An Assessment of the Effectiveness of Records Management Practices at the Department of Physical Planning Estates and Works NUST

                               ZIMBABWE OPEN UNIVERSITY

FACULTY OF APPLIED SOCIAL SCIENCES

DEPARTMENT OF INFORMATION SCIENCE AND RECORDS MANAGEMENT

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by

etiwel mutero

Student Number: P1036139r

A research project submitted to the Zimbabwe Open University in partial fulfilment of the requirements for the Bachelor of Science Honours Degree in records and archives management

Zimbabwe  Open University

Harare, Zimbabwe

Year 2014

Zimbabwe Open University

Approval Form

The undersigned certify that they have read and recommended to the Zimbabwe Open University a research project entitled:

EFFECTIVENESS OF RECORDS MANAGEMENT PRACTICES IN THE DEPARTMENT OF PHYSICAL WORKS PLANNING AND ESTATES AT NUST

Submitted by Etiwel Mutero in partial fulfilment of the requirements for the Bachelor of Science Honours Degree in Records and Archives Management.

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Supervisor

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Programme/subject co-ordinator

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External Examiner

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Date

Zimbabwe Open University

Release form

Name Author:            etiwel mutero

Title of Project:         AN ASSESSMENT OF THE EFFECTIVENESS OF RECORDS MANAGEMENT PRACTICES IN THE DEPARTMENT OF PHYSICAL WORKS PLANNING AND ESTATES AT NUST

Degree for which Project was presented:   Bachelor of Science Honours Degree in RECORDS AND ARCHIVES MANAGEMENT

Year this Degree was granted in Learning: 2014

Permission is herby granted to the Zimbabwe Open University Library to produce single copes of this project to lend or sell such copies for private scholarly scientific purpose only.

The author does not reserve the publication rights for the project and neither can extensive extracts from it be printed or otherwise reproduced without the author’s permission.

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Signed

Permanent Address               114 FORT STREET

                                                BULAWAYO

                                                ZIMBABWE

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Date

Dedication

I dedicate this research project to my family.

                                                                   Abstract

The study sought to assess the extent to which records management practices were aiding the effectiveness and efficiency of the NUST Department of Works. The aims and objectives were to establish strategies used to manage records in the NUST Department of Physical Planning Works and Estates and to explore methods used to preserve and conserve the department’s vital records just to mention a few. It was the assumption of the study that there is a near total collapse of records management systems at the NUST Department of Physical Planning and Works and that study was significant because the findings were going to be used by records students undertaking records management studies. The literature review maintains that an effective records management program anchor on a written records management policies, standards and procedures. The researcher used a case study research design where a single department of NUST was chosen for this study. The population of the research comprised of all NUST Department of Physical Planning staff members of which a sample of ten (10) people were elected through a stratified random sampling procedure To gather information the following research tools were used: observation, interviews and questionnaire. The results indicated that; the department have never appraised or disposed its records ever since its establishment, records had already filled up the strong room which is no longer accessible and some of the records are staffed in boxes and some piled on the floors. It was recommended that the department adopts a records management policy, train its staff on simple records management standards, adopts a records preservation plan, revive the records office and to appraise and dispose records systematically.

ABBREVIATIONS/ACRONYMS

ICT                                          Information Communication Technologies

NUST                                      National University of Science and Technology

ZOU                                        Zimbabwe Open University

                                                  ACKNOWLEDGEMENTS

I would not have been able to complete this academic journey at the Zimbabwe Open University without the following individuals who have stayed with me along the way:

First of all, I would like to express sincere gratitude to my supervisor Mrs. M. Tapfuma for his attention to detail and generosity in sharing both his knowledge of the research process and most importantly, for helping I grow immeasurably as a student. With her guidance and support, writing this research project was a powerful learning experience.

I would like to extend my appreciation and special thanks to the following other people who have assisted me during the time I was writing this project: Mr Chenjerai Mawodzwa, Mr M.Moyo, Ms. Hilda Hwenga, Miss Dorcas Ndlovu, Ruth Matitima, Nonhlanhla Moyo and Spiwe Sibanda.

Many thanks, as well go to all the staff of the NUST Department of Physical Planning and Works where I conducted this study.

No study can be conducted without the emotional support of family, friends and colleagues. I can merely express my gratitude to all my family and friends for their continued support.

                                                                                                                                                                                                                

                                                      TABLE OF CONTENTS

                                                            PAGE

Approval Form                                                                             ii

Release Form                                                                                iii

Dedication                                                                                                iv

Abstract                                                                                        v

Abbreviations and Acronyms                                                      vi

Acknowledgements                                                                      vii

Table of Contents                                                                         viii

List of Tables                                                                               xiii

List of Figures                                                                              xiv

CHAPTER 1: INTRODUCTION

1.1 Introduction                                                                                  1

1.2 Background of the study                                                              1

1.3 Statement of the problem                                                             5

1.4 Purpose of study                                                                           5

1.5 Research Objectives                                                                     5

1.6 Research questions                                                                       6

1.7 Significance of the study                                                             6

1.8 Assumptions of the study                                                             6

1.9 Definition of Terms                                                                          7

1.10 Scope of the study                                                                          8

1.11 Limitations of the study                                                                 8

1.12 Summary                                                                                        9

Chapter 2:  Literature Review

2.1 Introduction                                                                                     10

2.2 Definitions of Records Management                                               10

2.3 Importance of Records Management                                               10

2.4 Other Benefits of Records Management                                          16

2.5 Requirements of an Effective Records Management Program         18

2.6 Records Life-Cycle                                                                            23

2.7 Records Appraisals                                                                            25

2.8 Purposes of Records Appraisals                                                         25   

2.9 Theories of Records Appraisal                                                           27

2.10 Appraisal Methodologies                                                                  28

2.11Records Retention Schedules                                                             31

2.12 Benefits of Retention Schedules                                                        32

2.13 Disposal Schedules                                                                            35

2.14 Consequences of Delaying to Dispose Records                                 36

2.15 Summary                                                                                             37

CHAPTER THREE-RESEARCH METHODOLOGY

3.1 Introduction                                                                                           39

3.2 Research Methodology                                                                          39

3.3 Research Design                                                                                     40

3.3.1Advantages of a Case Study                                                                 42

3.3.2 Disadvantages of a Case Study                                                            42

3.4 Population and Sampling                                                                        43

3.5 Sampling Procedure                                                                                44

3.6 Research Instruments                                                                              46

3.6.1 Interview                                                                                              46                                    

3.6.2 Questionnaires                                                                                      48

3.6.3 Observation                                                                                          49

3.7 Reliability and Validity of the Research Tools Used                              50

3.8 Data Collection Procedures                                                                     53

3.9 Data Presentation and Analysis Procedure                                             54

3.10 Summary                                                                                               55

                                                                 

Chapter 4: DATA PRESENTATION AND ANALYSIS

4.1 Introduction                                                                                            56

4.2 Analysis of Questionnaire Responses                                                    57                     

4.3 Questionnaire Response Rate                                                                 57

4.3.1 Questionnaires Response Analysis                                                  59

4.4 Observation                                                                                          63

4.5 Summary                                                                                              64

      CHAPTER 5: Summary, Conclusions and Recommendations

      5.1 Discussion                                                                                             65

      5.2 Summary                                                                                               71

      5.3 Conclusion                                                                                            72

      5.4 Recommendations                                                                                73

                               LIST OF TABLES

Table A-Questionnaire Response Rate According Job Positions                  58

                                        LIST OF FIGURES

Figure 4.1 Questionnaire Response Rate                                              55

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Etiwel Mutero  holds a Bsc Honours in Records & Archives Management and a National Certificate in Records and Information Science from Kwekwe Polytechnic and  a Bachelor of Science Honours Degree in Records and Archives Management from the Zimbabwe Open University.Do you want a copy of this dissertation, assistance in writing your college or university assignment or dissertation? You can contact Etiwel Mutero on 00264817871070 or etiwelm02@gmail.com