B.Sc in Information Studies

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The use of web-based and online technologies to enhance the culture of knowledge sharing in organizations in Kenya
(2015-05-29) Mutoka, Antony
Knowledge is a complex concept that attracts many philosophers, researchers of other disciplines, and practitioners. Many debates are ongoing on the definition of knowledge and the only consensus seems to be the notion that knowledge is more than just mere data and information. Knowledge can provide added value if it results in actions and decisions (O’Dell & Grayson, 1998). An organization’s strategy of knowledge management depends of the way the company serves its clients, the economics of its business, and the people it hires. Thus, Knowledge Management (KM) should be closely related to objectives and business strategies of the organization or subunit of the organization. If KM fails to add value to the organization, it is only cost intensive, useless, or even counterproductive. Knowledge sharing is a key aspect to be considered whenever a KM strategy is formulated. Coupled with the latest technologies in the market, the possibilities can be limitless. This project aims at evaluating the extent to which web-based and online technologies have been utilized to enhance the culture of organizational knowledge sharing.
Disaster management program for records at Kenya airport authority (KAA) Nairobi
(2015-05-30) Nyahiri, Joseph
The aim of this study was to establish the existence of a disaster management policy; establish the nature and type of disasters to which Kenya Airports Authority records are exposed to; establish the disaster management procedures carried out on records when a disaster occurs; Investigate the role of government and other agencies in disaster management; identify whether the disaster management measures taken facilitates in detection, prevention and mitigation of disasters against records and Identify the challenges involved in the disaster management process and the counter measures to the stated challenges. This study used a mixed method approach and data was collected by means of a structured and unstructured questionnaires. The target population consisted of 150 respondents consisting of registry management staff and the general staff. The results revealed that the records registry does not have a disaster management policy; the registry system in place is a centralized records management system; the main disasters that the registry records are prone to include fire, explosions, and terrorist attacks. The study discovered that the registry has security measures; the registry has a high staffing level of clerks and untrained staffs; and does not have a disaster management plan; the storage area for records is not ideal and adequate; the registry is not properly positioned for future expansion; the government role is to allocate adequate and provide resources to facilitate the management of a disaster occurrence; the registry faces challenges due to the lack of finance to prevent a disaster or minimize damages to the records should a disaster occur. The absence of a disaster management policy for records is a major challenge as the registry cannot guarantee accessibility and usability of the records it houses in the event of a disaster. The study recommended the development of a disaster management program; risk assessments to be conducted to determine a disaster occurrence, frequency and possible impact on records; disaster occurrence drills should be conducted regularly for the registry to enhance the registry ability to manage disasters; Kenya Airports Authority should establish a disaster management committee for the records registry whose mandate would be to develop and guide the implementation of disaster management program; the registry should identify and list their vital records, so that they can be given first priority of protection in terms of storage and usage in a disaster occurrence.
Records management for enhancing service delivery: a case study of the ministry of industrialization, Nairobi
(2015-05-30) Ndambuki, Josphat
Records which are managed as part of an appropriate records management programme will help the organization to conduct business in an efficient, accountable manner, deliver services consistently, support managerial decision making and transparent policy formation and ensure continuity in policy execution, management and administration. Ineffective records management systems usually lead to long customer waiting times before they are served. Workers in the Ministry usually end up not rendering certain services because the documents of the client are not contained in ministry files. This study sought to investigate the role of records management and service delivery at the ministry of Industrialization. The study was guided by the following specific objectives: To establish how records are managed in the ministry of industrialization during their entire life-cycle, to establish extent to which current state of records management facilitates/undermines service delivery, to find out the challenges faced in managing records in support of service delivery and to propose recommendations to the challenges identified by the study.. The study applied a case study research design. The study targeted a total population of 10 employees in the ministry of industrialization. The study applied purposive sampling design and used questionnaires and interview schedules to collect data. The researcher used qualitative data analysis with the aid of SPSS. The study established that the Ministry of Industrialization has adopted both paper and electronic records management systems to manage its records during their entire life-cycle. Officials in the Ministry of Industrialization never attended formal records management training and no formal records management training was offered to records management staff in the institutions. This negatively affects service delivery in the ministry. The Ministry of Industrialization did not have enough guiding documents for the administration of client records. They had no standard norm for turnaround times for the retrieval of client records in the Ministry of Industrialization. There was also no disposal plan for e-records. The Ministry of Industrialization should adopt and implement an effective records system to minimize too much paper work. Based on the findings and conclusions of the study, the researcher recommends that the Ministry of Industrialization should develop and implement a standard reasonable time frame for returning clients records when clients borrow files to prevent files from going missing. They should also develop policies, procedures, norms and standard documents that specifically govern clients’ records management. The study suggests that further research should be carried out to determine the requirements and processes of developing an effective, modern and advanced records management system, particularly electronic records management system.
Critical analysis of record keeping systems for enhanced service delivery at the state law office Nairobi
(2015-05-30) Were, Crispin
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.
Digitization of records at the Kenya national archives and documentation services Nairobi.
(2015-05-30) Kithinji, Jenniffer
The study investigated on the records digitization at the Kenya National Archives and Documentation Services and the specific objectives were, to establish the activities involved in records digitization at the Kenya National Archives and Documentation Services,determine the technologies used to digitize the records at the National Archives, to find out the staffs involved in the digitization process and their qualifications, to find out the challenges encountered during records digitization at the Kenya National Archives and the general objectives were to establish the processes, technology and procedures involved in the records digitization at the Kenya National Archives and Documentation and propose possible recommendations. Also the study aimed at establishing the activities involved in the records digitization the staffs who carry out the digitization process and the challenges encountered in the process of records digitization. The study targeted the staff and the objectives that guided the researcher in investigating the impact of digitization of records at the Kenya National Archives and Documentation Services. The method that was used for population sampling was purposive random sampling to enable the researcher to get the representation of employees from different categories. A sample size of twenty (20) employees was selected. The researcher used non – participatory observation and interviews method as data collection tools for the study. The study revealed that there was a policy but general policy and no specific for records digitization process but just guidelines for records digitization. The study also revealed that the paper based records were commonly used. . The data collected was analyzed and presented in form of, tables, pie charts and bar graphs. The study recommended that the top level management to set a budgetary fund that will sustain the digitization demands. It also recommended the recruitment of adequate (professionals) ICT officers and record management officers who have specialized skills in records digitization and ensure that all staffs are trained on records digitization.
The use of web-based and online technologies to enhance the culture of knowledge sharing in organizations in Kenya
(2015-05-30) Mutoka, Antony
Knowledge is a complex concept that attracts many philosophers, researchers of other disciplines, and practitioners. Many debates are ongoing on the definition of knowledge and the only consensus seems to be the notion that knowledge is more than just mere data and information. Knowledge can provide added value if it results in actions and decisions (O’Dell & Grayson, 1998). An organization’s strategy of knowledge management depends of the way the company serves its clients, the economics of its business, and the people it hires. Thus, Knowledge Management (KM) should be closely related to objectives and business strategies of the organization or subunit of the organization. If KM fails to add value to the organization, it is only cost intensive, useless, or even counterproductive. Knowledge sharing is a key aspect to be considered whenever a KM strategy is formulated. Coupled with the latest technologies in the market, the possibilities can be limitless. This project aims at evaluating the extent to which web-based and online technologies have been utilized to enhance the culture of organizational knowledge sharing.
Management of civil registration births and deaths records: Case study civil registration registry ministry of Immigration head quarters, Nairobi
(2015-05-30) Lekadaa, Beatrice
The aim of this study was is to investigate the management of records at the civil registration births and deaths records in the ministry of immigration in Nairobi, with a view to establish challenges faced and provide appropriate recommendations. The study sought to conduct fundamental analysis of the department and determine how records are generated used and disposed; establish the life cycle of births and death records; find out the computerization of this records and how to archive by training the staff about digitization; establish the available records storage facilities their adequacy and inadequacy; identify the challenges faced in management of records for purpose of recommendations in the civil registration main registry. The target population consisted of senior records management staff and records officers (registry staff) from the civil registration registry. 10 senior records management staff and 10 records officers were involved in the study. The researcher applied both stratified and random sampling that is by grouping respondents into groups and then applying random sampling. The researcher used questionnaires and documentary sources as the main tools of data collection. There is a consensus perception by the civil registration registry records management staff that resources and services in the registry are insufficient and out dated. The results revealed that there was no policy governing the management of records in the civil registration registry. The study also established that there is need to revise the classification scheme of files and records of the civil registration registry. The management and organization of records is not appropriate because records of various classes are not well described and identified for easy retrieval. The study recommends that research should be extended to establish the impact of policies in the civil registration registry records management practices on staff’s performance in their duties; Understanding clients’ formal and informal means of learning about the services the registry provides, and the use of the civil registration registry services and resources.
Use of land management information system (NLIMS). A case study of ministry of land, housing and urban development, Nairobi.
(2015-05-30) Makoro, Dennis
The environment in which the information search and retrieval occurs has currently changed drastically. For example, the emergence of the new Information and Communication Technology (ICT), exemplified by the internet has changed the way people seek information and also communicate. Thus the Ministry of Land, Housing and Urban Development developed a National Land Information Management System (NLMIS) in 2009 in managing the land records as per the National Land Policy and Kenya Vision 2030. To date the system has not been fully implemented. Land is a key asset of any country. It is one of the factors of production which includes labour and capital. It is critical for economic, social and political development of a country. There exists a correlation between proper utilization of land and the economic advancement of a country and its proper management can only be achieved if information on the said land is available. The current globalization trend in the world, demand for efficient and effective land services requires development of an integrated land information management system The study investigated the reasons for the delay of the implementation of the National Land Information Management System in facilitating the services to the clients. The study employed quantitative and qualitative research methodologies to investigate the reasons for the delay. The data was collected through interviews using the questionnaires from the respondents in the Department of Lands. The data was analysed using the content analysis from the questionnaires that were returned by the respondents. The findings of this research show most of the people are aware of the core functions and features of the National Land Management Information System (NLMIS); have never been adequately trained on how to use the system in their daily operations; Lands department lack enough funds to manage the system; that there are challenges that have hampered the implementation of the system. These include untrained staff in the department, regular transfer and redeployment of staff to and from other departments, lack of cooperation between the records management officers and information and communication officers among others. Based on the findings, the researcher recommends that the ministry should train the staff members who are using the system so that they get the knowledge and skills required to operate it the records management officers to cooperate with the information and communication officers and work closely to achieve the goals and objectives of the system; the management to minimize the regular redeployment and transfer of officers from and to the Department; the top management to seek for more funds from treasury purposely for the management of the National Land Information Management System(NLMIS) and the ministry to come up with the National Land Information Management System(NLIMS) policy to govern the system users. After all of the above recommendation has been fully implemented the system is going to enhance the potential impact to the Ministry’s daily operations of the system. These include; Improved revenue generation by collection of land rent and also being able to have a better information system for collection of land rent which is user friendly; Less land conflicts; having a modern geodetic framework whereby it both solve and prevent boundary disputes; Better investment climate by more secure land tenure; being able to have a secure title and knowing that the information is trustworthy; Transparency and accountability;being able to access information in a proper way and being able to know about the processes for the Ministry of Land, Housing and Urban Development; better confidence in the land administration of Kenya; being able to rely on the information with the Ministry and also information is available when needed information is trustworthy and processes are swift among others.
Use of land management information system (NLIMS). A case study of ministry of land, housing and urban development, Nairobi.
(2015-05-30) Makoro, Denis
The environment in which the information search and retrieval occurs has currently changed drastically. For example, the emergence of the new Information and Communication Technology (ICT), exemplified by the internet has changed the way people seek information and also communicate. Thus the Ministry of Land, Housing and Urban Development developed a National Land Information Management System (NLMIS) in 2009 in managing the land records as per the National Land Policy and Kenya Vision 2030. To date the system has not been fully implemented. Land is a key asset of any country. It is one of the factors of production which includes labour and capital. It is critical for economic, social and political development of a country. There exists a correlation between proper utilization of land and the economic advancement of a country and its proper management can only be achieved if information on the said land is available. The current globalization trend in the world, demand for efficient and effective land services requires development of an integrated land information management system The study investigated the reasons for the delay of the implementation of the National Land Information Management System in facilitating the services to the clients. The study employed quantitative and qualitative research methodologies to investigate the reasons for the delay. The data was collected through interviews using the questionnaires from the respondents in the Department of Lands. The data was analysed using the content analysis from the questionnaires that were returned by the respondents. The findings of this research show most of the people are aware of the core functions and features of the National Land Management Information System (NLMIS); have never been adequately trained on how to use the system in their daily operations; Lands department lack enough funds to manage the system; that there are challenges that have hampered the implementation of the system. These include untrained staff in the department, regular transfer and redeployment of staff to and from other departments, lack of cooperation between the records management officers and information and communication officers among others. Based on the findings, the researcher recommends that the ministry should train the staff members who are using the system so that they get the knowledge and skills required to operate it the records management officers to cooperate with the information and communication officers and work closely to achieve the goals and objectives of the system; the management to minimize the regular redeployment and transfer of officers from and to the Department; the top management to seek for more funds from treasury purposely for the management of the National Land Information Management System(NLMIS) and the ministry to come up with the National Land Information Management System(NLIMS) policy to govern the system users. After all of the above recommendation has been fully implemented the system is going to enhance the potential impact to the Ministry’s daily operations of the system. These include; Improved revenue generation by collection of land rent and also being able to have a better information system for collection of land rent which is user friendly; Less land conflicts; having a modern geodetic framework whereby it both solve and prevent boundary disputes; Better investment climate by more secure land tenure; being able to have a secure title and knowing that the information is trustworthy; Transparency and accountability;being able to access information in a proper way and being able to know about the processes for the Ministry of Land, Housing and Urban Development; better confidence in the land administration of Kenya; being able to rely on the information with the Ministry and also information is available when needed information is trustworthy and processes are swift among others.
Evaluation of electronic case records management system (ECRMS) on delivery of court services: the case study of Milimani law courts Juvenile division registry, Nairobi.
(2015-05-30) Wanjiku, Catherine
The judiciary of Kenya has embarked on massive transformation initiative whereby recently launched a transformation framework 2012-2016. This transformation framework is supported by four pillars with the forth pillar being Harnessing technology as an enabler of justice with plans for a country wide roll out of the Electronic Case Records Management System. Technology is nowadays being used to achieve effective service delivery in the private sector as well as the public sector. The judiciary must therefore evaluate the records management systems put in place for effective service delivery. The study therefore sought to report on the evaluation of Electronic Case Records Management System (ECRMS) on delivery of court services: the case study of Milimani law courts juvenile division registry. The ECRM System was first commission in Kenya at the Juvenile court Milimani. This study tried to study on issues to do with the influence of Electronic Case Records Management System (ECRMS) on security of court records, the effects of adoption of ECRMS on fraud/ corruption in the court registry, the ECRMS mediated employee job satisfaction on the effectiveness of service delivery, the cost effectiveness of ECRMS on effective court service delivery. The study targeted 72 system user employees at the Juvenile Court Milimani. Questionnaire was used to collect the data from the sample. The quantitative data collected in the study was analyzed by the use of frequency counts and percentages while qualitative data was analyzed qualitatively. The study findings show that the respondents consider the adoption of the Electronic Case Records Management System as an important component in the effective delivery of service to justice seeking clients. The study showed that 91.5% (54) of the respondents indicated that the use of ICT has positively influenced service delivery at the courts’ registry. The Electronic System has also influenced the employee’s morale with most of them indicating that they felt satisfied with the job they do. The implementation of the system has also significantly helped to reduce fraud/corruption and it has also improved the security of court data security. Therefore it is apparent the system has brought about positive changes and should therefore be adopted in other courts in Kenya.
Challenges faced in the management of legal records: A case study of Githunguri law courts, Kiambu County.
(2015-05-30) Anyona, Charles
The researcher has been undertaking a study on challenges affecting the management of legal records at Githunguri law courts, Kiambu county. The main purpose of undertaking this study is to ensure that the state in which records are managed is improved for the benefit of enhancing service delivery and hence achieve transparency, accountability and good governance. The main aim of exploring the challenges of management of legal records is to ensure that Githunguri court is responsive to the needs of those it serves and can deliver services more efficiently and effectively. The records management functions, structure and operations should be reshaped and the staff must enhance their productivity to effectively facilitate service delivery through faster decision making processes. The strategy outlines key actions that Githunguri court should take to improve records management. This includes implementing guidelines on management of records such as Public Archives and Documentation service Act cap. 19, Records Disposal Act, cap.14 and Government Financial Regulations cap.23, (2003). A fundamental concept that leads to improvement of records management includes computerization of records, introduction of (ISO) international standards for organization in records management among others. It is clear that a well functioning records management unity requires a high degree of professionalism, better working tools and increased responsibility for the records management officers.
A research project submitted to the faculty of social science and technology of technical university of Kenya in partial fulfillment for the award of degree in bachelor of technology in information studies.
(2015-06-02) Wang`ombe, Nancy
The National Treasury offers the networking and spearheading of the equipping of the entire national treasury with appropriate ICT facilities, providing the necessary ICT interface between the public sector and stakeholders, offering technical advice on the procurement of the institution ICT equipment, updating ICT in the institutions so as to keep pace with technology developments and ensuring optimal operation and use of ICT through training and other capacity building interventions. The study objectives are to find out the ICT systems adopted by the National Treasury, to investigate to what extent ICT system is used at the National Treasury, to examine the challenges affecting the use of ICT at the National Treasury, to ascertain the benefits of ICT at the National Treasury and to provide recommendations on how to enhance the use of ICT systems at the National Treasury. The literature review presents the framework and the literature on ICT at the National Treasury. It also covers in depth systematic identification and analysis of related literature. This study was conducted through a qualitative approach in order to find out the application of ICT at the National Treasury. It also utilized the case study method which enabled the researcher to focus on the National Treasury as a single unit and be able to carry out an in-depth study of how ICT was managed at the National Treasury. The researcher used purposive and simple random sampling in order to select particular units from the population who comprised of 51 out of 255 targeted staff selected from the various departments. The researcher used the interview method to collect data, in the analysis of the data, formulation of categories of possible responses was done and editing which involved checking for minor errors and non response. A total of 46 respondents were interviewed. From the research study, it was concluded that ICT at the National Treasury was said to drive productivity and economic growth in adopting e-Government solutions, which included leverage commercially available products and solutions and procure e-Government solutions based on merit and value. The ICT skills development were said to be in need of the provision of incentives for ICT education and training at all levels, establish specialized certified training programmes for IT professionals and developers, strengthening business education and training and including ICTs. The researcher recommended that the enterprise and entrepreneurialism sector remains at the forefront of ICT innovation, investment, and use. The Government was said to be able to leverage these private-sector forces by improving access to capital through access to capital and removal of barriers to private sources of capital, support microfinance mechanisms, provide Incentives for private-sector and ICT spending, transparent accounting rules, on infrastructure and access the Government and industry must also work together to promote affordable computing initiatives through promotion of ubiquitous telecommunications access, investing access, investing in targeted broadband network development, support pro-growth spectrum management policies, provide a technology-neutral regulatory environment.
Management of electronic mails (e-mails): A case study of the Technical University of Kenya
(2015-06-02) Majafu, Euster
The study examined the current methods of managing email records in the technical university of Kenya. The main objectives of the study were to ; investigate the creation, accession, disposal and storage of the email records in the institution , establish what policies, systems, standards and procedures that exist to guide the management of email records, determine the extent of use of email records in decision making and service delivery, investigate the challenges the institution experiences with the management of email records and finally recommend strategies to address the challenges facing email records management. A qualitative approach was used in this research with some aspects of quantitative research techniques in the design of data collection instruments, and in the presentation of research findings. Purposive sampling was used to select the seven (7) respondents from the School of Information and Communication Studies and the university ICT department. Data was collected through interviews. The study established that the management of email records was done at an individual level. The biggest challenge was lack of policies or regulations to guide the staff in managing the records. Other challenges were lack of qualified personnel and poor infrastructure among others. The study concludes that the School of Information and Communication Studies lacked a common e-mail system since the emails were managed at an individual level and by staffs who were not qualified in the area of records management.. This therefore made communication within the school difficult since there was lack of management of emails that were sent and received within the school. The study recommends that the School of Information and Communication Studies to first set up a policy to guide the management of email records,improve infrastructure through repairing the computers, protect the email data through security measures like firewalls and employ qualified personnel or records managers to manage the email records. It also emphasizes on the need to have a common e-email system for purposes of transparency and accountability when managing the emails.
It contingency planning: A case study of the Technical University of Kenya.
(2015-06-02) Kinyua, Grace
This research project is motivated by the fact that there is little or no IT contingency planning at the Technical university of Kenya due to the recent failure of the school’s information system. The purpose of this paper is to examine the contingency preparedness of TUK. The researcher explores current practice in IT contingency planning within TUK. The results of document review and survey are shared alongside conclusions made from the findings. The study examines four departments. 20 people are sampled to participate in this study. The paper has a double approach: quantitative and qualitative. The instruments of data collection included interview schedules and questionnaires. The study reveals that there is a contingency planning policy in the school. However, the number of staff members unaware of the existence of a contingency planning policy in the school is high hence its poor implementation. The management therefore needs to work to broaden the use of it. The contingency plan developed is also non-effective. Recommendations are made about the future of IT contingency planning in TUK. They include an approach that TUK can use to develop and maintain an effective contingency plan. This research complements existing studies and will also assist in promoting best practice in IT contingency planning.
The role of information and communication technology (ICT) in the management of land records: a case study of the directorate of lands (DOL), ministry of lands, housing and urban development, Kenya.
(2015-06-02) N`Khataro, Tom
The study was designed to investigate the role ICT play in the management of land management of land records at DoL. The specific objectives included to explore types of records at DoL, establish systems and procedures of records management, describe the application of ICT in records management and to identify benefits and challenges of the application of ICT in records management at DoL. The study used interview schedule and questionnaires to collect data from heads of ICT units, registries and users. These respondents were chosen from the population through purposive sampling technique. According to the data gathered, ICT has been used to transform records management activities including creation, classification, storage, retrieval, use and security of records. These changes have come with benefits including ease of tracking, ease of retrieval, economy of space, multiple access to records, enhanced security of records and ease of reporting. However, the programme has equally been undermined by different challenges such as lack of resources financial resources or otherwise; corruption associated with mismanagement of funds; lack of technical capacity, apathy from management and fear of vulnerability associated with technology. To this extent, the study recommended that the department should allocate more resources to the programme, building technical capacity of staff members, enhanced sensitization, conflict resolution and more investment on interoperable infrastructure and e-service delivery.
Managing records at export processing zones authority (EPZA) registry HQ Athi river Nairobi
(2015-06-02) Ngotie, Patricia
This was undertaken with an aim of investigating records management procedures and systems at the EPZA under the specific objectives including to determine policies records management at the EPZ, asses records management, establish adequacy of resources, investigate challenges affecting records management and recommend ways of enhancing records management at the EPZA. The study used qualitative research design. Through the use of purposive and systematic random sampling data was collected from respondents who included heads of departments, registries and users. This relied on interview schedule and questionnaires. According to the findings, the organization has a rich base of policy instruments, standards for records creation, classification system, file tracking system, retrieval tools but no framework for disposal and disaster management. In spite of these achievements, there are different challenges affecting records management in the organization. They include limited staff training, congestion of records, poor classification, and ineffective retrieval of records and poor organization of records. To this extent, the study recommended that existing policy instruments be put into action at EPZA, records management systems be strengthened, particularly putting in place a disposal and disaster policy. Additionally, the organization should embrace records life cycle concept in its records management and address shortages in the provision of resources.
Role of records management on performance of the national land commission head quarters, Nairobi
(2015-06-02) Kilungu, Paul
The main purpose of this study was to examine the role of records management on performance, in the National Land Commission Head Quarters, Nairobi. The specific objectives of the study included; to find out records management policies used at National Land Commission, to determine records management strategies at National Land Commission, to examine the influence of records management on the performance of National Land Commission and to find out challenges facing the National Land Commission in records management. The study employed descriptive survey research design. The study targeted a total population of 90 respondents who are employees of the National Lands Commission. Stratified and simple random sampling techniques were used to select a sample size of 45 respondents. Questionnaires were used as the main data collection instruments. Data was analyzed using descriptive statistics including frequency tables, and percentages. The study concludes that the policies and procedures for records management at the National Land Commission were not well defined as to cause effectiveness and efficiency in the management of records. The commission was planning to create a National Land Information Management System specifically focused on improving the management of Land records. The reason for this is that land records were special and had varied implications for the commission and citizens in particular. The only available records policy was too general and did not entirely cover all aspects of managing the lifecycle of clients’ records and more importantly did not cover electronic records management. There was no adequate training offered on the policies, procedures, norms and standards for managing records in the commission. The legislative frameworks for records management were also not accessible to staff. Many did not know about the existence of any of the legislative frameworks. Records at the National Land Commission are managed manually. This has resulted to delays in service delivery. It takes long time to locate a specific file. This is attributed to the manual system of managing records. Despite the fact that records are managed manually at the National Land Commission, the existing records management efforts reduced on filing space since files are arranged in a systematic way. The study findings established that some of the serious administrative problems for records management at the National Land Commission were incompetent/unskilled staff, shortage of staff, lack of support for resources, lack of general staff awareness about the importance of records and insufficient budget. Based on the findings and conclusions, the researcher recommends that there should be a records management performance evaluation for both records officers and records users. This will be instrumental to establishing adherence to established records management programs, as well as establishing a relationship between action officers and records management units' ability to perform. The researcher suggests a further study on the factors influencing the adoption of ICT in records management in public institutions.
Assessment of disaster preparedness and risk management at the state law office Nairobi
(2015-06-02) Waitiki, Marry
The aim of this study was to assess the state of disaster preparedness of records at the State Law Office. With the objective of; finding out the existence of a disaster preparedness policy of records at the State law office, determining the potential disasters facing the State law office records registry, investigating the measures being put in place to manage disaster the extent to which staffs in this department know about disaster preparedness, determining the challenges encountered in disaster preparedness of records in the state law office and proposing possible solutions to the challenges faced in disaster preparedness in the state law office. This study used both qualitative and quantitative data. In the qualitative approach, it was concerned with the subjective assessment of the respondents’ attitudes, opinions and behavior. Quantitative method was used to infer from the population. Descriptive study design will be used because the purpose of the study is simply to describe, with means or proportions, one or more characteristics in one particular group. The researcher focused on an estimated target population of 79 members of staff at the State law office records registry who formed the target population of the study. The results revealed that all the respondents are well educated. A large proportion of the registry’s workers as per this study has shown have at least a secondary education with a quite a number having diploma certificate and degrees, with a few having post graduate or masters degree and are thus sufficiently informed to answer adequately the questions pertaining to disaster preparedness in the registry. It emerged from the study that there are no disaster control plan and management team in the registry. The absence of these will invariably affect the registry’s effort to prevent, fight and manage disasters when they occur. The study recommended that the State Law Office should establish a disaster preparedness committee; Disaster preparedness responsibilities should be incorporated into the job descriptions of some staff of the registry; The State Law Office records registry should conduct risk assessments to determine the nature, frequency and possible impact of disasters on their records; Disaster and security drills should be conducted regularly for staff working in the registry; Workshops and seminars should also be run for members of staff to acquaint them with knowledge of the disasters that may cause damage to records and how to handle damaged records.
Use of web 2.0 in delivering library sevices in academic libraries in kenya. a case study of technical university of kenya (TUK) library
(2015-06-02) Owiti, Jackson
International Baccalaureate program of studies, are familiar and make use of different Web 2.0 tools, and their specific application in supporting a student’s research project. A survey was posted in an online discussion forum and 28 librarians working in international schools participated. Five main conclusions are suggested: (1) Web 2.0 tools are mostly used for consumption activities (e.g., view) rather than for creation (e.g., post); (2) patterns of use differ between personal vs. professional usage; (3) a higher level of usage among those librarians self-defined as ‘loving new technologies’ and among those aged between 18-25; (4) Inadequate internet access is the major challenge to access of Web 2.0 tools, (5) the top choices for further learning were social bookmarking and wikis. These findings have practical implications and offer opportunities for planning professional development.
Records Management in a Non-Governmental organization. A case study of Population Services International Kenya (PSK)
(2015-06-02) Oyunga, Roman
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.

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