International Journal of Management (IJM)

Volume 12, Issue 4, April 2021, pp.839-854, Article ID: IJM_12_04_070

Available online at https://iaeme.com/Home/issue/IJM?Volume=12&Issue=4
ISSN Print: 0976-6502 and ISSN Online: 0976-6510
DOI: 10.34218/IJM.12.4.2021.070

© IAEME Publication Scopus Indexed

ELECTRONIC RECORDS MANAGEMENT

PRACTICES IMPLEMENTED BY SECRETARIES
IN MINISTRIES, DEPARTMENT AND
AGENCIES IN KANO STATE NIGERIA
Ezeonwurie Olufunke Abiola
Department of Business Education, Faculty of Vocational and Technical Education,
University of Nigeria, Nsukka, Nigeria

Dr. Ernest O. Ugwoke

Department of Business Education, Faculty of Vocational and Technical Education,
University of Nigeria, Nsukka, Nigeria

ABSTRACT
The study assessed implementation of electronic records management practices by
secretaries of Ministries Departments and Agencies in Kano state. Five research
questions guided the study. A survey research design was adopted for the study. The
population for the study comprised of all the 267 secretaries in Ministries Departments
and Agencies in Kano state. A structured questionnaire consisting of 40 items developed
by the researcher was used for data collection. Two experts from the Department of
Business Education, University of Nigeria, Nsukka, and one expert from the Nnamdi
Azikwe University, Akwa validated the instrument. The reliability co-efficience of the
instrument was 0.72. Data collected were analyzed using mean and standard deviation
for the research questions, while One-way ANOVA and PROCESS for SPSS was used
to answer the hypotheses. It was found from the study that some electronic records
management practices were not implemented by secretaries. It was recommended that
these electronic records management practices should be implemented by secretaries.
Key words: electronic records, management practices, secretaries, implementation.
Cite this Article: Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke, Electronic
Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria, International Journal of Management (IJM), 12(4),
2021, pp. 839-854.
https://iaeme.com/Home/issue/IJM?Volume=12&Issue=4

https://iaeme.com/Home/journal/IJM 839 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

1. INTRODUCTION
Records are documents that serve as evidence of an activity or transaction performed by an
organization that required retention for a period of time. According to the International
Organization for Standardization (2015), a record is information created, received and
maintained as evidence by an organization or person, in pursuance of legal obligations or in the
transaction of business. This definition agrees with that of Usman and Udensi (2013) who assert
that record is one of the most important organizational assets that have value even beyond the
immediate environment. Records are vital assets of an organization because a little
mismanagement of it can lead to destruction of an individual and organization (Oyebo, 2016).
Kallus in Oyinloye (2013) sees records as any written or oral evidence that has been collected
and kept for use in making decisions. According to the record life cycle concept in Oguejiofor
(2015) a record has a life cycle similar to that of a biological organism. It is born, it lives and
it dies. In other words, a record is created, maintained, used and destroyed or transferred to an
archive. Records are very important in every aspect of life because they provide information
about the past and present activities of an individual or organization. Therefore, the quality of
services is achieved through sound records management. According to Kanzi (2010), a sound
records management programme is the foundation for managing resources and the delivery of
the services to the public.
Effective and efficient implementation of electronic record management practice is the
backbone of every organization, because it enhances both business and social interaction,
accuracy and productivity. On daily basis, organizations generate records to support the
activities they carry out and these records need to be managed properly. Records management
provide traces on activities and behaviours, help managers look back in retrospect, and evaluate
the present while planning for the future in such a way that the past mistakes are not repeated
besides replicating the routes of past successes (Goodman, 2004). Poor records management
practice, as opined by ARMA International (2013), has led to corrupt practices, lack of
accountability and poor governance structures. Records are among the vital tools that business
organizations require in order to attain their set objectives. The purpose of effective record
management practice is to ensure quality, accuracy, accessibility, authenticity and security of
information in both paper and electronic systems.
Records management is that aspect of management that is responsible for the systematic
creation, maintenance, use, control, reproduction, and disposition of records. Records
management practice is a key support for efficient and effective organizational operations
(World Bank, 2010). Record is that area of general administrative management concerned with
achieving economy and efficiency in the creation, control, storage, retrieval and disposal of
information in an organization. Babatunde and Ajetunmobi in Oyinloye (2013) in their own
view, defined records management as the creation, distribution, maintenance, retention,
preservation, retrieval and disposal of records. According to Asuquo (2015), the overall goal of
any records management practice is to hand over such information to another generation for
setting policies, standards, and setting up other guidelines and responsibilities for the use of
records. Records can be managed manually or electronically to enable the information therein
to be used by future generation in setting polices.
Electronic records are data and files that are created and stored in a digitalized form through
the use of computer-aided gadgets. Electronic records are information recorded in a form that
requires a computer or other machines to process it. Mnjama (2014) defines electronic records
as information or data files, created and stored in electronic form through the use of computers
and application software. Sejane (2004) posits that electronic records are important tools
because they enable more effective sharing of information. However, despite the importance

https://iaeme.com/Home/journal/IJM 840 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

of electronic records in organizations, several studies such as Moloi and Mutula (2007); Ngoepe
and Keakopa (2011) lament that lack of skill and infrastructure to manage electronic records in
organizations make access to information difficult. Electronic records management practices,
according to Bake (2015), include creation, control and storage practices. Achieving this feet
can be possible if the secretary is in compliant with the global technological trend, being
computer literate (that is, having computer skills to manage records through the use of
computer).
Secretaries are always referred to as the life wire of an organization because without the
secretary, executives cannot function effectively. Secretaries are always referred to as the basis
on which other activities of the office revolve. This is because her duties do not end with mere
keeping and retrieving of valuable office documents but include other functions necessary for
the smooth running of the organization. Secretaries are office experts that help to ease the duties
of a supervisor, executive, by carrying out assigned takes effectively and efficiently without
being told what to do and how to do it. The importance of the secretary in the organization
cannot be overemphasized, however due to technological advances, secretaries are expected to
possess certain skill sets. Secretaries are now expected to possess and implement different
practices such as electronic records management practices. These secretaries include those
working in Ministries, Departments, and Agencies (MDAs).
Ministries, Departments, and Agencies (MDAs) is very important in understanding how the
government works. The Ministries, Departments, and Agencies in Nigeria are public
organizations used by the government to bring their programs and initiatives to fruition. The
MDAs consist out of thousands of public and civil employees whose sole task is to implement
the policies adopted by the people in charge of the country (Ladipo, 2018). Implementation of
policies can only be effective when the secretaries implement a good records management
practices. The extent to which secretaries implement electronic records management practices
in MDAs in Kano State Nigeria, has remained empirically uncertain and need to be subjected
to empirical investigations, therefore this study seeks to identify the electronic records
management practices that are implemented by secretaries in MDAs in Kano state.

1.1 Statement of the Problem

There has been a lot of complains raised by the public in relation to the manual system used
across MDAs such as delay in service delivery, misfiling of records, lost files especially after
employees have retired thus making it difficult for them to get their retirement benefits among
other challenges. The problems associated with missing records and long search for records
among others in many organization and offices shows that the secretary may not have adopted
the best practices in ERM. This is worrisome because secretaries are people trained in the
management of records. The concern of this study is that in spite of the modern times and
practices, when most information are created digitally, and stored on personal computers and
network drives, MDAs seem not to adhere to modern electronic records management practices.
Also, the growing need for effective implementation of electronic records management
practices in MDAs which permits better application of records creation, records control and
records storage has informed the need to determine the extent of implementation of electronic
records management practices by secretaries across MDAs, specifically in Kano State, Nigeria.
Therefore the researchers developed the following research questions to guide this study:
• What electronic records creation practices are implemented by secretaries in MDAs in
Kano State?
• What electronic records control practices are implemented by secretaries in MDAs in
Kano State?

https://iaeme.com/Home/journal/IJM 841 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

• What electronic records storage practices are implemented by secretaries in MDAs in

Kano State?
• What are the electronic records retrieval practices implemented by secretaries in MDAs
in Kano State?
• What are the electronic records disposal practices implemented by secretaries in MDAs
in Kano State?

2. HYPOTHESES
The following research null hypotheses (Ho) were tested in the study:
• Secretaries do not differ significantly in their mean ratings on electronic records
management practices they implement in MDAs in Kano State based on qualification.
• Stress moderates the implementation of electronic records management practices by
secretaries such that the effect becomes stronger with secretaries that experience more
stress.

3. METHODS AND MATERIALS

A descriptive survey design was adopted for this study. The study was carried out in Kano State.
The population of the study consisted of 267 secretaries from 21 ministries and 73 department
and agencies in Kano State. Since the numbers of the secretaries are not too large, the entire
population was used because it was manageable for the study.
The instruments that was used for data collection is a structured questionnaire designed by
the researcher titled “Electronic Records Management Practices Questionnaire” (ERMPQ). The
ERMPQ was developed by the researcher after reviewing literature related to electronic records
management practices. The questionnaire consists of two parts: A and B. Part A focused on
respondents’ personal data such as: qualification, experience and gender while Part B consists
of 64 items on a four point scale ranging from strongly agree to strongly disagree and will be
used to seek information on: Electronic records creation practices, electronic records control
practices, electronic records storage practices, electronic records retrieval practices and
electronic records disposal practices implemented by secretaries. The ERMPQ was arranged in
five clusters, the cluster on Electronic records creation practices consists of 16 items, electronic
records control practices is made up of 10 items, electronic records storage practices consists
of 16 items, electronic records retrieval practices consists of 8 items and electronic records
disposal practices consists of 14 items. The instrument was trial tested on 10 scretaries in Lagos
State. This yielded a reliability co-efficience of 0.72 using the Cronbach Alpha formula. The
data was collected by administering the questionnaire directly on the respondents by the
researchers and two research assistants.
The data collected from the study was analyzed using mean for answering the research
questions, while the null hypotheses was tested with One-way ANOVA at a probability level
of 0.05 and 95 degree of freedom (df). PROCESS for SPSS was employed to substantiate the
moderation analysis. Any item with a mean value of 2.50 and above was regarded as Agreed
while any item with a mean of 2.49 and below was regarded as disagreed. Data analyses were
carried out using SPSS 22.0 as statistical packages. The SPSS was used to determine the mean,
standard deviation, and One-way ANOVA. For the test of significance, the probability (p) value
was used in comparison with the alpha value of .05, and at other relevant levels. If any item has
a probability value greater than .05 (P>0.05) it will be concluded that there is no significant
difference in the mean responses of the respondents.

https://iaeme.com/Home/journal/IJM 842 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

4. RESULTS
Table 1 Mean and Standard Deviation of the electronic records creation practices that are
implemented by secretaries
S/N Item Statements X SD Remarks
1 Create data on spread sheets and 3.55 0.71 Strongly Agree
database applications
2 Generate and use electronic mail 2.98 0.54 Agree
3 Apply suitable format to types of 3.35 0.98 Agree
documents
4 Do not Create and organize computer 3.60 0.79 Strongly
files and folders Disagree
5 Do not Change font type, style and 3.72 0.61 Strongly
size in a document Disagree
6 Create PowerPoint graphics/slides of 2.20 0.66 Disagree
business products to be sent online
(Electronic marketing
7 Using computer aided design such as 1.64 0.80 Disagree
digital camera, touch screen,
trackballs etc for records creation
8 Opening and working with more than 3.39 0.86 Agree
one application at a time (multi –
tasking) for records creation
9 Use word Art in a document 3.29 0.89 Agree
10 Placing and confirming orders online 2.29 0.71 Disagree
(electronic marketing)
11 Manipulate hardware devices like 2.77 0.88 Agree
printer, scanner, digital camera and
projector to create electronic records
12 Do not Insert pictures and symbols 3.08 0.66 Disagree
into a document with correct margin
and layout
13 Do not Use Microsoft Excel for 3.52 0.75 Strongly
records creation Disagree
14 Use of Microsoft Access to generate 3.00 0.70 Agree
management reports
15 Generate MS office document using 2.69 0.87 Agree
integrated application
Key: X- mean, SD- Standard deviation
The data presented in Table 1 revealed that items 4, 5, 12 and 13 were negatively worded
thereby they were reverse scored. The four practice items had a mean ranged from 3.08 to 3.72,
this showed that their own mean value was above 2.50 which indicates that they disagreed that
these electronic creation practices are not been implemented by secretaries, this implies that
they agreed that these practices are been implemented by secretaries. The table also revealed
that the 11 remaining items were positively worded, 8 of the 11 positively worded electronic
records creation practices have their mean value ranged from 2.69 to 3.55. This showed that the
Mean value of each item was above the cut-off point of 2.50, indicating that secretaries in
MDAs in Kano State agreed that these 8 electronic records practices were been implemented
by Secretaries for electronic records creation. However the table equally revealed that 3 out of
the 11 positively worded electronic records creation practices have their mean value ranged

https://iaeme.com/Home/journal/IJM 843 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

from 1.64 to 2.29. This showed that the Mean value of each item was below the cut-off point
of 2.50, indicating that secretaries in MDAs in Kano State did not agree that these 7 electronic
records practices were been implemented by Secretaries for electronic records creation. The
table also showed that the standard deviations (SD) of the items are within the range of 0.54 to
0.98, this indicated that the mean values of the respondents were not far from one another in
their responses.

Table 2 Mean and Standard Deviation of the electronic records control practices that are implemented
by secretaries
S/N Item Statements X SD Remarks
16 Use database management application to 3.39 0.73 Agree
control records for safety
17 Do not Use password to protect records from 3.69 0.62 Strongly Disagree
unauthorized users
18 Using token for data security and authentication 2.26 1.03 Disagree
of access
19 Use biometric like fingerprint/face to gain 1.91 0.77 Disagree
access to electronic records
20 Use fire walls to protect damages to electronic 1.97 0.66 Disagree
records
21 Do not use antivirus and antispyware to protect 3.42 0.91 Disagree
records from corruption and contamination
22 Use encryption to control access to electronic 2.80 0.69 Agree
records
23 Use electronic fee forms to gain access to 3.03 0.76 Agree
restricted records
24 Do not Use personal coding for records control 3.51 0.81 Strongly Disagree

The data presented in Table 2 showed that items 17, 21 and 24 were negatively worded.
The three items had a mean ranged from 3.42 to 3.69, this showed that their own mean value
was above 2.50 which indicates that they disagreed that these electronic records control
practices are not been implemented by secretaries, this implies that they agreed that these
control practices are been implemented by secretaries. The table also revealed that the 6
remaining items were positively worded, 3 of the 6 positively worded electronic records control
practices have their mean value ranged from 1.91 to 2.26. This showed that the Mean value of
each item was less than the cut-off point of 2.50, indicating that secretaries in MDAs in Kano
State disagreed that these 6 electronic records practices were been implemented by Secretaries
for electronic records control. This implies that these electronic records control practices are
not implemented by secretaries. However the table equally revealed that 3 out of the 6 positively
worded electronic records control practices have their mean value ranged from 2.80 to 3.39.
This showed that the Mean value of each item was above the cut-off point of 2.50, indicating
that secretaries in MDAs in Kano State agreed that these 3 practices were been implemented
by Secretaries for electronic records control. Therefore the secretaries agreed that six electronic
records practices out of the total nine control practices were being implemented. The table also
showed that the standard deviations (SD) of the items are within the range of 0.62 to 1.03, this
indicated the homogeneity of the responses and that the mean values of the respondents were
not far from one another in their responses.

https://iaeme.com/Home/journal/IJM 844 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

Table 3 Mean and Standard Deviation of the electronic records storage practices that are implemented
by secretaries
S/N Item Statements X SD Remarks
25 Do not use Storage devices like compact disk to 3.78 0.59 Strongly Disagree
store and share file
26 Use high capacity hard disk drive storage for 2.78 0.81 Agree
massive data
27 Do not use optical disks, magnetic disk and 3.72 0.60 Strongly Disagree
tapes as alternative to paper printout
28 Use flash as a storage device to backup files 3.52 0.62 Strongly Agree
29 Do not use CD rewritable and recordable to 3.57 0.88 Strongly Disagree
store and preserve information for future use.
30 Use of electronic document imaging for the 2.19 0.76 Disagree
storage and retrieval of bitmapped documents
31 Use the internet to store specifically formatted 2.26 0.76 Disagree
documents in multimedia and graphics
32 Use enterprise report management to store and 1.92 0.82 Disagree
index formatted computer outputs
33 Use website page to store information relating 2.86 0.75 Agree
to the organization
34 Use solid state drives for primary data storage 2.00 0.69 Disagree
35 Do not use drives, disks and USB keys for long 3.38 0.85 Disagree
term data storage
36 Do not use the internet to store internal 3.33 1.01 Disagree
document
37 Use extranet to store records that can be useful 3.08 0.73 Agree
to people outside the organization
38 use cloud backup to back up stored records 2.18 0.83 Disagree
39 Do not store most electronic records in 3.66 0.55 Strongly Disagree
computer hard drive
40 Use removable storage media, like Zip disks to 2.09 0.86 Disagree
store records
The data presented in Table 3 revealed that items 25, 27, 29, 35, 36 and 39 were negatively
worded and therefore would be reverse scored. These items had their mean ranged from 3.33
to 3.78, this showed that their own mean value was above 2.50 which indicates that they
disagreed that these electronic records storage practices are not being implemented by
secretaries, this implies that they agreed that these electronic records storage practices are been
implemented by secretaries. The table also revealed that the 10 remaining items were positively
worded, four of the 10 positively worded electronic records storage practices have their mean
value ranged from 2.78 to 3.52. This showed that the Mean value of each item was greater than
the cut-off point of 2.50, indicating that secretaries in MDAs in Kano State agreed that these
four electronic records practices were been implemented by Secretaries for electronic records
storage. However the table equally revealed that six out of the 10 positively worded electronic
records storage practices have their mean value ranged from 1.92 to 2.26. This showed that the
Mean value of each item was below the cut-off point of 2.50, indicating that secretaries in
MDAs in Kano State did not agree that these six practices were being implemented by
Secretaries for electronic records storage. This implies that these electronic records storage
practices were not implemented by secretaries. Therefore the secretaries agreed that 10
electronic records practices out of the total 16 storage practices were being implemented. The

https://iaeme.com/Home/journal/IJM 845 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

table also showed that the standard deviations (SD) of the items are within the range of 0.55 to
1.01, this indicated the homogeneity of the responses and that the mean values of the
respondents were not far from one another in their responses.

Table 4 Mean and Standard Deviation of the electronic records retrieval practices implemented by the
secretaries.
S/N Item Statements X SD Remarks
41 Use computer assisted retrieval to index and locate 2.66 0.87 Agree
document.
42 Do not Enter file label information into the system for 3.63 0.75 Strongly Disagree
retrieval.
43 Index all records in a systematic manner, by subject 3.07 0.87 Agree
matter, regardless of the storage medium or location to
facilitate retrieval.
44 Use classification scheme such as record class code, 3.21 0.81 Agree
business function, record creator, dates, and other
applicable indexing parameters for easy retrieval.
45 Identify records in all media by conducting searches of 3.04 0.86 Agree
the record for retrieval.
46 Implement a proper authorization process to facilitate 3.13 0.71 Agree
records retrieval.
47 Use a suitable time for retrieval of onsite, off-site, and 2.82 0.81 Agree
electronic records.
48 Migrating electronic records to a digital archive that 2.56 1.07 Agree
can provide secure access to e-mails and instant
messages for future retrieval.
49 Do not use a simple and straightforward file name for 3.59 0.77 Strongly Disagree
easy retrieval of records.
The data presented in Table 4 revealed that items 42 and 49 were negatively worded and
therefore were reverse scored. These items had their mean ranged from 3.59 to 3.63, this
showed that their own mean value was above 2.50 which indicates that they disagreed that these
electronic records retrieval practices are not being implemented by secretaries, this implies that
they agreed that these electronic records retrieval practices are been implemented by secretaries.
The table also revealed that the items 41, 43, 44, 45, 46, 47 and 48 were positively worded,
these positively worded electronic records retrieval practices have their mean value ranged from
2.56 to 3.31. This showed that the Mean value of each item was greater than the cut-off point
of 2.50, indicating that secretaries in MDAs in Kano State agreed that these seven electronic
records practices were implemented by Secretaries for electronic records retrieval. Therefore
the secretaries agreed that all the nine electronic records retrieval practices were being
implemented. The table also showed that the standard deviations (SD) of the items are within
the range of 0.71 to 1.07, this indicated the homogeneity of the responses and that the mean
values of the respondents were not far from one another in their responses.

https://iaeme.com/Home/journal/IJM 846 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

Table 5 Mean and Standard Deviation of the electronic records disposal practices implemented by the
secretaries.
S/N Item Statements X SD Remarks
50 Determine appropriate method of disposal by records class or 3.01 0.97 Agree
media type.
51 Institute a consistent and secure system for the disposal of 2.88 0.85 Agree
records in accordance with an approved Records Retention
Schedule.
52 Use disposal procedures that demonstrate authorization, 3.05 0.79 Agree
adherence to confidentiality and security requirements.
53 Distribute all records pending disposal to relevant parties to 3.02 0.85 Agree
confirm authorization for disposal.
54 Carefully shredding any records that contain personally 3.07 0.86 Agree
identifiable information about individual customers or
employees.
55 Do not Review all official records that have fulfilled their 3.61 0.90 Strongly
retention period to ensure that their destruction complies with Disagree
the standard policy and procedures before disposal.
56 When records are approved for destruction all copies in the 1.99 0.81 Disagree
possession of employees. Including media formats is also
discarded.
57 Do not get heads, to justify why specific records should not be 3.67 0.85 Strongly
destroyed. Disagree
58 Periodically reviewing reports on records that are eligible for 2.29 0.75 Disagree
destruction.
59 Maintain a final destruction listing report with record 3.11 0.84 Agree
identification number, destruction dates and authorization of
the destruction.
60 Do not Institute consistent and appropriate disposal practices 3.56 0.89 Strongly
for records. Disagree
61 Review records on the organization’s past, its development, 2.93 0.97 Agree
significant events to determine if they should be designated as
“historical records” to be maintained in the archive rather than
destroyed.
62 Use of destruction methods that prevent unauthorized access to 3.27 0.82 Agree
or use of the information by ensuring that the information
cannot practicably be read, reconstructed, or recovered.
63 Do not destroy records in a manner that safeguards the interests 3.74 0.67 Strongly
of the state and the safety, security, and privacy of individuals. Disagree

64 Purge database or system of unneeded data from time to time. 2.87 0.85 Agree

The data presented in Table 5 revealed that items 55, 57, 60 and 63 were negatively worded
and therefore were reverse scored. These items had their mean ranged from 3.56 to 3.74, this
showed that their own mean value was above 2.50 which indicates that the secretaries disagreed
that these electronic records disposal practices are not being implemented by secretaries, this
implies that these electronic records disposal practices are been implemented by the secretaries.
The table also revealed that the 11 remaining items were positively worded, nine of the 11
positively worded electronic records disposal practices have their mean value ranged from 2.87
to 3.27. This showed that the Mean value of each item was greater than the cut-off point of
2.50, indicating that secretaries in MDAs in Kano State agreed that these nine electronic records
practices were been implemented by Secretaries for electronic records disposal. However the

https://iaeme.com/Home/journal/IJM 847 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

table equally revealed that two out of the 11 positively worded electronic records disposal
practices have their mean value ranged from 1.99 to 2.29. This showed that the Mean value of
each of the items was below the cut-off point of 2.50, indicating that secretaries in MDAs in
Kano State did not agree that these two practices were being implemented by Secretaries for
electronic records disposal. This implies that these electronic records storage practices were not
implemented by secretaries. The table also showed that the standard deviations (SD) of the
items are within the range of 0.67 to 0.97, this indicated the homogeneity of the responses and
that the mean values of the respondents were not far from one another in their responses.

Table 6 The ANOVA Analysis of the Mean Responses of secretaries on the electronic records
management practices implemented by them based on their qualifications.
S\N Electronic Records Creation Practice F df Mean Sig. Remarks
Square
1 Create data on spread sheets and database 0.130 4 0.068 0.971 NS
applications
2 Generate and use electronic mail 0.342 4 0.102 0.849 NS
3 Apply suitable format to types of documents 0.700 4 0.685 0.594 NS
4 Do not Create and organize computer files 9.504 4 4.511 0.565 NS
and folders
5 Do not Change font type, style and size in a 1.557 4 0.576 0.192 NS
document
6 Create PowerPoint graphics/slides of 2.997 4 1.209 0.072 NS
business products to be sent online
(Electronic marketing
7 Using computer aided design such as digital 2.430 4 1.471 0.057 NS
camera, touch screen, trackballs etc for
records creation
8 Opening and working with more than one 0.779 4 0.585 0.541 NS
application at a time (multi–tasking) for
records creation
9 Use word Art in a document 1.226 4 0.960 0.305 NS
10 Placing and confirming orders online 0.351 4 0.180 0.842 NS
(electronic marketing)
11 Manipulate hardware devices like printer, 1.139 4 0.885 0.343 NS
scanner, digital camera and projector to
create electronic records
12 Do not Insert pictures and symbols into a 4.363 4 1.700 0.329 NS
document with correct margin and layout
13 Do not Use Microsoft Excel for records 1.522 4 0.839 0.201 NS
creation
14 Use of Microsoft Access to generate 1.245 4 0.599 0.297 NS
management reports
15 Generate MS office document using 2.163 4 1.570 0.079 NS
integrated application
16 Use database management application to 2.373 4 1.199 0.057 NS
control records for safety
17 Do not Use password to protect records 3.663 4 1.294 0.824 NS
from unauthorized users
18 Using token for data security and 1.597 4 1.667 0.181 NS
authentication of access

https://iaeme.com/Home/journal/IJM 848 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

19 Use biometric like fingerprint/face to gain 2.676 4 1.469 0.136 NS

access to electronic records
20 Use fire walls to protect damages to 0.296 4 0.206 0.880 NS
electronic records
21 Do not use antivirus and antispyware to 0.494 4 0.418 0.740 NS
protect records from corruption and
contamination
22 Use encryption to control access to 2.402 4 1.079 0.055 NS
electronic records
23 Use electronic fee forms to gain access to 4.967 4 2.545 0.063 NS
restricted records
24 Do not Use personal coding for records 3.079 4 1.880 0.060 NS
control
25 Do not use Storage devices like compact 0.851 4 0.299 0.496 NS
disk to store and share file
26 Use high capacity hard disk drive storage 1.570 4 1.013 0.188 NS
for massive data
27 Do not us optical disks, magnetic disk and 2.332 4 0.795 0.061 NS
tapes as alternative to paper printout
28 Use flash as a storage device to backup files 1.316 4 0.504 0.269 NS
29 Do not use CD rewritable and recordable to 0.486 4 0.382 0.746 NS
store and preserve information for future
use.
30 Use of electronic document imaging for the 1.164 4 0.675 0.331 NS
storage and retrieval of bitmapped
documents
31 Use the internet to store specifically 1.878 4 1.058 0.120 NS
formatted documents in multimedia and
graphics
32 Use enterprise report management to store 1.623 4 1.068 0.174 NS
and index formatted computer outputs
33 Use website page to store information 1.003 4 0.573 0.410 NS
relating to the organization
34 Use solid state drives for primary data 1.867 4 0.877 0.122 NS
storage
35 Do not use drives, disks and USB keys for 1.159 4 0.834 0.334 NS
long term data storage
36 Do not use the internet to store internal 0.446 4 0.466 0.775 NS
document
37 Use extranet to store records that can be 2.611 4 1.321 0.080 NS
useful to people outside the organization
38 use cloud backup to back up stored records 5.758 4 3.375 0.092 NS
39 Do not store most electronic records in 0.186 4 0.058 0.945 NS
computer hard drive
40 Use removable storage media, like Zip disks 2.522 4 1.762 0.546 NS
to store records
41 Use computer assisted retrieval to index and 1.229 4 0.913 0.303 NS
locate document
42 Do not Enter file label information into the 1.216 4 0.683 0.309 NS
system for retrieval
43 Index all records in a systematic manner, by 4.115 4 2.799 0.465 NS
subject matter, regardless of the storage
medium or location to facilitate retrieval

https://iaeme.com/Home/journal/IJM 849 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

44 Use classification scheme such as record 0.332 4 0.223 0.856 NS

class code, business function ,record creator,
dates, and other applicable indexing
parameters for easy retrieval
45 Identify records in all media by conducting 2.160 4 1.522 0.079 NS
searches of the record for retrieval
46 Implement a proper authorization process 1.189 4 0.589 0.320 NS
to facilitate records retrieval
47 Use a suitable time for retrieval of onsite, 0.920 4 0.605 0.455 NS
off-site, and electronic records
48 Migrating electronic records to a digital 3.336 4 3.553 0.313 NS
archive that can provide secure access to e-
mails and instant messages for future
retrieval
49 Do not use a simple and straightforward file 2.881 4 1.591 0.096 NS
name for easy retrieval of records
50 Determine appropriate method of disposal 2.630 4 2.329 0.390 NS
by records class or media type
51 Institute a consistent and secure system for 2.591 4 1.786 0.741 NS
the disposal of records in accordance with
an approved Records Retention Schedule
52 Use disposal procedures that demonstrate 0.911 4 0.575 0.461 NS
authorization, adherence to confidentiality
and security requirements
53 Distribute all records pending disposal to 0.401 4 0.295 0.808 NS
relevant parties to confirm authorization for
disposal
54 Carefully shredding any records that 0.602 4 0.454 0.662 NS
contain personally identifiable information
about individual customers or employees
55 Do not Review all official records that have 0.557 4 0.456 0.694 NS
fulfilled their retention period to ensure that
their destruction complies with the standard
policy and procedures before disposal
56 When records are approved for destruction 6.003 4 3.269 0.217 NS
all copies in the possession of employees
including media formats is also discarded.
57 Do not get heads, to justify why specific 4.647 4 2.960 0.086 NS
records should not be destroyed
58 Periodically reviewing reports on records 2.089 4 1.116 0.088 NS
that are eligible for destruction
59 Maintain a final destruction listing report 0.928 4 0.649 0.451 NS
with record identification number,
destruction dates and authorization of the
destruction
60 Do not Institute consistent and appropriate 6.089 4 4.031 0.231 NS
disposal practices for records
61 Review records on the organization’s past, 1.120 4 1.045 0.352 NS
its development, significant events to
determine if they should be designated as
“historical records” to be maintained in the
archive rather than destroyed

https://iaeme.com/Home/journal/IJM 850 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

62 Use of destruction methods that prevent 0.644 4 0.434 0.632 NS

unauthorized access to or use of the
information by ensuring that the information
cannot practicably be read, reconstructed, or
recovered.
63 Do not destroy records in a manner that 0.639 4 0.289 0.636 NS
safeguards the interests of the state and the
safety, security, and privacy of individuals.

64 Purge database or system of unneeded data 2.535 4 1.721 0.541 NS

from time to time.
Data presented in Table 6 revealed that each of the 64 electronic records management
practices had a significance value ranging from 0.053 to 0.971 which is greater than 0.05, set
as the level of significance for testing the hypothesis (P>0.05) This indicated that there was no
significant difference in the mean responses of the secretaries based on their qualifications, on
the electronic records management practices implemented by them across MDAs in Kano State.
Therefore, the null hypothesis which states that secretaries do not differ significantly in their
mean ratings on electronic records management practices implemented by them in MDAs in
Kano State based on qualification was upheld.

Table 7 Implementation of electronic records management practices: Moderating role of stress

CI
Stress 𝛽 ERMP LL UL
Interaction -1.393*** .134 -1.66; -1.13
Low 8.779*** .705 -10.18; -7.38
Neutral 10.172*** .634 -11.43; -8.91
High 22.705*** 1.078 -24.85; -20.56
Note: CI: Confidence Interval, LL: Lower Limit, UL: Upper Limit, ***: p<.001,∆R2: .1404, R2: .887;
Table 7 shows a significant interaction of stress on electronics records management
practices implementation (𝛽= -1.393; SE= .134; p<.001). The lower level of stress (𝛽= 8.779;
p<.001) and higher level of stress (𝛽= 22.705; p<.001) were found significant. However the
effect size (𝛽) at higher level is greater than the effect size at lower level. Hence the effect of
stress on secretaries implementation of electronics records management practices is higher on
secretaries who experience high stress. Therefore Hypothesis 4 is upheld.

5. DISCUSSION OF FINDINGS
The findings of this study revealed that 11 electronic records creation practices were
implemented by secretaries of MDAs in Kano state. The findings also revealed that four
electronic records creation practices were not implemented by secretaries of MDAs in Kano
state. These findings are in agreement with Samuel (2015) who stated that there is need for
creation and implementation of a more robust, electronic records creation practices to sustain
the progress made by African organisations. The findings also conforms to Asogwa (2013) who
observed that most organisations in Nigeria are not ready to properly implement electronic
records creation practices.
The findings of this study revealed that six electronic records control practices were
implemented by secretaries of MDAs in Kano state. The findings also revealed that three
electronic records control practices were not implemented by secretaries of MDAs in Kano
state. These findings are in agreement with Adu (2014) who stated that the records management
staff are not being given record management training to ensure that quality records are

https://iaeme.com/Home/journal/IJM 851 editor@iaeme.com

 Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

controlled and kept. The findings of the study also supports Uwaifo (2014) who carried out a
study on the utilization of electronic records management practices. He observed that it is very
important to control electronic records management practices.
The findings of this study revealed that 10 electronic records storage practices were
implemented by secretaries of MDAs in Kano state. The findings also revealed that six
electronic records storage practices were not implemented by secretaries of MDAs in Kano
state. The findings supports Uwaifo (2014) who stated that records will be available if they are
well stored. The findings of this study also supports Abdullahi, Abiola and Abdulwahab (2015)
who stated that storage facilities for record-keeping were insufficient.
The findings of this study revealed that all the nine electronic records storage practices were
implemented by secretaries of MDAs in Kano state. This finding is in line with Vincent and
Oludipe (2013) who observed that effective implementation of records management practices
positively enhances organizational performance and that proper records management practice
positively brings about easy decision making in the organization. The study is also in line with
Alake (2018) who stated that electronic records management practices were adopted in
managing records in polytechnic in Edo and Delta states, because it allows for easy retrieval of
records. The findings also revealed that two electronic records disposal practices were not
implemented by secretaries across MDAs in Kano state. The findings of the study supports
Allison (2017) who stated that electronic records should be properly disposed to avoid
unauthorised access to vital information.
The study showed that there was no significant difference in the mean score of respondents
based on their qualifications. This finding was in agreement with Okolocha, and Baba, (2017)
who carried out a study on assessment of skills possessed by secretaries for effective electronic
records management in polytechnics and discovered that there was no significant difference in
the responses of secretaries.

6. CONCLUSION
The study found out that secretaries in MDAs in Kano state do not implement some electronic
records management practices. The study as well found out that there was no significant
difference in the mean responses of secretaries based on their qualifications. The study also
found out that stress moderated the implementation of electronic records management practices.
It is therefore expected that the implementation of the findings of this study will improve the
implementation of electronic records management practices by secretaries in MDAs in Kano
State.

7. RECOMMENDATIONS
The study recommended the following for implementation:
• Electronic records management practices should be integrated in the curriculum of
office technology students.
• MDAs should organize workshops and seminars for their secretaries on implementation
of electronic records management practices.
• There should be an orientation programme for newly employed secretaries where they
are taken through electronic records management practices.
• Secretaries are enjoined to update themselves by getting acquainted with electronic
records management practices.

https://iaeme.com/Home/journal/IJM 852 editor@iaeme.com

 Ezeonwurie Olufunke Abiola and Ernest O. Ugwoke

REFERENCES
[1] Abdullahi, A. B., Abiola, A. A. & Abdulwahab, O. I. (2016). An assessment of records
management practice in selected local Government councils in Ogun State, Nigeria. Journal
of Information Science Theory and Practice, 6(1), 93-107

[2] Adu, F. (2014). Assessment of records management practices among the administrative
staff of university of education, Winneba Kumasi (KEW-K) and Mampong (UEW-M)
campus (Unpublished doctoral dissertation). University of science and Technology, Ghana.

[3] Alake, D.R. (2018). Extent of adoption of electronic records Managent practices in
Polytechnics in Edo ad Delta State. (Unpublished doctoral dissertation), Nnamdi Azikwe
University, Awka.

[4] Allison, G. O. (2017). Records management practices, computer literacy skills and job
performance of registry staff of universities in Ogun state, Nigeria. (Unpublished Masters
dissertation), Babcock University Ilishan-remo Ogun state, Nigeria

[5] ARMA International (2013), “Educational resources”, available at: www.armavi.org-

education, (accessed 8 September, 2019.

[6] Asogwa, B.E. 2013. The challenges of managing electronic records in developing countries:
Implication for records managers in Sub Saharan Africa, Records Management Journal 22
(1), 198-214.

[7] Asuquo, I. M. & Kalu, I. M. (2015). Psychosocial variables, teacher effectiveness and
academic performance of Community health care examination. British Journal of
Education, Society and Behaviour Science 11(4) 1-8.

[8] Bake, Z. (2015). The contribution of records management towards an organizations

competitive performance in case of commercial bank of Ethiopia.
http://de.slideshare.net/23sewnet/

[9] Goodman, S.K. (2004), “Records continuum model in context and its implication for
archival practice”, Journal of the Society of Archivists. 22 (1) 34-45

[10] International Organization for Standardization (2015), “ISO 15489-1: 2015 Information and
documentation records management. Part1:general”,ISO,Geneva,section3.16.

[11] Kanzi, N. (2010). An investigation of the role of records management with specific
reference to Amathole District municipal. avalable at http:hdl.handle.net/10948/1169.

[12] Ladipo, F. (2018) Meaning of MDA in Nigeria. Retrieved 24/1/2020 from

https://www.legit.ng/1128967-meaning-mda-nigeria.html

[13] Mnjama, N. 2014. The records management paradigm shift: problems and prospects in
East and Southern Africa. Chandos Publishing, Philadelphia.

[14] Moloi, J., & Mutula, S. 2007. E-records management in an e-government setting in
Botswana. Information Development 23(4) 290-306.

[15] Ngoepe, M., & Keakopa, SM. (2011). An assessment of the state of national archival and
records systems in the ESABRICA region. Records Management Journal 21(2) 145-160.

https://iaeme.com/Home/journal/IJM 853 editor@iaeme.com

Electronic Records Management Practices Implemented by Secretaries in Ministries, Department
and Agencies in Kano State Nigeria

[16] Oguejiofor, C.S. (2015). Office records management competencies used by secretaries in
Anambra State civil service. An unpublished Ph.D thesis submitted to the Department of
Business Education, Ebonyi State University, Abakaliki.

[17] Okolocha, C. C. and Baba, E.I. (2017). Assessment of skills possessed by secretaries for
effective electronic records management in Polytechnics in North Central, Nigeria. Global
journal of management and business research administration and management. 17(1) 1-9

[18] Oyebo, Y. (2016). Innovation and tools for records management in an electronic era. A
paper presented at the NLA LITT Workshop held at Yaba College of Technology. Lagos,
17-21 October, 2016.

[19] Oyinloye, O.T. (2013). Elements of records management. Rafmic international Limited.
Pg. 9-11.

[20] Samuel A. N. (2015). Electronic Records Management in National Development. European

Journal of Business and Management. 7 (10) 63-69,

[21] Sejane, L. 2004. An investigation into the management of electronic records in the public
sector in Lesotho. Unpublished master’s dissertation, University of Kwazulu–Natal,
Pietermaritzburg.

[22] Usman, A.P. & Udensi, J. 2013. An assessment of record management system in
establishment division of two universities in Nigeria. Mediterranean Journal of Social
Sciences 4(12): 87-96.

[23] Vincent, E. U. & Oludipe, B. A. (2013). Challenges of records management practices in the
ministry Of Information and strategy, Lagos State, Nigeria. International Research: Journal
of Library & Information Science. 2 (3)

[24] World Bank (2006). Why records management? Records management as a key support for
development effectiveness. Retrieved from http://web.worldbank.org/

https://iaeme.com/Home/journal/IJM 854 editor@iaeme.com