ELECTRONIC RECORDS MANAGEMENT SKILLS

TITLE PAGE

ELECTRONIC RECORDS MANAGEMENT SKILLS, REQUIRED BY OFFICE TECHNOLOGY AND MANAGEMENT GRADUATES FOR EMPLOYMENT IN SELECTED PUBLIC ORGANIZATIONS IN MINNA METROPOLIS.

BY

AKPA BLESSING

13/81312

DEPARTMENT OF OFFICE TECHNOLOGY AND MANAGEMENT,

SCHOOL OF BUSINESS AND MANAGEMENT,

THE FEDERAL POLYTECHNIC, BIDA,

P.M.B55, BIDA,

NIGER STATE

IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE AWARD OF HIGHER NATIONAL DIPLOMA (HND) IN OFFICETECHNOLOGY AND MANAGEMENT

SEPTEMBER, 2016.

DECLARATION

            I do solemnly declare that this research work “ Electronic Records Management Skills Required By OTM Graduates for Employment in Selected Public Organization in Minna  Metropolis was based purely on my effort under the guidance and supervision of Mr. Maurison C. Nwanewezi  of the Department of Office Technology and Management Federal Polytechnic, Bida.

            All references made in this research work have been duly acknowledged.

            Finally, I accept responsibility of all errors of omission and commission in this work

AKPA BLESSING                            ………………………………..          …………………………

MAT NO: 13/81312                               Signature                                         Date

CERTIFICATION

We the undersigned, certify that we approve the project “Electronic Records Management Skills required by OTM Graduates for Employment in Selected Public Organizations in Minna Metropolis” carried out by Akpa Blessing of the Department of Office Technology and Management, The Federal Polytechnic, Bida, Niger State, to be adequate in scope and quality for the award of Higher National Diploma (HND) in Office Technology and Management.

Maurison Nwanewezi                   …………………..                        ………………….

Project Supervisor                               Signature                                             Date

Maurison C. Nwanewezi             ….………………                           ….……………….

Head of Department                           Signature                                                Date

Asso. Prof.T.A Umaru                               …………………..                            ..…………………..

                                                            Signature                                             Date

External Examiner

Dedication

This project was dedicated to My beloved Mother, Mrs. Monica L. Joseph

ACKNOWLEDGEMENT

            My appreciation goes to God for his Goodness, Mercies, love, Guardian, protection upon my life. I appreciate the Lord Almighty for giving me the inspiration and vigour.

            My appreciation also goes to my supervisor Mr. Maurison C. Nwanewezi for his effort, time, encouragement, patience, which was of immense help in accomplishing this work, you are indeed a Father, God bless you Sir.

            My sincere appreciation to all the lecturers in the Department of Office Technology and Management, most especially Mr. John Smith Oghomwen, Mr P.K Karison, my Amiable mummy the person of Mrs. Isief-Okpowu Augusta who councils me anytime I run to her , I say thank you all for the knowledge you have impacted in me.

I can’t stop acknowledging Mr. Maurison Nwanewezi who by his help and fatherly advice I was able to conquer the plans of the enemy who thought that I will not end well, may God bless you and bless your generations sir, more grace to your able sir, we the graduating OTM student are going to miss you sir.

            I humbly wish to profound my gratitude to my lovely, caring, amiable, and inestimable Mother Mrs. Monica L. Joseph for her enormous effort and support right from the day I was born till date and to my Beloved Husband Mr. Nicholas Mmega for being there for me when I needed him most thank you, I will not forget to appreciate my precious daughter miss Jemima Joseph for your prayers and caring, among your equals you shall be distinguished with exceptional qualities in Jesus name, May God Bless you all.

            I also want to appreciate all my friends and course mates you are all wonderful. God bless you. Finally I am grateful to Rev. Father Emmanuel Jimma.

ABSTRACT

Electronic records are materials in computer readable format created daily in modern organizations. Acquisition of skills on how to manage these records, using cutting-edge office technologies, is no longer an option for OTM graduates. This study determined the electronic records management skills required by OTM graduates for employment in selected public organizations. The population was made up of 42 forty two (42) secretaries from public organizations in minna metropolis, Ministry of Water Resources Minna 12, Head of Services and Establishment Department  Minna 8 Ministry of Health Minna 12, Ministry of Works and Housing Minna           10. The instrument was validated by three experts – an ICT professional, and OTM lecturers. Data collected were analyzed using mean and standard deviation. The findings of the study showed, inter-alia, that OTM graduates require all the electronic records management skills identified by this research. Based on the findings, some recommendations were made including the stakeholders (NBTE, the industry and the training institutions) should collaborate to ensure incorporation of the skills into OTM curriculum. Provision should equally be made for hands-on office experiences for the students through effective internship programmes and simulation of the real workplace environments.

Key words: electronic records, skills, public organizations, records creation, storage and records retrieval.

TABLE OF CONTENTS

Title Page                                                                                                                    i

Declaration                                                                                                                  ii

Certification                                                                                                                iii

Dedication                                                                                                                  iv

Acknowledgement                                                                                                      v

Abstract                                                                                                                       vi

Table of Contents                                                                                                        vii

CHAPTER I

INTRODUCTION

1.1 Background of the Study                                                                                     1

1.2 Statement of the Problem                                                                                     4

1.3 Research Question                                                                                                4

1.4 Purpose of the Study                                                                                            5

1.5 Significance of the study                                                                                      5

1.6 Delimitation of the Study                                                                                     5

1.7 Limitation of the Study                                                                                        6

CHAPTER II

REVIEW OF RELATED LITERATURE

2.1 Introduction                                                                                                          7

2.2 What is an Electronic Record?                                                                             7

2.3 Types of Electronic Records Management Practices                                            8

2.4 Importance of Electronic Records Management                                                  12

2.5 Advantages and Disadvantages of Electronic Records Management                  14

2.6 The aim of electronic document and records management                                  16

2.7 Life Cycle of Electronic Records                                                                         17

2.8 Electronic Records management skills required by OTM graduates for

employment                                                                                                                18

CHAPTER THREE

RESEARCH METHODOLOGY

3.1Research Design                                                                                                    20

3.2 Population                                                                                                             20

3.3. Samples/Sampling Technique                                                                              21

3.4. Research Instrument                                                                                            21

3.5. Validation of Instrument                                                                                                 21

3.6. Administration of Instrument                                                                              22

3.7. Data Analysis Procedure/Technique                                                                    22

CHAPTER VI

DATA PRESENTATION AND ANALYSIS

4.1. Analysis and Interpretation of Data                                                                    23

4.2. Summary of Findings                                                                                          29

4.3. Discussion of Findings                                                                                        30

CHAPTER V

CONCLUSION AND RECOMMENDATIONS

5.1 Conclusions                                                                                                           32

5.2 Recommendations                                                                                                            32

      Reference

     Appendix