Assessment of Hybrid Records Management Systems at Mount Kenya University, Kenya

Abstract

Records are pillars of business activities. In their absence the organizational management is likely to sabotage decision making. This study aimed at assessing the effectiveness of hybrid records management system at the Mount Kenya University. The study was guided by the following objectives to establish whether MKU has an adequate records management policy that governs hybrid records management system, analyze the extent of staff training on records management and determine the security measures that have been put in place to manage records. The study adopted a case study which involved in-depth analysis of how records were being managed using a hybrid records management system at MKU. Target population consisted of 240 respondents drawn from University`s main campus. Stratified sampling technique was used to select respondents from administration, examinations, Information Communication Technology (ICT) and Library departments. Data was collected using questionnaires, interview schedules and documentary evidence. Quantitative data was analysed using Statistical Package for Social Science Software (SPSS) version 20. The study found out that Mount Kenya University (MKU) has embraced hybrid records management since most of its records were in paper and electronic formats, the university has policies governing management of records using a hybrid records management system which has led to effective management of records, staff training does not affect the use of hybrid record management system since most staff that have been employed are managing records especially the electronic records due to the technological changes most staff are computer literate, the university records have been secured and that personal records and vital records can only be accessed by authorised personnel. By embracing the hybrid records management system the universities records will be effectively managed and it will also enhance decision making by policy makers. The study is vital to researchers who will use it for benchmarking and for future reference.