Challenges of records management in higher education in Ghana: The case of University for Development Studies

Abstract

The study seeks to create and enhance awareness and also sensitize the staff of University for Development Studies (UDS) of the fundamental role played by effective records management in fulfilling the Institution’s mandate.  The primary aim is to explore and find out whether records management as a valuable resource of the institution receives the desired attention. The research design approach was adopted for this study. The primary data was collected through the use of questionnaires whiles the secondary data was gathered from books, publications, public records and Archives Administration Act 1997 (Act 535). The researchers used the University for Development Studies, Tamale Campus especially staff of the Central Administration, School of Graduate Studies, School of Medicine and Health Sciences, School of Allied Health Sciences and the Faculty of Education as a case study to be able to do an in-depth investigation. Two sampling methods were used, to select the respondents one probability and the other non-probability namely, simple random sampling and quota sampling respectively.  The simple random sampling is the purest and the most straightforward probability sampling strategy. The logic behind simple random sampling is that it removes bias from the selection procedure and should result in representative samples. The quota sample is a non-probability sampling approach in which units are selected into the sample on the basis of pre-specified characteristics, so that the total sample will have the same distribution of characteristics assumed to exist in the population being studied.  The unit of analysis was the selected respondents at the various Departments/Sections/Units at Tamale Campus as records management is a cross-departmental collective responsibility.  To ensure fair representativeness, respondents were selected from different categories, that is, junior staff, senior staff and senior members who serve as administrative staff.  The data was analyzed using Statistical Package for the Social Scientists (SPSS) 17.0 and Microsoft Excel Office 2007 Packages. The study revealed that records management is decentralized and are managed manually through filing of hard copies in folders and kept in metal cabinets based on individual ability and knowledge at the various departments/sections/units and the faculties and schools. It was further affirmed that only the Academic Affairs Section and the Finance Department that have well developed soft ware’s to store and retrieve information. It is therefore recommended records management function should be incorporated into the University-wide strategic planning initiative to ensure that there is a standard approach to storing and retrieving information.

Keywords: Records management, storage, retrieval, disposal, University strategic planning