THE EFFECT OF INFORMATION AND COMMUNICATION TECHNOLOGY ON RECORDS MANAGEMENT IN ORGANIZATIONS

A CASE STUDY OF CENTURY BOTTLING COMPANY LIMITED

AMONO CHRISTINE

RIM/08.14/264D

SUPERVISED BY

KYOHAIRWE PATIENCE

A RESEARCH REPORT SUBMITTED IN PARTIAL FULFILLMENT

OF THE REQUIREMENT FOR THE AWARD OF DIPLOMA

IN RECORD KEEPING AND INFORMATION MANAGEMENT

OF MANAGEMENT TRAINING AND

ADVISORY CENTER

JUNE, 2016

CHAPTER ONE

1.0 Introduction

This chapter presents background of the study, statement of the problem, purpose of the study, objectives of the study, research questions, and significance of the study, limitations and delimitations.

1.1 Background to the Study

The integration of information and communications technology (ICT) in the

business world today has transfigured relationships within organizations. Specifically, the use of ICT in business has enhanced productivity, encouraged greater customer participation, and enabled mass customization, besides reducing costs. With the aim of gaining better understanding, the characteristics, differences, as well as benefits and disadvantages of the terms e-business, e-commerce and most importantly e-marketing(Migiro, 2006; Donner, 2004).

And still in the management related activities, there are a number of challenges leading to loss of documents , fraudulent practices, statistical problems; where the commodities are graded wrongly , delays in issuing and delivery of products. In many of organizational departments, commodities are processed manually, making the production of reports, slow and prone to error, (Nakanyike and Muwanga, 2013). So, regardless of ICT initiative in management issues of production the challenges have remained persistent. Yet it was assumed that with a computerized system in place, it would lead to effective rapid processing of results for products, (Nakanyike and Muwanga, 2013). This therefore called for a thorough investigation of the levels of availability, accessibility and use of ICT for both production and marketing in Century Bottling Company Limited.

1.2 Statement of the Problem

Despite ICT innovations in management related activities of production and registration of different items in Century Bottling Company Limited , still the process faces a number of problems, Byaruhanga, (2012).It was anticipated that with a computerized system in place, it would result into effectiveness and efficiency in the processing of results and good production units, (Nakanyike and Muwanga, 2013). The causes of such problems remain uncertain. One wonders whether it emanates from the way the system was introduced; user’s attitudes; lack of equipment; inadequate skills of users; complexity of the system; to mention. This therefore necessitated for immediate researcher to establish the reality of the matter. Otherwise, with persistent escalating problems in production management, Century Bottling Company Limited was bound to loose it reputable image publicly and world over and clients were likely to abandon the products in favor of other institutions, where they would be free from such aforementioned problems the need for record management in a service organization and the relationship between information and communications technology and records management.

1.3

Purpose of the Study

The purpose of the study was to assess the effect of Information and Communications technology on records management using a case study of Century Bottling Company Limited.

1.4

Research Objectives

To identify the importance of information and communications technology at Century Bottling Company Limited.
To assess the need for records management in Century Bottling Company Limited.

iii. To establish the relationship between information and communications technology and records management of Century Bottling Company Limited.

1.5 Research Questions

To identify the importance of information and communications technology at Century Bottling Company Limited?
To assess the need for records management in Century Bottling Company Limited?

iii. To establish the relationship between information and communications technology and records management of Century Bottling Company Limited?

1.6 Scope of the Study

1.6.1 Subject Scope

The scope of the study was confined to the effect of information and communications technology on records management using a case study of Century Bottling Company Limited.

1.6.2 Geographical Scope

The study was carried out at Century Bottling Company Limited located

in Namanve in Mukono district mainly focusing on the importance of information and communications technology , the need for records management and the relationship between information and communications technology and records management.

1.6.3 Time Scope

The study covered the time period of 2011 to 2014. This is the period when there was a an increased use information and communications technologies that would have a great impact on records management.

1.7 Justification of the Study

No recent study has been done to explore whether information and communications technology affects records management in the context of Uganda. This makes the study justified as it will cover this gap.

1.8

Significance of the Study

The study will provide company administrators and registrars of with information about the levels of availability of ICT facilities.

It would also benefit Century Bottling Company Limited administrators with data about the levels of accessibility of ICT and its use for exam management.

The study would help the future researchers to make future references on this work with the aim of building more knowledge in the field of ICT and administration

The study findings will also be used in knowing the importance of information and communications technology at Century Bottling Company Limited.

The study findings will also be used in knowing the need for records management at Century Bottling Company Limited

The study findings will also be used in knowing the relationship between information and communications technology and records management.

The study findings may be used by other researchers who may be undertaking a similar study in form of literature review at Management Training and Advisory Center.

1.9 Definition of Key terms

Management

Management refers to organizing and managing resources in such a way that the task is completed within defined scope, quality, time and cost constraints (Taylor, 1911).

ICT

ICT stands for Information and Communication Technologies and it can be defined as a diverse set of technological tools and resources used to communicate, create, disseminate, store, and manage information (Tinio, 2013). Examples of ICT include radio, television, video, digital versatile device (DVD), telephone, radio, satellite systems, management information systems, computer and network, hardware and software, as well as the services associated with them, such as videoconferencing and electronic mail.

Record

A concept record is defined by Kallus (2009) as written or oral evidence that information has been collected and kept for use in making decisions. The most common records (such as forms, correspondence, reports and books) are written, printed or typed on paper. Oral records capture the human voice on tape, and are stored on cassettes or on other magnetic media. Quible (2012) defines records as informational documents such as forms, letters, memoranda, reports, and manuals used to carry out various functions.

Records management

“Records management is a process of controlling organizational information from the creation of the information through its final disposition” (Place & Hyslop, 2008). Robek, Brown & Maedke (2009) define records management as the application of systematic and scientific control to all of the recorded information that an organization needs to do business.

CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

This chapter covers the review of literature on the importance of information and communications technology in the organization, the need for record management in a service organization and the relationship between information and communications technology and records management.

2.1 The importance of information and communications technology in the organization

Personal experience in ICT support and training has enabled observation of users’ struggles to learn to use systems. In many cases, the problem was not the users but the systems, which did not follow their expectations or fit the way the organization as a whole operated (Buick, 2003). As part of a small software house it was possible to carry these observations back to the programming team and have alterations made in the software to allow it to follow the mental models of the users more closely. This frequently removed training issues and reduced the volumes of support calls while still meeting the requirements of the business. Alternatively, where changes to the software were not possible, training could be altered to acknowledge the users’ mental models, to address their variance from the software’s models and make it easier for users to interact with the software(Choi and Kimes , 2002).

The term ICT –Information, Communications and Technology can be thought of or referred to technologies that pertain to the new science of collecting, storing, processing and transmitting information whereby information, computing, and telecommunications are converging. Beckinsale and Ram (2006) defined ICT as ‘any technology used to support information gathering, processing, distribution and use’. More precisely ICTs can be viewed as all forms of technologies and products for a wide range of software, hardware, telecommunications and information management techniques, applications and devices used to create, produce, analyze, process, package, distribute, retrieve, store and transmit or receive information electronically in a digital form such as computers, email, internet, websites, social networking and other wireless communications devices, networks, broadband, and as well as the various specialized devices and applications associated with them, such as satellite systems and videoconferencing (Porter and Millar1985, 149-174; Brady et al 2002, Nicole 2003).

The fact that the diffusion of information and communication technologies (ICTs) is a prevailing reality in many parts of world it is particularly for developing countries held to offer remarkable opportunities for the alleviation of poverty and the creation of employment and have the potential to expand a country’s economy by making economic enterprises more accessible to local and global markets, improving access to market information, providing information for better and more competitive prices, and lowering transaction costs (Rao 2004; Shiel et al 2003,). For small and medium sized enterprises, ICT can be exploited to create a list of contacts and to make use of available information to start and sustain new business ventures. For example, Moyi (2003) and Shiel et al. (2003) express that ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places, giving them the ability to improve their negotiating power. So much so, Cohen and Kallirroi (20065) agree that information and communication technologies can radically change the competitiveness of organizations, and note how electronic commerce has reduced the cost of trading among companies and also helped to strengthen their relationships and collaboration.

Despite ICTs’ role in changing approaches to business by making it possible for business enterprises worldwide to establish direct links with customers, suppliers and distributors, enabling faster and more efficient service delivery and transactions (Castells, 1999) it has become an important feature in the global transformation of social, economic and political life (Migiro, 2006; Donner, 2004) resulting the decrease of the cost of doing business globally. The unprecedented acceleration of Information, Communication and Technologies (ICT) have contributed the recognition of a wide range of new technologies, business practices and features not to mention the emergence of e-business,e-commerce, e-marketing, e-banking, e-learning etc.

The integration of information and communications technology (ICT) in business has revolutionized relationships within organizations and those between and among organizations and individuals. Specifically, the use of ICT in business has enhanced productivity, encouraged greater customer participation, and enabled mass customization, besides reducing costs. With the aim of gaining better understanding, the characteristics, differences, as well as benefits and disadvantages of the terms e-business, e-commerce and most importantly e-marketing(Migiro, 2006; Donner, 2004).

2.2 The need for record management in an Organization

Records management is an essential component of office administration. An effective records management program allows the organization to render better customer service,

provides legal defensibility and leads to improved profitability. Hence, it is necessary to

award high priority to records management to avoid organizational problems that may

arise owing to poor handling of office records (Robles & Langemo, 2010). As much as people try to deny it, office organization has a distinct link with productivity. The quicker an organization can locate a file or important legal document, the more productive it will be. That does not, however, mean that employees have to be neat freaks in order to be productive. It simply means that an organization needs to learn more effective ways to handle its daily paper flow (Shaver, 2009).

Records are the memory of an organization. They are the assets of an organization that are created, processed, transmitted, used, stored, retrieved, retained, and eventually destroyed. Records management is the systematic control of this “memory” throughout its life cycle. The records manager is responsible for ensuring that all information required for operating the business is accurate, and readily accessible (Peters, 2006).

Effective records management ensures the availability of records for future assessment in order to determine whether the recommended risk mitigation has been followed by relevant business process owners. The success of risk management is partly dependent on the accuracy of records in organizations, as every judgment made must be based on reliable information. In an age in which transparency, accountability and compliance are of increasing concern, it is essential that organizations comply with regulations and, if they do not, are able to explain why not (Isa 2009; Lomas 2010).

Sampson (2002) asserts firmly that the main contribution of records management to risk management is through records retention schedules, which allocate a suitable retention period to various records, especially perceived threats of litigation. However, it should be noted that there are instances of public organizations in South Africa destroying records, for accountability purposes, as a way of managing political risks (Harris , 2007). Harris and Merrett (2007) are of the view that, even in an era of more open government, it is inconceivable that compliant procedures can be applied uniformly as they simply cost too much. Reed (1997) suggests that not all processes generate records and that it is the role of records management working within a risk management framework to identify how far each process should be recorded. However, as Isa (2009) would attest, this role cannot be accomplished in the absence of commitment from managers of various departments across an organization.

The strength and effectiveness of a record-keeping system mainly depend on the effectiveness of risk management that prioritizes and identifies risks across an organization. Allocating the identified risks into an organizational directory or a file plan structure enables the identification of contextual information, which in turn ensures that the authenticity and integrity of electronic records are controlled (Isa, 2009). As risk is associated with avoiding or mitigating obstacles to achievement, from a liability standpoint, records are necessary to demonstrate that an organization has conducted itself reasonably. If nothing is recorded, it difficult to prove that it happened. Relying on human memory is dangerous due to its elusiveness, frailty and the tendency of people to remember things that never happened (Jimerson and Ngoepe, 2012). This can lead to records and information management risks, which encompass any threat to the business arising from inadequate records management (Lemieux, 2004).

Business records serve as the corporate memory of an organization and provide a mechanism by which organizations can be held accountable for the actions and transactions that they have to execute (Ndenje-Sichalwe, 2010). “Records contain information about an evidence of organizational functions, policies, decisions, procedures, operations and other activities” (Yusuf & Chell, 2005). They include all the documents that organizations or individuals create or receive in the course of executing transactions. The proper management of business records gives an organization a competitive advantage because employees can utilize information resources to make effective decisions (Chinyemba & Ngulube, 2005). Organizations who excel manage the creation of new information and capture this information in business records (Nonaka, 2007). Managers need valid, precise and current information to make decisions. This information is often obtained from documents created by the organization itself but research shows that knowledge workers hardly give priority to the management of business records in an organisation (Yusuf & Chell, 2005).

Records management is the systematic control of an organization’s records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements, and community expectations. Effective management of corporate information allows fast, accurate and reliable access to records, ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records. Information is every organization’s most basic and essential asset, and in common with any other business asset, recorded information requires effective management. Records management ensures information can be accessed easily, can be destroyed routinely when no longer needed, and enables organizations not only to function on a day to day basis, but also to fulfil legal and financial requirements. The preservation of the records of government for example, ensures it can be held accountable for its actions, that society can trace the evolution of policy in historical terms, and allows access to an important resource for future decision making.

2.3 The relationship between Information Communications Technology and Records management

The volume of electronic records is growing exponentially because of increasingly powerful and easy-to-use computer hardware and software, the growing popularity of e-mail systems, the ease with which records can be downloaded from Internet, and the conversion of paper formats to electronic formats. The increasing use of electronic document management (imaging) systems, video and audio machines further adds to the growing volumes of records in electronic format (Robles & Langemo, 2010).

Information and communication technology have developed rapidly over the past decade and provided the means to easily capture, store and distribute documents in vast quantities and at an ever-increasing speed. To be able to make good use of this information instead of becoming swamped by it, scientific controls need to be applied (Raas, 2000). Like any other profession that is greatly affected by technological advancement, the future of records management is at stake (Ardern, 1998). Phillips (1998) raised serious concerns about the future of records managers. Since the dawn of the 21stcentury records are primarily received and stored in electronic devices.

Electronic document management software allows organizations to create, store, and disposing of records in a paperless manner, potentially precluding the need to send a copy to a records center. All these technologies could reduce the need for records managers in service organizations (Phillips,2005). For records managers to secure their jobs, they must have the same computing skills as document creators and computer systems managers. Ardern (2006) further indicates that information management professionals can influence these changes by identifying them and their impact on the future of records management. Phillips (2005) indicated that it would be critical to distinguish between records management business activities that can be easily automated, and records management business activities that can be only partially automated, as well as those records management activities that can probably never be automated successfully. Obviously, records managers who develop their skills in regard to activities that are unlikely to be automated will be in demand professionally for some time to come.

Information and Communication Technology (ICT) has become part and parcel of the daily government operations. The use of computers in government offices and elsewhere has led to efficiency and effectiveness in business transactions hence adding value to the administration of the organization. This being the case, there has been a shift in the manner which information is captured, processed, stored and disseminated.

Today, many organizations are creating electronic records through the use of office automation tools such as word processing, spreadsheets, electronic mail and database management software, all running on personal computers ( Roper and Millar, 1999a; Mnjama and Wamukoya 2006).

Despite the wide use of ICT’s in most government agencies as a part and parcel of e-government implementation, there is a lot to be done to manage public records using ICT’s. Email for instance, has become increasingly important in recent years, both as a communication tool and as a tool to record important corporate decisions (Smith, 2007). Smith further observed that, estimates of up to 80% of corporate decisions are now communicated through email. However, discussing the challenges of managing e-mail, Keakopa (2008) observed that, most government agencies in Botswana and Namibia do not have policies that guide the creation and management of e-mails. She further revealed that, studies on the use of ICT and the management of electronic records have found that e-mail use is associated with many problems that need to be addressed accordingly to avoid risks that face organizations.

As stated by Baggiolini, Ramlckun and Solana (1994) in Keakopa (2008): “E-mail service lack reliability; messages are delayed; erroneously refused by the destination system or in some cases lost.” To suppress such weaknesses, Smith (2007) suggested that, if organizations need to maintain a comprehensive corporate record of their business activities, arrangements to capture emails into the corporate electronic management system must be made in the first place.

Records management has evolved from a paper-based function responsible for the storage of an organization’s business documents, to one concerned with the management of specified internal records, in a multitude of media (De Wet & Du Toit, 2000). Records management focuses on creating, storing, retrieving and using business records without the loss of any vital data or information within those records and ensures that the collective knowledge of records is captured and preserved (Ndenje-Sichalwe, 2010). When knowledge in an organization is shared, it becomes embedded not only in the organization’s documents, but also in organizational routines, processes, practices and norms (April & Izadi, 2004:9). The service provided by records management is vital to any organization, and to every information-using employee in the organization (Makhura, 2005:1) since organizational knowledge is contextualized in an organization’s documents. This common ground emphasizes the importance of records management in the knowledge economy (Dearstyne, 1999). In the knowledge economy knowledge workers need to make quick decisions based on the most salient, relevant information available and this fact emphasizes the importance of records management in the knowledge economy. The Promotion of Access to Information Act, (No.2 of 2000) requires organizations in South Africa to present a manual with the narration of business records holdings (Chachage & Ngulube, 2006). It is important that information managers should take an analytical approach and develop records and information management systems to support the knowledge needs of the organization (Yakel, 2000).

Organizations are also producing increasingly large amounts of information and consequently greater volumes of records, in both paper and electronic form. It is essential that information is captured, managed and preserved in an organised system that maintains its integrity and authenticity. Records management facilitates control over the volume of records produced through the use of disposal schedules, which detail the time period for which different types of record should be retained by an organization. The growth in electronic communications and data, from emails to databases, presents new challenges, but can be managed by the same records management principles that are applied to paper documents. Sound records management is also an essential basis for the transition to EDRM (Electronic Document and Records Management) that many organizations are embracing. In the public sector this has been driven in part by E-government targets, where public services are to be made available electronically.

CHAPTER THREE

RESEARCH METHODOLOGY

3.0 Introduction

This chapter presents the methods and procedures that was used in sample selection, data collection, analysis and presentation. It included; sampling techniques, data collection methods, study population. Sources of data, sampling and. sample size, data presentation and analysis methods, and anticipated limitations of the study.

3.1 Research design

The researcher used a

cross-sectional research design which is an observational one and this means that researchers record information about their subjects without manipulating the study environment , descriptive research design will be used

because it ensures that the evidence obtained enables us to answer the initial question as unambiguously as possible and analytical research design was used to provide firm foundation to endeavor more accurate results. The researcher administered questionnaires to the selected sample size and the data collected was described and analyzed to comprehensively provide solutions to the research problem.

3.2 The Study Population

The staff of Century Bottling Company Limited head office formed study population of 100. The sample for this study involved staff from all the departments of Marketing and Sales, Technical and Engineering, Human resource, Finance, Operations and Accounts, Customer Services and Transport. The sample size for this study will be 25 respondents.

3.3 Sample size

All the employees of Century Bottling Company Limited formed the sampling frame that were obtained from the Human Resource Manager’s office, from which a study sample of 25 respondents were picked using a systematic sampling technique. A sample of 25 respondents was used because it not economical to study the entire population study since a representative sample would suffice. Through the systematic sampling, every employee had a chance to be selected for this study.

Table 1: Showing the estimate of the composition of population per department and the sample size per department of Century Bottling Company Limited

Department

Population

Sample size

Sampling technique

Human Resource

Stratified Sampling

Sales

Stratified Sampling

Finance

Simple Random

Marketing

Simple Random

Total

100

Source: Primary Data

3.4 Sampling design and procedure

The researcher used a simple random sampling method because it ensures that specific groups are represented, even proportionally in the sample thus the sample per division was be drawn using stratified sampling method which ensures that at least one observation is picked from each of the strata, even if probability of it being selected is far less than because it is highly representative if all subjects participate thus the ideal.

3.5 Sources of Data

3.5.1 Primary Data

The study was based on primary data collected from Century Bottling Company Limited with the use of structured questionnaires to collect data on the effects of information and communications technology and records management.

3.5.2 Secondary Data

Secondary data was collected from both internal and external sources. From internal organizational sources, unpublished literature in form of annual, monthly and weekly office reports was accessed, and textbooks as well.

3.6 Data collection method

This study used a self-administered questionnaire as a data collection method, and questionnaires as research instruments to collect data on the information and communications technology and records management in Century Bottling Company Limited. The researcher used self- administered questionnaire method because they are easy and cheap to administer especially with the literate study population of Century Bottling Company Limited.

3.7 Validity and Reliability

3.7.1 Validity

Validity is the extent to which a concept, conclusion or measurement is well-founded and corresponds accurately to the real world. Validity of the instrument were obtained by seeking opinion from key informants and review of existing literature on the effect of information and communications technology and records management. The key informants were required to comment on the content in the instrument.

3.7.2 Reliability

Reliability is the consistency of your measurement, or the degree to which an instrument measures the same way each time it is used under the same condition with the same subjects. This module presents a case study that helps in identifying issues related to managing data for the purpose of assuring data reliability. Reliability of the scales were done with the application of the Coefficients to test the internal consistency of the scales.

3.8 Data Processing, Analysis and Presentation

The data that was used in this study was sorted, coded and summarized on the master sheet in the excel programme. Qualitative data was analyzed with the use of frequency counts. Frequency distribution was calculated and presented in percentages which made it easier to compare and analyze groups. A statistical examination of summary frequencies and percentages assisted in data interpretation, and the data was presented in frequency distribution tables.

3.9 Limitations of the Study

The respondents showed some apathy at the beginning because they were not so sure why this information that was being sought but after explaining that it was purely for academic reasons, they were able to respond.
Most of the respondents were very skeptical at first because they were afraid of being a trick to edge them out of the employment at Century Bottling Company Limited but after a thorough explanation that the sought information is purely for academic reasons they were able to respond.
There was a delay in collecting questionnaires but after several trips to Century Bottling Company Limited and reminders, the researcher got all the questionnaires.
Some respondents gave hasty answers because they felt it was a waste of time, as they could not foresee any immediate tangible benefit. However, this was solved by an explanation.

CHAPTER FOUR

PRESENTATION OF FINDINGS AND DISCUSSION

4.0 Introduction

This chapter is a presentation and discussion of the findings on the effect of decision making on employee performance. Tables, frequencies and percentages have been used to present these findings. The discussion of these findings has been organized specifically to answer the research questions.

4.1 Demographic characteristic on respondents

The demographic characteristics on respondents in this section include gender, age, and education levels, number of year’s worked and marital status.

Table 2: Showing gender of respondents

Gender

Frequency

percent

Male

Female

Total

100

Source: Primary Data

From Table 2 above, it’s indicated that 60% of the respondents were male, while 40% were Female. This implies there more male employees than female employees in Century Bottling Company Limited.

Table 3 Showing Respondents age

Age

Frequency

percent

Below 20years

20-30 years

31-40years

Above 50 years

Total

100

Source: Primary Data

From Table 3 above, it’s indicated that the biggest numbers of respondents were in the age bracket of between of 31-40 represented by 40% of the total respondents. 36% were in the age bracket of 20-30 years, below 20 years 4% and 20% above 50 years this implies that Century Bottling Company Limited employs mature employees who are experienced.

Table 1: Showing education level of respondents

education

Frequency

percent

O level

A level

Diploma

Degree

Masters

Primary

TOTAL

100

Source: Primary Data

From Table 3 above it’s indicated that the categories of degree level of education, respondent were 32% of the total respondents. 8% were diploma holders, 20% A level, 28% O level, 4% masters and 8% Primary level. The majority had degree this implies that Century Bottling Company Limited employees more workers with higher education than with lower education.

Table 2: Showing Number of years worked

Number of years worked

Frequency

Percent

Less than 1 year

1-2 years

3-4 years

Above 5 years

Total

100

Source: Primary Data

From Table 4 above it’s indicated that Majority of the employees has worked between 1-2 years representing 48% of the total respondents. 40% of the employees have worked between 3-4 years, 8% less than 1year and above 5 years 4%. This implies that Century Bottling Company Limited recruits new employees than it retains them.

Table 3: Showing Respondent marital status

Marital status

Frequency

percent

Married

Single

Divorced

widowed

Total

100

Source: Primary Data

From Table 5 above it’s indicated 56% were married, while 44% were single and none of the respondent was divorced or widowed. This implies there more married than single employees in Century Bottling Company Limited.

Table 4: Showing occupation of respondents

Occupation

Frequency

Percentage

Storekeepers

Drivers

Security guard

Accountant

Cashier

Sale marketer

Secretary

Receptionists

Messengers

TOTAL

100

Source: Primary Data

From Table 6 above, it’s indicated that 16% were store keepers, 20% Drivers, 16% security guards, 8% accountant, 4% cashier, 24% sale marketer, 4% secretary, 4% receptionists and 4% massager. This implies there are more professional employees than low staff since majority were sale marketer representing 24 % of the respondent. All employees make contribution to the organization according to the duties that are assigned to them, the organization employ them because of the qualification and skills that they have.

4.2 The importance of information and communications technology in the organization

The first objective of the study was to establish the importance of information and communications technology in the organization. This was conceptualized to include indicators of the importance of information and communications technology in the organization and also measured using 6 items scored on a five point Likert scale ranging from; 5 for Strongly agree, 4 for Agree, 3 for Not sure, 2 for Disagree, and 1 for Strongly disagree. The findings are tabulated in table 7 below using mean and standard deviation descriptive statistics.

Table 5: Showing whether personal experience in ICT support and training has enabled observation of users’ struggles to learn to use systems

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From the Table 7 above, it’s indicated 96% of the respondents agreed that Personal experience in ICT support and training has enabled observation of users’ struggles to learn to use systems. This implied in agreement withBuick(2003), that Personal experience in ICT support and training has enabled observation of users’ struggles to learn to use systems. In many cases, the problem was not the users but the systems, which did not follow their expectations or fit the way the organization as a whole operated (Buick, 2003). As part of a small software house it was possible to carry these observations back to the programming team and have alterations made in the software to allow it to follow the mental models of the users more closely. They based this on the figures which they were reading from the Century Bottling Company Limited reports. While 4% said that such a scenario frequently removed training issues and reduced the volumes of support calls while still meeting the requirements of the business. Alternatively, where changes to the software were not possible, training could be altered to acknowledge the users’ mental models, to address their variance from the software’s models and make it easier for users

to interact with the software.

Table 6 : Showing whether ICTs can be viewed as all forms of technologies and products for a wide range of software

Category

Frequency

Percent

Agree

Uncertain

Strongly Agree

Disagree

Strongly Disagree

Total

100

Source: Primary Data

From the table 8 above , 24% of the respondents agreed, 40% Strongly Agreed, 16% disagreed and 20% of the respondents disagreed indicating that ICTs cant be viewed as all forms of technologies and products for a wide range of software. The researcher found out in agreement with Beckinsale and Ram (2006), more precisely ICTs can be viewed as all forms of technologies and products for a wide range of software, hardware, telecommunications and information management techniques, applications and devices used to create, produce, analyze, process, package, distribute, retrieve, store and transmit or receive information electronically in a digital form such as computers, email, internet, websites, social networking and other wireless communications devices, networks, broadband, and as well as the various specialized devices and applications associated with them, such as satellite systems and videoconferencing.

Table 9: Showing whether ICT can be exploited to create a list of contacts and to make use of available information to start and sustain new business ventures

Category

Frequency

Percent

Agree

Uncertain

Strongly Agree

Disagree

Strongly Disagree

Total

100

Source: Primary Data

From the table 9 above , 24% of the respondents agreed, 40% Strongly Agreed, 16% disagreed and 20% of the respondents disagreed indicating that ICT can be exploited to create a list of contacts and to make use of available information to start and sustain new business ventures. The researcher found out in agreement with Shiel (2003), that for small and medium sized enterprises, ICT can be exploited to create a list of contacts and to make use of available information to start and sustain new business ventures. For example, Moyi (2003) and Shiel et al. (2003) express that ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places, giving them the ability to improve their negotiating power therefore information and communication technologies can radically change the competitiveness of organizations, and note how electronic commerce has reduced the cost of trading among companies and also helped to strengthen their relationships and collaboration.

Table 10: Showing whether ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From the Table 10 above, it’s indicated 96% of the respondents agreed that ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places. This implied in agreement with Moyi (2003) that ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places, giving them the ability to improve their negotiating power.. While 4% said that information and communication technologies can radically change the competitiveness of organizations, and note how electronic commerce has reduced the cost of trading among companies and also helped to strengthen their relationships and collaboration.

Table 11: Showing whether the use of ICT in business has enhanced productivity

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From table 11 above ,52% of the respondent responded

in agreement with Migiro(2006),

that the use of ICT in business has enhanced productivity. The integration of information and communications technology (ICT) in business has revolutionized relationships within organizations and those between and among organizations and individuals. Specifically, the use of ICT in business has enhanced productivity, encouraged greater customer participation, and enabled mass customization, besides reducing costs. While 48% of the respondents thought that with the aim of gaining better understanding, the characteristics, differences, as well as benefits and disadvantages of the terms e-business, e-commerce and most importantly e-marketing are worth recommendable.

4.3 The need for record management in an Organization

The second objective of the study was to examine the need for record management in an Organization. This was conceptualized to include indicators of the need for record management in an Organization and also measured using 6 items scored on a five point Likert scale ranging from; 5 for Strongly agree, 4 for Agree, 3 for Not sure, 2 for Disagree, and 1 for Strongly disagree. The findings are tabulated in table 12 below using mean and standard deviation descriptive statistics.

Table 12: Showing whether records management is an essential component of office administration

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From the Table 12 above, it’s indicated 96% of the respondents agreed that records management is an essential component of office administration in Century Bottling Company Limited. This implied in agreement with Langemo(2010), that An effective records management program allows the organization to render better customer service, provides legal defensibility and leads to improved profitability. Hence, it is necessary to award high priority to records management to avoid organizational problems that may

arise owing to poor handling of office records. While 4% said that the quicker an organization can locate a file or important legal document, the more productive it will be. That does not, however, mean that employees have to be neat freaks in order to be productive. It simply means that an organization needs to learn more effective ways to handle its daily paper flow.

Table 13: Showing whether records are the memory of an organization

Category

Frequency

Percent

Agree

Uncertain

Strongly Agree

Disagree

Strongly Disagree

Total

100

Source: Primary Data

From the table 13 above, 24% of the respondents agreed, 40% Strongly Agreed, 16% disagreed and 20% of the respondents disagreed indicating that records are not the memory of an organization. The researcher found out in agreement with Peters (2006), that records are the memory of an organization. They are the assets of an organization that are created, processed, transmitted, used, stored, retrieved, retained, and eventually destroyed. Records management is the systematic control of this “memory” throughout its life cycle therefore the records manager is responsible for ensuring that all information required for operating the business is accurate, and readily accessible.

Table 14: Showing whether effective records management ensures the availability of records for future assessment

Category

Frequency

Percent

Agree

Uncertain

Strongly Agree

Disagree

Strongly Disagree

Total

100

Source: Primary Data

From the table 14 above , 24% of the respondents agreed, 40% Strongly Agreed, 16% disagreed and 20% of the respondents disagreed indicating that effective records management do not ensures the availability of records for future assessment. The researcher found out in agreement with Lomas (2010), that effective records management ensures the availability of records for future assessment in order to determine whether the recommended risk mitigation has been followed by relevant business process owners. The success of risk management is partly dependent on the accuracy of records in organizations, as every judgment made must be based on reliable information. In an age in which transparency, accountability and compliance are of increasing concern, it is essential that organizations comply with regulations and, if they do not, are able to explain why they cant comply.

Table 15: Showing whether the main contribution of records management to risk management is through records retention schedules

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From the Table 15 above, it’s indicated 96% of the respondents agreed that the main contribution of records management to risk management is through records retention schedules. This implied in agreement with Sampson (2002) , that the main contribution of records management to risk management is through records retention schedules, which allocate a suitable retention period to various records, especially perceived threats of litigation. However, it should be noted that there are instances of public organizations in Uganda destroying records, for accountability purposes, as a way of managing political risks thus not all processes generate records and that it is the role of records management working within a risk management framework to identify how far each process should be recorded.

Table 16: Showing whether business records serve as the corporate memory of an organization

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From table 16 above, 52% of the respondent responded in agreement with Ndenje-Sichalwe(2010),that business records serve as the corporate memory of an organization and provide a mechanism by which organizations can be held accountable for the actions and transactions that they have to execute. Records contain information about an evidence of organizational functions, policies, decisions, procedures, operations and other activities. While 48% of the respondents thought that all the documents that organizations or individuals create or receive in the course of executing transactions. The proper management of business records gives an organization a competitive advantage because employees can utilize information resources to make effective decisions.

4.4 The relationship between Information Communications Technology and Records management

The third objective of the study was to establish the relationship between Information Communications Technology and Records management. This was conceptualized to include indicators of the relationship between Information Communications Technology and Records management and also measured using 6 items scored on a five point Likert scale ranging from; 5 for Strongly agree, 4 for Agree, 3 for Not sure, 2 for Disagree, and 1 for Strongly disagree. The findings are tabulated in table 17 below using mean and standard deviation descriptive statistics.

Table 17: Showing whether the increasing use of electronic document management (imaging) systems, video and audio machines adds to the growing volumes of records in electronic format

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From the Table 17 above, it’s indicated 96% of the respondents agreed that the increasing use of electronic document management (imaging) systems, video and audio machines adds to the growing volumes of records in electronic format. This implied in agreement with Langemo(2010), that the volume of electronic records is growing exponentially because of increasingly powerful and easy-to-use computer hardware and software, the growing popularity of e-mail systems, the ease with which records can be downloaded from Internet, and the conversion of paper formats to electronic formats. While 4% said that the increasing use of electronic document management (imaging) systems, video and audio machines further adds to the growing volumes of records in electronic format.

Table 18: Showing whether any other profession that is greatly affected by technological advancement, the future of records management is at stake

Category

Frequency

Percent

Agree

Uncertain

Strongly Agree

Disagree

Strongly Disagree

Total

100

Source: Primary Data

From the table 18 above, 24% of the respondents

agreed, 40% Strongly Agreed, 16% disagreed and 20% of the respondents disagreed indicating that any other profession that is greatly affected by technological advancement, the future of records management is at stake. The researcher found out in agreement with Raas(2000), that information and communication technology have developed rapidly over the past decade and provided the means to easily capture, store and distribute documents in vast quantities and at an ever-increasing speed. To be able to make good use of this information instead of becoming swamped by it, scientific controls need to be applied thus like any other profession that is greatly affected by technological advancement, the future of records management is at stake.

Table 19: Showing whether effective records management ensures the availability of records for future assessment

Category

Frequency

Percent

Agree

Uncertain

Strongly Agree

Disagree

Strongly Disagree

Total

100

Source: Primary Data

From the table 19 above , 24% of the respondents agreed, 40% Strongly Agreed, 16% disagreed and 20% of the respondents disagreed indicating that effective records management do not ensures the availability of records for future assessment. The researcher found out in agreement with Lomas (2010), that effective records management ensures the availability of records for future assessment in order to determine whether the recommended risk mitigation has been followed by relevant business process owners. The success of risk management is partly dependent on the accuracy of records in organizations, as every judgment made must be based on reliable information. In an age in which transparency, accountability and compliance are of increasing concern, it is essential that organizations comply with regulations and, if they do not, are able to explain why they can’t comply.

Table 20: Showing whether many organizations are creating electronic records through the use of office automation tools

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From the Table 7 above, it’s indicated 96% of the respondents agreed that many organizations are creating electronic records through the use of office automation tools. This implied in agreement with Wamukoya (2006), that many organizations are creating electronic records through the use of office automation tools such as word processing, spreadsheets, electronic mail and database management software, all running on personal computers

Table 21: Showing whether records management has evolved from a paper-based function responsible for the storage of an organization’s business documents

Category

Frequency

Percent

Yes

Total

100

Source: Primary Data

From table 21 above, 52% of the respondent responded in agreement with De Wet & Du Toit(2000),that records management has evolved from a paper-based function responsible for the storage of an organization’s business documents, to one concerned with the management of specified internal records, in a multitude of media thus records management focuses on creating, storing, retrieving and using business records without the loss of any vital data or information within those records and ensures that the collective knowledge of records is captured and preserved. While 48% of the respondents thought that when knowledge in an organization is shared, it becomes embedded not only in the organization’s documents, but also in organizational routines, processes, practices and norms . The service provided by records management is vital to any organization, and to every information-using employee in the organization since organizational knowledge is contextualized in an organization’s documents. This common ground emphasizes the importance of records management in the knowledge economy.

Table 22: Showing findings on the relationship between Information and Communications Technology and Records management

Information and Communications Technology

Records management

Source: Primary Data

r=Pearson correlation coefficient.

N=number of respondent

X=Independent variable.

Y=dependent variable

Table 23: Showing calculation between variables

312

169

576

144

324

313

577

Source: Primary Data

r=25(324)-625÷25 (313)-(25×25) (25(577)-25×25

8100-625÷ (7825-625) (14425-625)

=7475÷7200×13800

=7475÷√99360000

=7475÷9968

=0.75

=0.8

Correlation = 0.8

The study requested the respondents to provide information about the relationship between Information and Communications Technology and Records management in Century Bottling Company Limited as calculated above. The results reveal a positive and strong relationship between Information and Communications Technology and Records management in Century Bottling Company Limited since r=0.8. This shows that Information and Communications Technology affects Records management. Organizations are also producing increasingly large amounts of information and consequently greater volumes of records, in both paper and electronic form. It is essential that information is captured, managed and preserved in an organized system that maintains its integrity and authenticity. Records management facilitates control over the volume of records produced through the use of disposal schedules, which detail the time period for which different types of record should be retained by an organization. The growth in electronic communications and data, from emails to databases, presents new challenges, but can be managed by the same records management principles that are applied to paper documents. Sound records management is also an essential basis for the transition to EDRM (Electronic Document and Records Management) that many organizations are embracing.

CHAPTER FIVE

SUMMARY OF THE FINDINGS, CONCLUSION AND RECOMMENDATIONS

5.0 Introduction

Under this chapter the researcher summarizes the study findings, makes conclusions and recommendations in the accordance with the objectives of the study.

5.1 Summary of the findings

5.1.1 Findings on the importance of information and communications technology in Century Bottling Company Limited

Findings indicated that personal experience in ICT support and training has enabled observation of users’ struggles to learn to use systems. In many cases, the problem was not the users but the systems, which did not follow their expectations or fit the way the organization as a whole operated. As part of a small software house it was possible to carry these observations back to the programming team and have alterations made in the software to allow it to follow the mental models of the users more closely. They based this on the figures which they were reading from the Century Bottling Company Limited reports.

Findings indicated that more precisely ICTs can be viewed as all forms of technologies and products for a wide range of software, hardware, telecommunications and information management techniques, applications and devices used to create, produce, analyze, process, package, distribute, retrieve, store and transmit or receive information electronically in a digital form such as computers, email, internet, websites, social networking and other wireless communications devices, networks, broadband, and as well as the various specialized devices and applications associated with them, such as satellite systems and videoconferencing.

Findings indicated that ICT can be exploited to create a list of contacts and to make use of available information to start and sustain new business ventures. For example, ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places, giving them the ability to improve their negotiating power therefore information and communication technologies can radically change the competitiveness of organizations, and note how electronic commerce has reduced the cost of trading among companies and also helped to strengthen their relationships and collaboration.

Findings indicated that ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places, giving them the ability to improve their negotiating power. While 4% said that information and communication technologies can radically change the competitiveness of organizations, and note how electronic commerce has reduced the cost of trading among companies and also helped to strengthen their relationships and collaboration.

5.1.2 Findings on the need for record management in Century Bottling Company Limited

Findings indicated that an effective records management program allows the organization to render better customer service, provides legal defensibility and leads to improved profitability. Hence, it is necessary to award high priority to records management to avoid organizational problems that may arise owing to poor handling of office records. while the quicker an organization can locate a file or important legal document, the more productive it will be. That does not, however, mean that employees have to be neat freaks in order to be productive. It simply means that an organization needs to learn more effective ways to handle its daily paper flow.

Findings indicated that records are the memory of an organization. They are the assets of an organization that are created, processed, transmitted, used, stored, retrieved, retained, and eventually destroyed. Records management is the systematic control of this “memory” throughout its life cycle therefore the records manager is responsible for ensuring that all information required for operating the business is accurate, and readily accessible.

Findings indicated that the main contribution of records management to risk management is through records retention schedules, which allocate a suitable retention period to various records, especially perceived threats of litigation. However, it should be noted that there are instances of public organizations in South Africa destroying records, for accountability purposes, as a way of managing political risks thus not all processes generate records and that it is the role of records management working within a risk management framework to identify how far each process should be recorded.

5.1.3 Findings on relationship between Information Communications Technology and Records management

Findings indicated that the volume of electronic records is growing exponentially because of increasingly powerful and easy-to-use computer hardware and software, the growing popularity of e-mail systems, the ease with which records can be downloaded from Internet, and the conversion of paper formats to electronic formats while the increasing use of electronic document management (imaging) systems, video and audio machines further adds to the growing volumes of records in electronic format.

Findings indicated that information and communication technology have developed rapidly over the past decade and provided the means to easily capture, store and distribute documents in vast quantities and at an ever-increasing speed. To be able to make good use of this information instead of becoming swamped by it, scientific controls need to be applied thus like any other profession that is greatly affected by technological advancement, the future of records management is at stake.

Findings indicated that effective records management ensures the availability of records for future assessment in order to determine whether the recommended risk mitigation has been followed by relevant business process owners. The success of risk management is partly dependent on the accuracy of records in organizations, as every judgment made must be based on reliable information. In an age in which transparency, accountability and compliance are of increasing concern, it is essential that organizations comply with regulations and, if they do not, are able to explain why they cant comply.

Findings indicated that records management has evolved from a paper-based function responsible for the storage of an organization’s business documents, to one concerned with the management of specified internal records, in a multitude of media thus records management focuses on creating, storing, retrieving and using business records without the loss of any vital data or information within those records and ensures that the collective knowledge of records is captured and preserved while when knowledge in an organization is shared, it becomes embedded not only in the organization’s documents, but also in organizational routines, processes, practices and norms .

5.2 Conclusion

It is clear from the study that a strong records management regime can be one of an organization’s primary tools in identifying risks and can therefore lead to proper risk management. Therefore, records management should be integrated with risk management and record-keeping must be viewed by organizations as a risk management function, thereby leveraging its status in the public sector. The integration of risk and records management has a bright future as its synergy enables the identification of not only risk but also business opportunities, maintains competitive advantage and facilitates the achievement of the strategic objectives of the organization. Therefore, as Isa (2009) would attest, a risk-based approach to records management identifies and gives priority to risky records and in the process ensures that records are protected against destruction and damage, retrieved when needed and disposed of at the end of their life cycle.

The study indicated that the results reveal a positive and strong relationship between Information and Communications Technology and Records management in Century Bottling Company Limited

since r=0.8. This shows that Information and Communications Technology affects Records management. Organizations are also producing increasingly large amounts of information and consequently greater volumes of records, in both paper and electronic form. It is essential that information is captured, managed and preserved in an organized system that maintains its integrity and authenticity. Records management facilitates control over the volume of records produced through the use of disposal schedules, which detail the time period for which different types of record should be retained by an organization. The growth in electronic communications and data, from emails to databases, presents new challenges, but can be managed by the same records management principles that are applied to paper documents.

5.3 Recommendations

An effective records management programme covering the full life cycle of a record will ensure that records are not merely kept, but are kept well, as a resource and an asset to increase the organization’s efficiency. As part of risk management, organizations should develop business continuity plans and contingency measures to ensure that records that are vital to the continued functioning of the organization are identified as part of risk analysis, protected and recoverable when needed

Records management in the knowledge economy focuses on the self-management of business records by knowledge workers in an organization to ensure that the collective knowledge of records is captured and preserved to reach a competitive advantage.

After realizing the levels ICT for management, it is therefore imperative for the Century Bottling Company Limited authorities to train administrators and provide more ICT facilities with the required ICT facilities like computers, computer software, internet facilities and reliable databases to effectively use ICT at all levels of management

The management of Century Bottling Company Limited should put in place formal procedure to be followed to enforce strict use of ICT structures like MISs, internet based communication and other tools to manage production system

It was also recommended that a framework of guideline be provided for prior to purchasing an e-production system, that is, a list of the required specifications be made after consultation with users (administrators) to enable purchase of a reliable ICT structure and initial ICT training for administrators must be undertaken to engender commitment to e-Production and marketing initiative and support for new ICT skills acquisition for effective implementation of e-Production and marketing.

5.4 Areas of further study

The effect of records management on organizational performance

An evaluation of Records management in contemporary organizations

The effect Information and Communications Technology on organizational effectiveness

REFERENCES

Akotia, P., (1996), ‘The management of public sector financial records: The implications for good government’, University of Ghana, Legon, viewed 10 January 2013

Auditor-General of South Africa, (2011), Simplifying audit opinions and findings to enable government leadership to exercise meaningful oversight towards clean administration, AG online column, viewed 16 July 2013

Bhana, P., (2008), ‘The contribution of proper record-keeping towards auditing and risk mitigation: Auditor-General of South Africa’s perspective’, paper presented at the 3rd Annual General Meeting of the South African Records Management Forum, Midrand, South Africa, 10–11 November, viewed 15 June 2013

Chernobai, A.S., Rachev, S.T. & Fabozzi, F.J., (2007), Operational risk: A guide to Basel II capital requirements, models and analysis, John Wiley & Sons, New Jersey.

Egbuji, A., (1999), ‘Risk management of organisational records’, Records Management Journal 9(2), 93–116.

Erima, J.A. & Wamukoya, J., (2012), ‘Aligning records management and risk management with business processes: A case study of Moi University in Kenya’, Journal of the South African Society of Archivists 45, 24–38.

Harris, V., (2007), ‘”They should have destroyed more”: The destruction of public records by the South African State in the final years of apartheid, 1990-1994’, in V. Harris (ed.), Archives and justice: A South African perspective, pp. 305–336, The Society of American Archivists, Chicago.

Harris, V. & Merrett, C., (2007), ‘Toward a culture of transparency: Public rights of access to official records in South Africa’, in V. Harris (ed.), Archives and justice: A South African perspective, pp. 269–288, The Society of American Archivists, Chicago.

Henttonen, P. & Kettunen, K., (2011), ‘Functional classification of records and organisational structure’, Records Management Journal 21(2), 86–103.

Isa, A.M., (2009), ‘Records management and the accountability of governance’, PhD thesis, Humanities Advanced Technology and Information Institute, University of Glasgow, Glasgow, Scotland

KPMG, (2011), Records risk management diagnose, viewed 10 December 2013, from http://www.kpmg.com/US/en/IssuesAndInsights/ArticlesPublications/Documents/records-risk-management-diagnostic.pdf

Lemieux, V.L., (2001), ‘Competitive viability, accountability and record keeping: A theoretical and empirical exploration using a case study of Jamaican Commercial Bank failures’, PhD thesis, Dept. of Information Studies, University of London,

Lomas, E., (2010), ‘Information governance: information security and access within a UK context’, Records Management Journal 20(2), 182–198.

Ngoepe, M., (2011). Records management practices in the South African public sector: Challenges, trends and issues, Lambert Academic Publishing, Saarbrücken.

Palmer, M., (2000), ‘Records management and accountability versus corruption, fraud and maladministration’, Records Management Journal 10(2), 61–72.

Reed, B., (1997), ‘Electronic records management in Australia’, Records Management Journal 7(3), 191–204.

Sampson, K.L., (2002). Value added records management: protecting corporate assets, reducing business risks, 2nd edn., Quorum Books, New York.

APPENDIX I1: QUESTIONAIRE

Dear respondent, I am Amono Christine a student

of Management Training and Advisory Center pursuing a Diploa in Records and Information Management conducting an academic research on a topic entitled, “The effect of Information and Communications Technology on records management in organizations; A case study of Century Bottling Company Limited.” You are therefore requested to participate in this study. This academic research and your responses will be treated with the utmost confidentiality it deserves.

SECTION A: GENERAL INFORMATION (please tick the appropriate box below)

Gender of respondent

Male

Female

Age of the respondent

18-30

31-45

46 & above

Highest education level of respondent

Diploma

Degree

Masters’

And if others, specify

What department do you work in

Marketing

Finance

Procurement

Human Resource

Accounts

And if others, specify ………………………………………………………………

NB. Indicate STRONGLY AGREE=1, AGREE=2, NOT SURE=3, STRONGLY DISAGREE, =4 AND DISAGREE=5

SECTION B: THE IMPORTANCE OF INFORMATION AND COMMUNICATIONS TECHNOLOGY IN CENTURY BOTTLING COMPANY LIMITED

OPTIONS

Personal experience in ICT support and training has enabled observation of users’ struggles to learn to use systems

ICTs can be viewed as all forms of technologies and products for a wide range of software

ICT can be exploited to create a list of contacts and to make use of available information to start and sustain new business ventures

ICTs have the potential to link small sellers and buyers to the daily market prices of commodities in different places

The use of ICT in business has enhanced productivity

SECTION C: THE NEED FOR RECORD MANAGEMENT IN CENTURY BOTTLING COMPANY LIMITED

OPTIONS

Records management is an essential component of office administration

The quicker an organization can locate a file or important legal document, the more productive it will be

Records are the memory of an organization

Effective records management ensures the availability of records for future assessment

The main contribution of records management to risk management is through records retention schedules

The role of records management working within a risk management framework to identify how far each process should be recorded

Business records serve as the corporate memory of an organization

Records management ensures information can be accessed easily, can be destroyed routinely when no longer needed

SECTION D: THE RELATIONSHIP BETWEEN INFORMATION COMMUNICATIONS TECHNOLOGY AND RECORDS MANAGEMENT

OPTIONS

The increasing use of electronic document management (imaging) systems, video and audio machines adds to the growing volumes of records in electronic format

Like any other profession that is greatly affected by technological advancement, the future of records management is at stake

For records managers to secure their jobs, they must have the same computing skills as document creators and computer systems managers

Information and Communication Technology (ICT) has become part and parcel of the daily government operations

Many organizations are creating electronic records through the use of office automation tools

Records management has evolved from a paper-based function responsible for the storage of an organization’s business documents

Organizations are also producing increasingly large amounts of information and consequently greater volumes of records

There is a relationship between information communications technology and records management

THANKS FOR YOUR TIME AND COOPERATION!!!

THE EFFECT OF INFORMATION AND COMMUNICATION TECHNOLOGY ON RECORDS MANAGEMENT IN ORGANIZATIONS

1.0 Introduction

3.7.1 Validity

3.7.2 Reliability

CHAPTER FOUR

PRESENTATION OF FINDINGS AND DISCUSSION

4.0 Introduction

4.1 Demographic characteristic on respondents

SUMMARY OF THE FINDINGS, CONCLUSION AND RECOMMENDATIONS

5.1 Summary of the findings

5.1.2 Findings on the need for record management in Century Bottling Company Limited

5.2 Conclusion

5.3 Recommendations

Records management in the knowledge economy focuses on the self-management of business records by knowledge workers in an organization to ensure that the collective knowledge of records is captured and preserved to reach a competitive advantage.

5.4 Areas of further study

Remember! This is just a sample.

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