Records Management in Private Organizations: ABC Company Analysis

This assignment presents a comprehensive case study on the management of records within a private organization, specifically ABC Company Limited. The study delves into the significance of records management in contemporary business environments, highlighting the impact of technology and the importance of preserving vital organizational information. It explores the context of records management practices, identifies key problems, and outlines the aims, objectives, and research questions guiding the investigation. The methodology includes a descriptive research design with both qualitative and quantitative data collection methods, including questionnaires and secondary data analysis. The study also addresses the limitations, scope, and significance of effective record keeping, emphasizing its role in risk management, transparency, and overall organizational functionality. The literature review provides a foundation for understanding the topic, while the research methodology chapter details the data collection and analysis techniques. The references section provides a list of sources used in the study. This assignment will be useful for students studying leadership management and business development.

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Management of records in Private Institutions- A Case Study Of ABC Company Limited
First Name
Last Name
Institution

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MANAGEMENT OF RECORDS IN PRIVATE INSTITUTIONS-A CASE STUDY OF
ABC COMPANY LIMITED
TABLE OF CONTENTS
Introduction of the Study……………………………………………………….3
Management of records in business today……………………………….….….3
Context of the proposal………………………………………………………….4
Problem statement……………………………………………………………….4
Aim of the study………………………………………………………………...5
Objectives …………..…………………………………………………………..5
Research questions………………………………………………………………5
Assumptions…………………………………………………………………..…6
Scope …………..……………………………………………………………….6
Limitations …………..………………………………………………………….6
Significance…………………………..………………………………………….7
Chapter summary………………………………………………………..………7
Literature review………………………………………………………………...7
Research methodology and design……………………………………………….8
Research design………………………………………………………………….8

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Data collection methods and analysis…………………………………………….9
Reliability and validity……………………………………………………………9
References…………………………………………………………………………10
Introduction
This chapter will introduce the study that is being conducted through placing the research in its
context. This chapter will explore in details the records management in the private institutions
especially focusing on the contemporary issue that affect record management in private
institutions (Stephens 2005). This research work will take at least six months to complete. This
study is expected to take at least 6 months to be able to collect the data and analyze it.
Management of records in business today
The pace of all business activities in every organization and in the entire world has been moving
with speed due to the increased use of the modern technology. During the production process in
many organization, it will involve documents in either physical or soft copies that have the most
confidential and imperative information regarding the organization. According to
(Abdulrahman,2015) many organizations are not aware of the benefits and demerits of keeping
their work records until they need a particular old document that have a vital information which
they look with no success (Verykios,Karakasidis & Mitrogiannis 2009).

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Aforementioned, it’s therefore paramount for every organization to keep all the records well
preserved for future reference an implementation of organization plans. It’s also good to note
that records are all the institution and organizations functional and operational processes depend
on the records that have been kept safely and easier for retrieval.
Context of the proposal
In most organizations in the world especially the private institutions there are poor records
management processes (Moss 2007). To address this challenge ,many organizations have
introduced departments within their organizations to only deal with the management of the
records both old and latest for a easier retrieval incase of urgency. This process has been
introduced to be accessed through two ways which include through soft copies or hard copies
whichever may be needed. The people who manage the departments are normally recognized as
records champions in the organizations. In most government institutions, record management is
seen as a very important aspect in management and therefore many public institutions are
inspected whether they meet the regulations set aside unlike in the private institutions where the
record management is not recognized as of key importance. This makes it possible to research on
the record management in the private sectors. Accessibility being a very important factor when
ascertaining adequate data for record keeping should be observed and maintained.
Problem statement
Having a good record keeping is the most key thing that every organization should look forward
to have (Vanclay 2012). This is because records play an important part while making
management and administrative decision making. Most organizations most public and private

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became incapacitated due to lack of good records. This is because all the records that an
organization keeps become a pillar in most of its operations. Talking of recording keeping
globally there has been expansion of systems in a high notch. Due to this expansion; even the
organizations are facing a lot problem in relation to administration, planning and even in
organization control. This brings about the need of improved and modern records management
practices. In private institution they are normally likely to face loss of information due to poor
record keeping. It’s in these kinds of organizations that you are likely to find they lack control
guidelines that should specify on the importance of record keeping.
Major aim of the proposal
This study is carried with the major aim being to understand the practices applied by private
institutions in record management.
Objectives
The specific objectives include:
I. To understand the role that is played by record management practices in
expediting risk management in private institutions.
II. To identify the barriers facing record keeping in organizations.
III. To assess the role of record management practices in promotion of transparency
of private organizations.
IV. To develop effective record management practices in private institutions.
Research questions
The research questions developed for this research work are;

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I. Which role does good record keeping play in the functionality of organization?
II. What are the benefits of good practices in record management to private institutions?
III. Does the organizations performance depend on their record keeping?
IV. To establish the different role of department heads in record management
Assumptions
I. Many organizations use record even to make decisions which affect functionality
in matters of accounts and management.
II. Many organizations especially private institutions do not recognize the importance
of record keeping.
Scope of the study
This research proposal will focus on the management of the records in private
institutions. This means that it’s restricted only to the private sector only. This
proposal will also be restricted to the research objectives that will comprise the
investigation of functions of records in finance and risk management. The entire
mentioned are paramount in administrative functions of any organizations. This
means that investigation of these roles of record management on these aspects
will create insight on the study topic in question.
Limitations of the study
An efficient and effective completion of this proposal was coped and constrained
by limitations in terms of finance, time and also a challenge in accessing effective

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and efficient sources of secondary data to augment the accessible information.
However some of these challenges were overcome by creation of time each day
after work and also on weekends. The challenge was to be controlled through
setting aside each end month some money towards the proposal.
Significance of the study
When an organization maintains good and proper records management practices it
enhances organizations administration and smooth running of all operations
altogether in the entire organization. Good record keeping also ensures that there
is a systematic control of all organization records that aid in operation needs,
statutory and fiscal needs (Johnston & Bowen 2005).This effective management
of records ensures that there is fast, reliable and accurate retrieval of documents
when needed urgently. Last but not the least, good record keeping also ensures
that there is maintenance of old historic records.
Summary of the chapter
This chapter has in details given the comprehensive insight on the background of
the study. It also highlights the prevailing knowledge gap on the importance of
having good record keeping in management thus creating the need of literature
and also empirical expansions. This chapter still identifies the objectives that
bring guidance in record management practices. The scope, significance and
limitations of the proposal have also been detailed.
Literature review

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Literature provides the researcher with an opportunity to examine and evaluate
researches that were conducted before him by other researchers. The researcher is
able to acquire an understanding of the topic he is interested and focused in
researching. Another researcher defines a record as any source of information or
document recorded, compiled, or stored in film or in written form (Akor and
Udensi 2013). Coetzer 2012) also defines a record as information captured in any
form; received or created regularly in the course of an organization’s business or
correspondence; and stored by the organization as evidence for organizational
processes or activities. According to many researchers records management
entails a professional information management in physical form starting from the
time an organization creates or receives records through their processing, storage,
retrieval, as well as, distribution until their elimination or permanent retention in
an organization’s archives. In another article, Mountain (2015) also documents
best practices in records management. Mountain Inc. identifies practices such as
records retention, compliance with policies and procedures, access and indexing,
and accountability.
1. RESEARCH METHODOLOGY AND DESIGN
This chapter is going to provide a detailed insight in the research design and
methodology that was used.
1.2 Research methodology
This research would use research questionnaires both open ended and close -
ended. It also used both qualitative and quantitative data techniques to source for

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more information. Qualitative used open and closed questionnaires while
quantitative used journals, company magazines and other publications within and
outside the organization.
1.3 Research design
For this research a descriptive design was most suitable as even historically the
design is famous in being used in social and science fields. Data that is collected
by the descriptive research design is very useful as it provides a flow of
information and the researcher can be able to identify which happenings or events
that led to certain impacts. This helps the researcher have a successful description
of the happenings of events. This design was very important as the researcher
could be able to gather and identify information regarding the features of a certain
problem or phenomena. It’s through a friendly and well selected research design
that a researcher achieved the main aims of the study.
Data collection methods and analysis
The secondary data that was used in this research was from the organizations
database, journals, internet and other publications inside and outside the
organization. The data that was collected from the study was analyzed through the
statically package for social science (SPSS) and excel.
Reliability and validity
This would be used in the judging of the results and in analysis of the results. The
reliability promotes dependability in the aspects of qualitative research.

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References
JISC (2014). Developing and institutional records management program
www.jiscmail.ac.uk/lists/RECORDS-MANAGEMENTUK.html
Kenya Reinsurance Corporation (2018). Kenya Re at a glance, Accessed 21st April 9, 2017;
https://www.kenyare.co.ke/
Stephens, D. O. (2005). The Sarbanes-Oxley act: records management implications. Records
Management Journal, 15(2), 98-103.
Moss, M. (2007). Ethics, accountability, and recordkeeping in a dangerous world. Records
Management Journal, 17(2).
Kootshabe, T. G. (2011). Preservation of records in selected government ministries and
departments in Botswana. MARM dissertation, University of Botswana, Gaborone.
Kothari, C.R., (2014) Research Methodology: methods and techniques. New Delhi: New Age
International
Mampe, G., & Kalusopa, T. (2012). Records management and service delivery: the case of
Department of Corporate Services in the Ministry of Health in Botswana. Journal of the
South African Society of Archivists, 45, 2-23.
Yusof, Z. M. (2018). The performance of educational institutions through the electronic records
management systems: factors influencing electronic records management system
adoption. International Journal of Information Technology Project Management
(IJITPM), 9(3), 34-51.
Marx, F. (2013). The role of records in administration. The American Archivist, 10(3), 241-248.

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Maseh, E. (2015). Managing court records in Australia. African Journal of Library, Archives &
Information Science, 25(1), 77-87.
Johnston, G. P., & Bowen, D. V. (2005). The benefits of electronic records management
systems: a general review of published and some unpublished cases. Records
Management Journal, 15(3), 131-140.
Moxham, L. (2012). Nurse education, research and evidence-based practice.
Mwaura, J. N. (2013). The role of records management in enhancing public service delivery: a
case study of USA municipal council.