Records management practices at M'mbelwa District Council in the Northern Region of Malawi

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. The purpose of this study was to investigate records management practices at M’mbelwa District Council in the Northern Region of Malawi. Specifically, the study aimed at establishing the existing records management practices; examining the existence of policy framework governing records management; establishing the benefits of effective records management practices on service delivery; and investigating factors that contribute to effective records management. The study was guided by the pragmatic paradigm which led to the use of mixed methods approach and adoption of convergent parallel design. The study was underpinned by the Records Continuum Model. The study used a sample size of 44 comprising 9 top management staff, 17 middle management staff, 16 clerical level staff, one records officer, and one management information systems officer. The data was collected using structured questionnaires, interview guides, observation guide, and document analysis guide. Quantitative data was analysed using IBM Statistical Package for Social Sciences software version 20, while qualitative data was analysed thematically. The results were presented quantitatively using tables, graphs, percentages, and qualitatively using themes. The study found that hybrid records were created at M’mbelwa District Council in paper and electronic formats. The hybrid records included minutes, emails, reports, staff appraisal, leave applications, receipts, appointment letters, assets registers, government circulars, policy manuals, attendance reports, requisitions, correspondences, and instructions. These records were captured using computers, Integrated Financial Management Information System, notebooks, and personal cell phones. Most Council employees store paper records in their offices using files, shelves, folders, drawers, and metallic filing cabinets. For e-records, the most used storage facilities were computers, flash drives, and Integrated Financial Management Information System. The study further found that the Council did not have records retention and disposition schedule, records management policy, plans, and guidelines. However, there was a positive relationship between public records management and government service delivery at M’mbelwa District Council. The study also established that members of staff at the Council had knowledge in records management practices which they obtained mostly through on-the-job-training. Nevertheless, personnels’ skills in records management practices ranged from moderate to poor. As for records management infrastructure, the study established the existence of computers, printers, Internet, Integrated Financial Management Information System, electronic record backup system, scanners, cloud computing, lockable wooden filing cabinets, wooden shelves, lockable wooden drawers, files, and folders. However, top management support in terms of funding of various records management activities was not adequate. The study concludes that records management practices at M’mbelwa District Council are not properly organised. Therefore, the study recommends that M’mbelwa District Council should consider developing a records management system, policy, plans and guidelines, develop records management into a full department with its own budget vote, and improve top management support towards records management practices.