Records Management Practices at University of Livingstonia

Abstract

The purpose of the study was to investigate records management practices at the University of Livingstonia, Malawi. The production of records using technologies has escalated world-over with growing concerns on their proper management. This prompted studies in records management (RM) to unearth global trends in RM practices. From a global perspective, previous studies on RM focused on public institutions. In Malawi, however, empirical studies in RM practices in private higher education are at an infant stage as such few or no documented studies have been explored. The majority of studies available in the context of Malawi focused mainly on records management in the public sector. The dearth of literature in RM practices in private higher education in Malawi, therefore, underscored conceptualisation of RM phenomena in the context of University of Livingstonia (UNILIA). Such an understanding was critical to unearth best RM practices and contribute to policy suggestions and research practice in the private higher education in Malawi and beyond. The following research questions guided the study: a) What are the types of records created or received at UNILIA; b) How are records managed from creation to disposition at UNILIA; and c) What are the factors influencing records management practices at UNILIA. This is a mixed-methods study underpinned by the records continuum model. It targeted seventy-five (75) UNILIA staff members from central office in Mzuzu and the two campuses: Laws Campus and Ekwendeni Campus because of their direct and active involvement in the records life cycle. The sample size for the study population is sixty-three (63), which was arrived at by employing purposive sampling and stratified random techniques. Purposive sampling was used in selecting departments and faculties to be involved in the study. The self-administered questionnaire and semi-structured interview questions were used to solicit data from the staff members. Another set of data was collected using documentary sources. The study found that UNILIA created records such as minutes (88.5%), grades (86.5%), theses (82.7%), mails (80.8%), reports (78.8%) and financial documents (78.8%) among others. It reported that there were uncoordinated records management practices due to, among others, lack of records management policy, retention, and disposal schedules. It further reported a number of factors frustrating the success of records management practices at UNILIA such as lack of management support, poor funding, and lack of ICT infrastructure. The study recommended implementation and centralization of records unit and the development of records management programmes and policies.