Records management practices at Kasungu municipal council

Abstract

The proliferation of Information and Communication Technologies has enabled public institutions to create an increased number of paper and electronic records which require proper management. This development has inspired studies in records management to unearth global trends in records management practices. The purpose of this study was to investigate records management practices at Kasungu Municipal Council in Malawi. Specifically, the study aimed at establishing the existing records management practices; examining the existence of policy framework governing records management; and investigating factors influencing records management practices. The study was guided by the pragmatic paradigm which led to the use of mixed methods approach. The study was underpinned by the Records Continuum Model. The study used a sample size of 78, which was arrived at by using census. Purposive sampling was used in selecting departments to be involved in the study. The data was collected using structured questionnaires and interview guidese. Quantitative data was analysed using IBM Statistical Package for Social Sciences Software version 20 while qualitative data was analysed thematically. Quantitative data was presented using tables, graphs, percentages, and qualitative data was presented by using themes. The study found various types of records that were created or received at Kasungu Municipal Council in both electronic and paper format. These records included minutes, emails, reports, and financial records. These records were captured using computers and transmitting emails. Most employees from Kasungu Municipal Council store paper records in their offices using files, shelves, cartons, and cabinets. For electronic records, the most used storage facilities were computers and flash drives. The study further established that the Council did not have records retention and disposition schedule, records management policy, plans, and guidelines. As for records management infrastructure, the study established the existence of computers, printers, Internet, electronic lockable wooden filing cabinets, wooden shelves, and folders. The study concludes that records management practices at Kasungu Municipal Council do not meet the minimum standards. Therefore, the study recommends that Kasungu Municipal Council should consider developing a records management tools including policy, plans and guidelines which should further guide the establishment of a full unit specifically responsible for managing records from creation to disposition.