, digitisation, dissemination, storage and preservation of records have the potential of increasing efficiency and effectiveness of public organisations by enhancing effective records management. The findings here can be used by public organisations to implement effective records management initiatives anchored on cloud-based services. Moreover, the findings can be used to develop policies and standards governing the use of cloud-based services in records management.