A records management framework for effective service delivery at National Agricultural Advisory Services (NAADS) Secretariat

Abstract

The aim of this study was to propose a Records Management Framework For Effective Service Delivery At National Agricultural Advisory Services (NAADS) Secretariat. The study objectives were to: identify the records management practices employed at NAADS, to analyze the challenges of the existing records management practices which hamper the effective records management at the NAADS Secretariat and to propose a framework for sound records generated and maintained by NAADS Secretariat for effective service. The researcher employed a qualitative research approach. The qualitative method was used to establish the experience of the participants about the condition or problem being studied and explored the reasons for their kind of response to the situation. The sample size of the study was 34 respondents from whom data was collected. Key informants of the study included: NAADS coordinators, technical staff, administrative staff, extension staff and community development staff. The major study findings revealed that NAADS does not have a proper records keeping system to satisfy the clients information needs; the current records management practices at NAADS include: state here how they manage their records. Further, the current records management practices are faced with challenges such as delays in retrieval of records because of the manual records management system which is also associated with loss of files, lack of a specific unit and department in charge of records management, poor records storage facilities, limited technical support to professional manage records and financial support to acquire records storage equipment that is acid free, less administrative support for effective records management practices, staff shortage, incompetent records officials among others. The study concludes that the current records management practices hinder a timely records access and retrieal which delays decision making, poor storage equipment affecting the safety of records management, there is no proper records management framework for records management. The study therefore recommends to adopt the proposed records Management Framework For Effective Service Delivery At National Agricultural Advisory Services (Naads) Secretariat. Other recommendations include: good administrative leadership and individual official dedication, introducing electronic records management, securing enough filing space to avoid mixture of files, improving infrastructure, adequate budgeting, proper planning, efficient end user consultation and recruiting and filling records posts with qualified staff.