Abstract:
This study set out to investigate the management of Estates records at the Estates
Department of Moi University, Main Campus.
In fulfilling this aim the study had a number of specific objectives. These included; to
document the business activities of the Estates Department; ascertain how records are
created or received, maintained and used by the Estates Department of Moi University,
Main Campus; determine the extent to which the records support the business activities of
the Estates Department. Establish the conditions under which Estates records are
maintained; determine policies used to regulate the management of Estates records; find
out the calibre of staff employed to manage the Department's records including their level
of training, experience and qualifications.
In conducting the study a purposive sample of 26 respondents, comprising staff of Estates
Department Moi University, Main Campus were identified to participate in the study.
Various methods including the use of questionnaires and interviews were employed in data
collection. Descriptive techniques were used to analyze qualitative data collected from
respondents. Tables and charts were employed to give more detailed presentation and
analysis.
Among the findings of the study were that the Estates records were generally poorly
maintained; some records were not arranged in an orderly manner; the records were poorly
classified and some records were missing or misplaced. Other findings were that the
Estates Department generates or receives various types of records ranging from
operational, legal, evidential, human resource and financial. These records paused a major
challenge especially in their storage and maintenance. The other finding was that the
Department had no standard retention/disposal schedule; security of the records was
wanting; there were no records management policies and procedures; and that the staff
managing the records unprofessional. Based on the above findings this study concluded
that the Estates records were poorly managed and came up with recommendations for
records management practices and operations.
