Improving Public Record Management System at Government Ministries and Agencies: Factors to Consider and Action Steps to Take

Abstract

The way in which Government ministries and agencies managed and preserved its records is crucial for its survival in a rapidly changing society. The study concentrated on exploring factors posing challenges to the management and preservation of public records as well as determine action steps needed for improving public record management systems at government ministries and agencies in Liberia, where it was expected to cover the three main specific objectives: record keeping system, policies kept in keeping records and ways to improved public records management system. The researcher employed a cross-sectional descriptive survey in order to quantitatively examine the challenges faced by government institutions. A researcher-administered opened ended questionnaire was used as a data collection tool to study a stratified sample of Seven (7) members from an estimated population of twenty seven (27). The data were collected from the fields both primary and secondary data, the collected data and findings were analyzed and computed both qualitatively and quantitatively to get reliable and valid data using tables, charts and explanation. The data collected was from five records departments of the Government ministries and agencies whose population formed the sample size and the targeted sample. Findings on the type of systems used in record keeping revealed that most problems are experienced when using the manual system as it is not much efficient in keeping mostly for a long time period. Records are lost easily, mis-recording of the transactions and fail to correct due to bureaucracy in correcting. Although there were sporadic cases of record keeping, a greater number of respondents revealed that government entities lack the facilities, equipment, education and trained/skilled personnel to apply correct records management procedures in their daily administration. The findings on the policies revealed that most 60% percent of Government entities do not have written policy on records management and preservation while 40% percent of some Government entities agreed that they have records policy. Some workers are aware about the few written policies which are kept but fail to follow them. This is due to that activities are made in a usual manner even with no policies as each one sees. The aspect of record keeping is a reluctant procedure. Procedures are present also but not well identified by most of the respondents. The findings also revealed patterns and trends of non-compliance with records management standards and guidelines.