CHAPTER ONE

1.1 BACKGROUND OF THE STUDY

The basic instrument of operation for most business, including Polytechnics, is information that is

received, created, sorted, analyzed, handed out, saved, and retrieved throughout the course of

business, this data accumulates over timer to the point that it becomes a burden to the

organization. Overtimes, this gathered data becomes records that organization can use to operate.

As a result of continuous technology advancement in all realms of human activity. Polytechnic

records management procedure have changed drastically. Keeping record is essential in any well-

run office. This is because all business asdn organization. Including polytechnic system’s choices

record for examples, act as a cooperate memory assist, aiding successful planning. Organization

and decision making (Okoji, 2016) the underpinning of planning in a Polytechnic content is a

accurate and through record keeping. Accurate and complete record keeping is the foundation of

good planning and administration in a Polytechnic.

Despite the importance of records management in office administration, it has been noticed that

documents are poorly preserved and handled by office managers in most tertiary Institutions

(Polytechnics inclusive) for proper usage and retrieval when needed. Administrators in Nigerian

tertiary institution are frequently concerned about the a learning rate of misplacement or loss of

vital records, as well as the slow speed at which needed records are retrieved from storage,

according to popoopla and Oluwote (2007). Si especially when ex-students want to collect their

transcripts or result. As a result, school record management has become a serious issue for

educational stakeholders in hight of these concerns. It’s critical to determine how records

management affects the efficiency of Polytechnic office managers.

1
1.2 STATEMENT OF THE PROBLEMS

Despite the overwhelming benefit from record keeping in organization. Managers are still finding

it difficult record properly. Many organization are yet to keep pace with the challenges posed by

improper record management in the organization. This consequently has resulted to loss the time

taken when searaching for a file or document can result into loss of hours and cause set back to

the organization. Therefore, the need to keep proper record by manager will not only save time

but also save cost to the organization.

1.3 STATEMENT OF THE OBJECTIVES

The purpose of this study is to investigate the impact of record management an office manager’s

efficiency in the Polytechnics, specially, the study is to:

 Investigate the role of record management an effective planning of the office by office

manager’s in Federal Polytechnic Bida Niger.

 Determine the impact of record management ant efficient control of information in the offices

by office manager’s in Federal Polytechnic Bida Niger.

1.4 RESEARCH QUESTION

The following research question guided the study.

 What is the roles of record management an effective planning of the offices by offices

managers in Federal Polytechnic Bida Niger.

 What is the impact of record management an effective control of information by office

managers in Federal Polytechnic Bida Niger.

2
1.5 SIGNIFICANCE OF THE STUDY

This study would be of immense benefit to office managers, students, and future researches

 Office managers: The office managers will benefit much from this study as the findings in

this study would provide them with information on how to put records into files and store

properly for easy retrieval.

 Clerical Stafffs: The findings in the study would provides information to clerical staffs on

how to store information into files, folders and then cabinets for easy retrieval and movement

of correspondence and easy identification.

1.6 LIMITATION AND DELIMITATION OF THE STUDY

First time, was not in favor of the study as the entire work was undertaken alongside other

academic activities.

Secondly: The researches suffered during the collection of data as many call-backs where made

before a sizeable number of questionnaires were collected back for analysis.

Furthermore: Finance was another obstacle during the course of this research work because there

was insufficient money available for typing of questionnaires, photocopying, sourcing for

materials through the internet and transporting to enable the researchers move around during the

course of this study.

Lastly, the researchers could not get hold of sufficient research materials relation to the topic in

relation to the topic in order to cover and wider area of the study.

3
1.7 DEFINITION OF TERMS

Effects: A change of something that cause a result efficiency-quality of doing something, well

with no waste of time or money.

Office: Building used as a place of business especially for cereal administrative work.

Organization: A group of people who form a business, club etc. together in order to achieve a

particular aim.

Management: The act of running and controlling a business or smaller organization

Manager: The person who leads a department

Preservation: To keep or maintain in changed or perfect condition.

Retrieval: Find again or extract stored information

Storage: Room kept ready for future uses.

4
 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 INTRODUCTION

In this chapter, views and opinions of different scholars in textbooks and study journals

were sought as they are related to this topic under study for the enrichment and validity of the

write up.

2.2 HISTORICAL BACKGROUND OF FEDERAL POLYTECHNIC BIDA

The Federal Polytechnic Bida began in 1977 following the decision of the Federal

Government of Nigeria to move to Bida the then Federal College of Technology Kano. In the

same year of the first principal Professor J.W. Brooks, a Canadian, was appointed on the 5 th of

September, 1977. The Bida college of technology as it was called the embarked on the task of

recruiting pioneer staff. The first academic session started April 1978 with 211 students and s

staff strength of 11 senior staff and 33 junior staff.

With the promulgation Federal Polytechnic Degree number 33 of 1979, the Bida College

of technology automatically became the Federal Polytechnic Bida. The permanent site of the

Federal Polytechnic lies along Bida Doko road and covers a land area of about 400 hectares that

is approximately 2km by 2km. physical development of the site started in early 1979 and by

October that same year, the administrative staff and some department had moved to the

permanent site. The development continued in phases and the polytechnic is housed comfortably

in its permanent sit today.

5
 In the over forty years of its existence, the Polytechnic has growth to become one of the

most respected and influential Polytechnics in Nigeria. The Polytechnic presently has seven

school and 31 departments and 57 NBTE accredited programmes and eight new ones being

propseed. Before now, the polytechnic had only four schools and twenty three academic

departments.

The school of Basic and General Studies has five (5) departments namely, Languages,

Social sciences, Legal, Basic Studies, and Mathematics, the polytechnic is proposing to have the

following programmes: Social development (community development): social development

(Youth and Sports), Industrial and Labor Relations, Preliminary studies in Sciences and

Engineering IJMB Courses, Remedial studies, financial mathematics and industrial mathematics.

The school of Applied and Natural Sciences has seven (7) departments namely:

Department of hospitality Management, Nutrition and dietetics, statistics, science laboratory

technology, physics, Biological Science and Chemical sciences.

The school of information and communication technology has three (3) departments

namely: Computer science, office technology and management. And mass communication, but

proposing to have library and information sciences department. New programmes like software

development and cyber security will be added to the existing ones.

The school of engineering technology comprises of five (5) department namely:

Agricultural and Bio-environmental enginerring, chemical engineering, civil engineering,

electrical and electronics engineering, and mechanical engineering. The institution is also

proposing to have the following new department: Computer engineering, foundry engineering,

6
welding and fabrication engineering, industrial safety and environmental engineering, and

mechanical engineering.

The school of environmental design and construction technology has six (6) departments

namely: Architectural technology, building technology, quantity surveying, estate management

and valuation, surveying and Geoinformatics and Urban and regional planning.

The school of financial studies has two (2) departments namely: Accountancy, and

Banking and finance but proposing to have two (2) more departments, namely: Insurance

department and department of taxation.

The school of Business administration and management has three (3) department namely:

Business Administration Management, Public Administration, and Marketing, but also proposing

to have four (4) more departments to include: Purchasing and supply, Local Government studies,

Entrepreneurship development and co-operative economics and management.

Each of the existing 21 directors these aare:

 Director of MIS

 Director of ICT

 Director of Linkages and collaborations

 Director of Research and publications

 Director of Deeds

 Director of Quality assurance

 Director of Academic planning

 Director of Continuing Education

7
 Director of Industrial placement

 Director of Student Affairs

 Director of ITS

 Director of University Affiliation (DUA)

 Director of Unit

 Director of Physical planning and maintenance

 Director of works and engineering service

 Director of Procurement

 Bida Poly consult

 Director of continuing professional development centre

 Director of communication and rehabilitation

 Director of examination matters

 Director of Medical services

The internal management of the polytechnic has indeed followed more progress along

traditional lines (see-organization chart) most decision of importance are usually arrived at

through dialogues, consultation and the committee system: The academic Board has statutory

responsibility for the management and direction of the academic work of the polytechnic. The

Rector is the chief Academic as well as administrative officer. The Rector is assisted by a

deputy Rector and is appointed by a council for aterm of two years on the recommendation of

the Rector. Apart from the five (5) academic dean of schools, there are other major

management whose function are directed by appropriate personnel so appointed. These are

8
 the Rectory, the Registry, the Library, the medical centre, the physical and development and

works and engineering services. Developments are also prominent segments of the institution.

2.3 CONCEPTUAL FRAMEWORK OF RECORD MANAGEMENT

The conceptual framework links each institutional objective, records management, and

overall organizational output. The conceptual framework has three components in relation to

quality assurance, which are institutional objectives, record management and output, institutional

objectives set the impetus into motion or is the driver of the vehicle, for examples: Just as the

distance university Act set the parameters of the institution, we talk of record management from

the moment a person is, as indicated by the diagram below proper records management ignites

other processes such as staff recruitment and students records to produce graduates, quality,

credibility and accountability anong other outputs. Records management ensures continuity and

enhances quality –proper records management outlines the framework within which an institution

can live beyond the life span of individual players. Proper records management provides

precedence, consistence, and uniformity even if the current work force is no longer with the

institution. It takes over from where human minds fails, as it reflects past actions university to

forget ahead.

Figure 1: Linkages between institutional objective s records management and organizational

output.

Institutional Objectives

Policies provide the framework for institutional involvement in the creation and management of

records, but implementation is at the record keeping system level, with proper records

management, quality is guaranteed. ISO standard 5489 contains an existence list policy issues

9
and suggested requirements that can be used as a basic for co-operation with records managers in

promoting good record management as a the basis for the creation and preservation of records. A

viable ODL institution should institute and carryout a comprehensive management programme

which includes.

Determining what records should be created what information needs to be included in the record

and what level of accuracy is required.

 Deciding in what from and structure records should be created be created and captured.

 Preserving the records and making them accessible over time in order to meet

institutional requirements.

 Complying with legal and regulatory requirements and organizational policy, and

 Ensuring that records are retained for as long as required.

2.3.1 MEANING OF RECORD MANAGEEMENT

A record is an imprint of an event, occasion. Process or an outcome (through put) as it

occurs and later used as memory, repart or a history, Bradsher (2004) and international standard

organization (150) 154891-1 (2001) defined records as information (regardless of from or

medium), created , received and maintained by an agency, institution, organization or individual

in pursuance of its legal obligation or in the transaction of business. Records are used to justify

official actions and to explain and record policy decision. Records include a side variety of

documentary forms and classes such as correspondence, reports, maps, photographs and sound

recordings. Records are linked to the business process to which they are related, normally b

means of a files plan or a business classification scheme. A record has the potential to become

10
part of the archival collection of an institution. If selected for permanent preservation records are

transferred to an archival repository to be preserved in perpetuity, Cochran (2009).

2.3.2 FUCTION OF RECORD MANAGEMENT

 Setup and review documenting records system establish retention and disposal schedules

manager. The change over from paper to electronic records management system.

 Respond to information enquires, giving appropriate access to information

 Ensure compliance with relevant legislation and regulations

 Advise an complex legal and regulatory issues, often ivolving judgments in areas such as

the freedom of information and data protection acts general data protection regulation

(GDPR) and other national or regional legislation.

 Preserve corporate memory and heritage

 Manager budgets and resources

 Train and supervise records staff

 Design and develop filling systems, business classification schemes and undertake

records surveys.

2.3.3 METHOD OF RECORD MANAGEMENT FILLING

Denyer (1980) refer o the filling system as the activities involved in placing records in filling

equipment Harrision Odina and Fosci (1979) contribute that filing is carried out for two primary

resources which are:-

 To Preserve correspondence and other documents making them tidy and clean

 To have information contained in the papers available for quick and easy reference.

11
According to Abuka (2003) filling is one of the activities in record management program. It

is defined as a systematic arrangement and keeping of business correspondence and record

so that they may be found and delivered when needed for future reference.

Filing is therefore, a form of record keeping, according to place Hicks and Byers of (1992)

they say the functions of filing is the safe keeping of business papers either originals or

copies in an orderly manner and a predetermined sequence until they are wanted, the basic

objective of filing then is to make possible the prompt retrieval of such items when needed,

to realize how vital is the filing function in a business one has to only consider the cost of

filing mal-function filling system.

According to placement Hicks and Byers (1992) “ time is money” easy access to facts and

figures an the file is an essential ingredient in the profitable operation of any business files

are its memory, the content of record of any particular business is largely determined by the

nature of operation. As a company operation extends. The funds become available; its

filing and retrieval activities may become mechanized or automated. Harding (1990) says

filing is the sorting of letters, records, carbon copies and document in a folder, binders,

dreamers and cabinet especially designed for the purpose. It is also the storing of

correspondence in a retrieval system where it may be obtained for reference Harding

(1990) stated that the following are methods of filing.

ALPHABETICAL FILING

The alphabetical is the basic of most systems this method refers to the filing of

documents according the first letter of the name when the first letters of files are the same.

You simply progress through the name until you reach a different letter. Alphabetical

12
 filling is the most common method of classification and is particularly successful when

applied to the filling of correspondence.

Advantages of alphabetical filling:

 Convenience of grouping related documents

 A direct method, requiring no index

 Useful for incorporating miscellaneous paper.

DISADVANTAGES OF ALPHABETICAL FILING

Cumbersome in a large system confusion may arise May with common names possibility of

material being filled under more than are letter so necessitating cross-referencing.

NUMERICAL FILING

In numerical classification document are arranged number order. Each document or folder is

given a number and filed in serial number. Order example of document filed in this way would be

sales invoices, order and committee minutes, but any document may be allocated numbers where.

It is considered appropriate.

ADVANTAGE OF NUMERICAL FILING

 No direct access need to consult an index

 Involves more work, both to setup and operate.

SUBJECT FILING

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 In subject classification document are arranged usually in alphabetical order according to

the subject matter e.g electricity. Gas, income-tax, rater, telephone, water this should not be

confused with pure alphabetical filing which normally refers to individual or firm names. Subject

filing is often used in education establishment where subject have special significant.

ADVANTAGE OF SUBJECT FILING

 Easy to understand, being based on the alphabets

 Allows for unlimited expansion.

 Useful where only the subject is known

DISADVANTAGES OF SUBJECT FILING

People may not think the same way hence the like hood of individuals opening new file

unnecessarily can become cumbersome owning to their being to many file

 Difficult to estimate space requirements

GEOGRAPHICAL FILING

Here document are arranged, once again probably in alphabetical order, according to their

geographical location. This is useful, for example, where sales areas are of relevance and where

information may be required on a country or regional basis another common example would be

the file of office of offices of local authorities were proportions may have a great significance

than the occupants.

ADVANTAGES OF GEOGRAPHICAL FILING

 Convenient where the location is known

14
  An element of direct filing is possible

 Useful where regional information may be required

CHRONOLOGICAL FILING

In chronological classification documents are arranged according to the date. This system

will rarely be used as a complete method, as it is only practical where all documents are of one

type and where the date is a distinguishing feature. Travel organization may use this method,

operating on departure date. At a more personal level a filler file would operate from a

chronological file. It is important to note that it is usual to arrange papers in chronological order

within folders, which are filed in same other method of classification

ADVANTAGES OF CHRONOLOGICAL FILING

 Where a date has same special significance over all.

 An essential aspect of most other system

DISADVANTAGES OF CHRONOLOGICAL FILING

 Meaningless without index

 Likely to be arrange under certain dates.

Steps in preparing document for filling in preparing document in an office, great care

needs to be taken in handling the document, because they are graded according to degree

of secrecy, so some steps or rules has to be followed

15
MICRO-FILM FILING

This is a relatively new method of storing records in an organization. The great economy

achieved by micro-film is in the space reqired to store original documents. Many

correspondence received by an organization is of different sizes, so that files have to be

large enough to, accommodate the paper.

With micro-filming however, all the document are reduced to the same size giving

convenient uniformity. After a brief retention period of verification to ensure that the

document has been correctly photographed, the original documents may be destroyed.

This document are reduced an the film to a size such that (160) document images appears

on a single micro-jacket measuring 6x4 inches of micro-fiche.

ELECTRONIC FILLING

Harding (2nd Edition) says despite the fact that physically handling paper is what people

are familiar with many argument are put forward for introducing alternative filing method

and taking another step forwarded so called “paperless” office the environmental lobby to

reduce paper and save this is storing. Whole the increasing cost of office rental space,

which can be high as E-80 per square foot per year in certain locations. Is also on

incentive given the amount of space with traditional filing storage can take up.

A part from cost, one of the barriers to going electronic which means transferring paper

records to computer has been the time taken to key in the data in the first place. However

with optical character recognition (OCR) the process can be speeded up immensely while

the human error, factor miskeying is, of occurs, eliminated OCR system can convert text

and graphics into images, which can then be held in computer desk, magnetic redial

16
 storage can be on floppy and hard disk or a magnetic tape, and access to the information

stored in this kind of storage can be via a verity of terminal.

ADVANTAGES OF ELECTRONIC FILLING

 Space saving

 Paper saving

 Enable vest quantities of information to be stored

 Stored for future retrieval

 Records can stored in softcopy or printout

At disadvantages of electronic filing

 The need to take backup copies

 The expense of establishing the system is much. The time involved in entering

data where there is no OCR

 The tendency to overload a system with information that is not strictly necessary.

 System breakdown, may deny access to data and information

2.4 IMPACT OF RECORD MANAGEMENT ON OFFICE MANAGER’S

EFFICIENCY

According to Buguniski (2002) information in every organization’s and however record

management is every organization most basic and essential asset. Moreover Buguniski (2002)

further states that record management ensures information is accessed easily and enables

organization to function on its day to day business transaction and also to fulfill legal and

17
financial requirements of to day’s business world. He went further to give the impact of record

management on office managers as follows:

 an effective record management enables an office managers to be very effective in

decision making this simply means that a good record management system ensures that

sound decision are made based on full, accurate and up to date information, and as well as

ensuring that the reason and impact of such decision are traced, scrutinized and justified if

necessary in order avoid taking the wrong decision. An effective record management

provides continuing in the event of a disaster or accident, i.e fire. Tsunami, earthquake

and other related natural disasters. In event of any of this the office manager will easily

install back the record he lost in the process of such accident disaster in order to avoid

necessary claims of properties by customers and other business association.

 An impact record management system increase fast efficient and effective flow of work in

an organization, in the sense that internal and external transactions of the organization

will be balanced based on the requirement of business confidentiality, data privacy and

public respect of today’s business worl.

 An effective record management will enable an office manager know it exact amount of

record, information and document they have and as well located them easily when

needed.

 An effective record management system plays a vital role in terms of saving costs, time

and embarrassment, in this case rcecord management offers a tangible benefit to office

managers.

Through however, it is clearly stated that an unmanaged record management makes the

performance of duties more difficult and cost the organization time and money, resources

18
 and well head to poor decision making and make organization burnable to security

breaches, prosecution and embarrassment as the office managers may not be well

informed. In an unmanaged record environmental, up to 20% of staff is spent looking for

information (Buguriski 2002).

2.5 STRATEGIES FOR ENHANCING EFFICIENT RECORD

MANAGEMENT

According to Omotusho (1999), to ensure that information is available when and where it

is needed is an organized and efficient manager and in a well maintained environment for records

to be efficient and effective organizations must ensure that their records are.

 Records inventory and classification: One has to know what records they have and what

they are responsible for to. This end one conducts a records management, that is a

complete and accurate writing of heir records, whether paper-based micro-inform or

electric. This stage include how and where they are physically stored, value of storage,

how they are classified for future use and retrieval.

 Retention Scheduling: All records have a life cycle may be as short as a few hours as in

the case of some transcript records or may be as ong for few as the case with records of

historical value. The records of life cycle is determined through analysis of:

Primary needs.

Secondary needs

19
 Record retention schedule is a comprehensive listing of the records an organization

maintains that notes how long they must be retained along with the ultimate disposition.

Retention includes how long it may need to be retained in offsite storage.

A legal or regulatory citation that mandates a specific retention.

 Records storage and conversion: Once one has determined what records they have and

how long they need to be retained, they need to develop a filling and storage strategy or

determine if their existing filling and storage is adequate-questions are needs to address

includes:

 What are the access procedures for sensitive records

 What are the environmental conditions for storage facilities

 Where and how do you store your active records and in active records

 Vital records: Vital records are those essential organizational records needed to meet

operational responsibilities under emergency or disaster conditions. An organization need

to ask themselves what records are absolutely crucial to our business operation that will

need to be recreated for backup copies if the originals are lost or in accessibility in a

disaster.” Typically these are short term records that have legal and fiscal implications

and amount to approximately 1% to 7% of an organization’s recurs should be identified

as an integral part of a disaster prevention and recovery plan to business continuity.

 Disaster preventing and recovery: This is an implemented plan for the prevention or

mitigation of records loss or an emergency records or disaster, as well as a place for

recovering records in such circumstances. ADPRD should include the following

components.

 A decision tree for appropriate actions

20
 A chain of command with contact information

 Disposition: Disposition is the final administrative action taken b an organization with

regard to records. This action alls into two categories. Destruction via this panel in trash

or recycling shedding, incarcerating, purpling and deleting.

 Transfer to an achieve for permanent preservation

21
 REFERENCES

Abuka (2003) modern office practice for tertiary institution aba, Imo State, mode

academic publisher ltd.

Byers and Hicks (1992) office practice and business method (2 nd ed) London: Macmillan

publishers limited.

Bugusniski (200) research method for student, academic and professionals. 2 nd ed new

south wale E: Wagga.

Bradeher (2004) case study research. (online) available from http:\www\ squal.ackimdac.

N2 {accessed 2010 july 15}

Coctrian (2009) records management (online) available from http:/www/highnul:BL-

work/RPM/R/-17 Htm: {accessed 2010 July 15

Denyer (1980) office management at a glance

Calabar press.

Harding (1990) record management. Lageos. Educational from publisher

Harrision, Odina and fosci (1979) research method ology and techniques 2 nd edition mc

graw hill publishers, London.

Omotosho (1999) data processing and management information. London.macmillan

publishers ltd.

22
 CHAPTER THREE

RESEARCH DESING AND METHODOLOGY

3.1 INTRODUCTION

This chapter has stated clearly the way which the needed information is required for the

designed and conduct of this research work in study of this nature, it becomes necessary

for the research to employ various techniques to generate adequate information and data

in essence. It is an all effect to present and data in essence. It is an all effect to present an

accurate and comprehensive picture of what the whole study is all about.

3.2 SOURCE OF DATA COLLECTION

In the process of carrying out this study the researcher makes simple used of both primary and

secondary sources of data. The primary source from which were collected include information

gathered by the help of questionnaire administered in Federal Polytechnic, Bida Niger State.

While secondary source of data provide valuable to the study include the following text book,

professional journal report seminars and library past records, for the organization above an dither

research work.

3.3 RESEARCH POPULATION AND SAMPLE SIZE

The population of Federal Polytechnic staff consist of both academic and non-academic staff the

entire population is 3350. The academic staff comprises of 1350 while the non-teaching staff

comprises of 2000 staff respectively.

However, because of the hetergenum nature of the population, the researcher decided to narrow

his investigation on, one of the school whose result will use to generalize its finding the

researchers tend to carryout investigation on the school of business administration and

23
management which comprises of three department namely school of business administration and

management, department of marketing and public administration which population is 122 staff.

Determination of sample size: This is a portion of the population the researcher tend to

investigator the population of school of business administration and management is 122 staff and

the researcher tend to use the Yaman formular which is stated below

N
n+ N (e )2

Where

N = the entire population

n= sample size

I = constant

(e)2 = level of significance

:- 122

1+ 122 (0.0025)

:- 122

1+ 0.305

:- 122

1.305

93. 48

± 93

24
3.4 SAMPLING METHOD

Sample random sampling method was used by choosing the sample size for the population of the

study. This is to enable every unit of the population equal chance of being included in the sample

this means no element of the population will be admitted deliberately except by chance.

3.5 INSTRUMENT USED FOR DATA COLLECTION

To conduct on effective study certain research instrument were used to covert information e.g

interview questionnaire, observation method etc.

A questionnaire is a form of obtaining series of question all related to a particular topic: It was

designed and administered to the respondent at the personnel department polytechnic, Bida. A

questionnaires could also be serri as a list of carefully formulated question presented to the

respondent for their answer. It can be administered hand to hand or through posting.

3.6 VALIDATION AND RELIABILITY OF INSTRUMENT

Since the data collected are from primary and secondary sources of data. The information gather

from respondent through primary sources are very reliable because of the questionnaire which

enable the researcher to get fact needed for the research work. However, the researcher was

enable him/her to get reliable data from various authors. Therefore, the data valued due to choice

of the sources of data adopted by the researcher interview conducted where to further add

reliability to the information obtained.

25
3.7 METHOD OF DATA ANALYSIS

Analysis simply means finding answer to step rate nut cancel questions deferent technologies and

these includes the data gathered were analyzed using the simple percentage and tabulation

method for easy analysis.

26
 CHAPTER FOUR

DATA PRESEENTATION, ANALYSIS AND IINTERPRETATION

4.1 INTRODUCTION

This chapter deals with the presentation analysis and inter presentation of data obtained after the

analysis of response gotten from the questionnaire administered to respondents through the use of

statistical tally, all the questionnaire that were returned were converted into figure.

4.2 DATA PRESENTATION ANALYSIS AND INTERRETATION

DESCRIPTION RESPONSE PERCENTAGE

Male 50 53.2

Female 44 46.8

Total 94 100

Source: Research questionnaire ( 2022)

The table alive show the responses on the gender of staff in Federal Polytechnic, Bida which

respondents representing 53.2% are male while 44 respondents representing 46.8% are female

staff.

DESCRIPTION RESPONSE PERCENTAGE

16-20 years 20 21.3

21-25years 30 31.9

26-30 years 44 46.8

Total 94 100

Source: Research questionnaire ( 2022)

27
Table two (2) shows that the response of the age of staff in Federal Polytechnic Bida, which

shows 20 respondents representing 21.3% are in between the age of 16-40 and 30 respondents

representing 31.9% are in between the age of 21-25, respondent representing 46.8 % are in

between the age of 30 above.

TABLE 4: EDUCATION QUALIFICATION

DESCRIPTION RESPONSE PERCENTAGE

ND 40 42.6

HND 54 57.4

Total 94 100

Source: Research questionnaire ( 2022)

The table four (4) above shows the response on education qualification in Federal Polytechnic

Bida, which shows that 40 respondents representing 42.6% are ND while 54 respondents

representing 57.4% are HND.

TABLE 5: RECORD MANAGEMENT AND ORGANIZATION PRODUCTIVITY

DESCRIPTION RESPONSE PERCENTAGE

Agreed 20 21.3

Disagreed 10 10.7

Strongly disagreed 32 34

Strongly disagreed 94 100

Source: Research questionnaire ( 2022)

28
The table five (5) shows that the response opinion an record management and organization

productivity which shows 20 respondents representing 21.3% are of the view that the record

managements organization productivity is disagreed to them only 10 respondents representing

10.7% said that the record management organization productivity only 32 respondents represent

34% said that the record management organization productivity is not strongly disagreed to them.

Table 6: Record Management Has Reflect On Effective Control Of Information

DESCRIPTION RESPONSE PERCENTAGE

Agreed 64 68

Disagreed 10 10.7

Strongly agreed 20 21.3

Total 94 100

Source: Research questionnaire (2022)

The table seven (7) show the response of record management has nay impact on organizational

productivity which are used with shows that 64 respondents representing 68% use agreed, 10

respondents representing 10.7% use disagreed, 20 respondents representing 21.3% use strongly

disagreed.

29
Table 8: Record management play any role on organization productivity

DESCRIPTION RESPONSE PERCENTAGE

Agreed 60 64

Disagreed 34 34

Total 94 100

Source: Research questionnaire (2022)

The table eight (8) shows that the response on if the record management play any role on

organization productivity which shows that 60 respondents representing 64% agreed that their

record management play any role on organization productivity while 3 representing 34% did not

disagreed that their of record management play any role on organization productivity.

Table 9: Is there any significant relationship between record management and organization

productivity.

DESCRIPTION RESPONSE PERCENTAGE

Agreed 70 74.5

Disagreed 24 25.5

Total 94 100

Source: Research questionnaire (2022)

The table nine (9) shows that the response if is there any significant relationship between record

management and organization productivity in the Federal Polytechnic Bida, which shows that 70

respondents representing 74.5% are of the opinion that disagreed that there is there any

significant relationship between record management and organization productivity for them while

30
24 respondents representing 25.5% disagreed that is there any significant relationship between

record management and organization productivity for them.

Table 10: 15 there any determine the impact of record management on efficient control of

information

DESCRIPTION RESPONSE PERCENTAGE

Agreed 60 64

Disagreed 34 36

Total 94 100

Source: Research questionnaire (2022)

The table above (10) shows that the respondent on how the is there any determine the impact of

record management on efficient control of information the Federal Polytechnic Bida, which

shows that 60 respondents representing 64% agreed that is there any determine of information

Federal Polytechnic Bida while 34 respondent representing 36% disagreed that it does not.

31
 CHAPTER FIVE

SUMMARY OFFINDING, CONCLUSION AND RECOMMENDATION

5.1 INTRODUCTION

This chapter intends to summarize the findings from the previous chapter the conclusion and

recommendation shall be made base on the findings of the research work.

5.2 SUMMARY OF FINDING

This project investigated the impact of record management on organizational productivity using

Federal Polytechnic Bida as case study. Related literature were review to from the theoretical

base for the study. A sample of 122 was used for the study.

Four research questions were drawn to guide the investigation while the data collected were

drawn. Tabulated, analyzed and interpreted with the aid of frequency and simple mean score.

The study revealed that records provide evidence in the court of law as well as aiding executives

in making good decision.

The study also revealed that record management, it easy to know the organizational problems

even without too much research or setting of committees. It also make information on available

within a very short time which save cost. Further, the study also revealed that record management

enable easy location of document and prevent losing of essential documents.

Finally, the study revealed that organizations should be equipped with modern technology

facilities and as well increase storage facilities to enhance the record management are kept and

utilized appropriately, executive of management functions is likely to be easy and effective.

32
Records management also enable office manager and administrators to be alive to their

responsibilities and work conscientiously towards the achievement of educational objective.

5.3 RECOMMENDATION

Considering the findings of the study, the following recommendations were made or observed the

work as following.

 Record management has effect on effective control of information in the organization.

 It record management has any impact on organizational productivity.

 Is there any significant

 relationship between record management and organization productivity.

33
 BIBLIOGRAPHY

Abuka (2003) modern office practice for tertiary institution Aba, Imo State: mode Academic
publisher ltd.

Byers and Hicks (1992) office practice and business method (2 nd ed) London: Macmillan
publishers limited.

Bradeher (2004) case study research: (online) available from http:/www/squal.ack/ndac.N2sd

(accessed 2010 july 15)

Bugusniski (2002) research method for student, academic and professionals. 2 nd ed new south
wale E: wagga campus.

Coctrian (2009) records management (online) avalilabe fron http:

/www.hignul:BL.work/RPM/R/.17 Htm: (accessed 2010 july 15).

Denyer (1980) office management at a Glance calabar press.

Harding (1990) record management lagos Educational from publisher

Harrision, Odina and fosci (1979) research methodology and techniques 2 nd edition mc grawhill
publisher, London.

Okoji, B.I. (2006) information and the new challenges in record management. Workshop
proceeding ins of NAPSSON, 29-49.

POPOOLA, J.B & Oluwole, W.O (2007). Information and technology: the challenges on the job
performance of the secretary. Secretarial forum vol. 3 57.68.

34
 APPENDIX

QUESTIONNAIRE

Instruction: Please tick ( ) appropriate choice against the variable

Section A: Personal data

1. Gender: male () Female ( )

2. Age: 16-20 ( ) 21-25 ( ) 26-30 () above 30

3. Marital status: single () married ( ) divorced ( )

4. Educational Qualification: SSCE/GCE ( ) ND/NCE ( )

HND/BSC ( ) Post Graduate ( )

SECTION B:

5. Is there any relationship between record management and organization productivity?

(a). Agreed (b) Strongly (c) Disagreed (d) strongly disagreed

6. Does record management has may effect on effective control of information?

(a). Agreed (b) strongly agreed (c) disagreed (d) strongly disagreed

7. Does record management has any impact on organization productivity.

(a). Agreed (b) Strongly agreed (c) Disagreed (d) Strongly disagreed

8. Does record management play any role on organization productivity?

(a). Agreed (b) strongly agreed (c) disagreed (d) strongly disagreed

35
9. Is there any significant relationship between record management and organization

productivity?

(a) Agreed (b) Strongly agreed (c) Disagreed (d) strongly disagreed

10. Is there any determine the impact of record management on efficient control of information?

(a). Agreed (b) Strongly agreed (c) Disagreed (d) Strongly disagreed

36