Assessment On The Effectiveness Of Record Keeping Towards Achieving Organizational Objective

1.1  Background Of Study

Information is consistently regarded as a critical component of any organization, given its utilization in decision-making processes, legal considerations, and safeguards (Najjuka, 2018; Eniola et al., 2019). Each organization maintains documents that are critical to its daily functioning and even its continued existence. Presently, within an exceedingly competitive landscape, it is critical for an organization to maintain its operations amidst emergency situations and to be capable of promptly resuming its critical and fundamental business functions, especially in the aftermath of a natural or man-made catastrophe (Ukazu et al., 2023). Preventive measures and strategies must be implemented to ensure the organization meets its objectives and sustained business operations, which will aid in establishing its management's credibility and gaining customers' confidence and trust in its ability to provide for them in the event of a catastrophe (Paul et al., 2022).

Records and information are inherently intertwined, as they encompass crucial data required for organizational planning, decision-making, and control (Bernard, 2019). Every day, an organization processes and receives a vast quantity of information, but not all of it consists of documents. A record is consistently associated with the official operations of an organization and is preserved as evidentiary support (Onaolapo & Adegbite, 2014). A record is an item that serves as evidence of its existence and can be utilized to reconstruct or verify the state of being, irrespective of its format or attributes (Agu et al., 2022). An organization may generate, obtain, or be in possession of a record in furtherance of its legal obligations, business transactions, or in compliance therewith.

Effective record-keeping is advantageous for all organizations and their stakeholders. It is a critical element of business operations, guaranteeing the smooth and accurate transmission of information both inside and outside facility management, with the added benefit of facilitating the retrieval of required data (Muaadh et al., 2015). Organizations cannot assure transparency, guarantee accountability, or permit the exercise of good governance in the absence of trustworthy and authentic documentary evidence supporting all essential accountability processes (Umi & Zawiyah, 2009). It is widely acknowledged that effective management of firm operations necessitates managers to possess pertinent cognate skills, such as the capacity to maintain and oversee precise records (Ukazu et al., 2023).

It should be the case that each organization has a distinct comprehension of which records must be maintained, for how long, and which must be discarded (Muaadh et al., 2022). This comprehension is specified in a file plan. The file plan, also known as a record plan, organizes records pertaining to a specific topic and assigns record numbers to ensure that related records are filed together (or stored together in electronic systems) and have a retention schedule automatically applied to them. Typically, this requires the creation of a taxonomy or thesaurus to classify records and/or documents in a standardized and/or common manner (Najjuka, 2018). Record preservation constitutes a fundamental responsibility for all agencies, corporations, and organizations. Effective integration and monitoring of information systems facilitate effortless and efficient access to necessary records for an individual or group (Paul et al., 2022).

Effective records administration systems are essential for ensuring the delivery of quality decisions and services. When a record-keeping system fails to operate effectively, decisions are rendered devoid of comprehensive information (Onaolapo & Adegbite, 2014). Furthermore, there is a high probability that documents will become disorganized, misplaced, ruined, or altered (Muaadh et al., 2022). Such occurrences may ultimately lead to inadequate activity scheduling and planning. Ultimately, organizational performance may suffer, rendering management's decision-making processes burdensome and potentially impeding the fulfillment of statutory obligations (Ukazu et al., 2023; Bernard, 2019).

1.2 Statement of  the Problem

Documents facilitate and bolster the efforts of an organization to achieve its mission. Every organization must maintain accurate records in order to accomplish its objectives (Agu et al., 2022). Due to the fact that records comprise information, they are an invaluable asset to the organization. Organization is crucial for facilitating decision-making within an organization; if decisions are consistently sound, the organization can more easily compete with other organizations (Paul et al., 2022; Eniola et al., 2019).

The service rendered by records administration is crucial for the expansion of the organization and for each employee who utilizes information within it. Its principal purpose is to enable the unrestricted movement of documents within an establishment, guaranteeing the prompt availability of information in the location and time that it is required (Muaadh et al., 2022). This organization requires an efficient and effective records administration program in order to perform this duty. In the event that an organization requires record services, the records manager contributes to its operation by facilitating and improving the tasks of its users (Umi & Zawiyah, 2009). Given the distinctive nature of an organization's records, they require explicit management, similar to how the organization handles its other resources, including personnel, capital, and real estate (Najjuka, 2018). This study will assess the effectiveness of record-keeping in achieving organizational objectives.

1.3 Objective of the Study

Based on this seemingly observation, the objective of this study includes: 

The general objective of this study is to assess the effectiveness of record keeping towards achieving organizational objective. The specific objectives include the following:

1. To investigate the effectiveness of record keeping in enhancing organizational decision making.

2. To investigate the effectiveness of record keeping in facilitating operational efficiency of business organization.

3. To investigate the effectiveness of record keeping in improving organizational productivity.

4. To examine the barriers affecting good record keeping in business organization.

1.4 Research Questions

The following research questions will be answered in this study:

1. How effective is record keeping in enhancing organizational decision making?

2. How effective is record keeping in facilitating operational efficiency of business organization?

3. How effective is record keeping in improving organizational productivity?

4. What are the barriers affecting good record keeping in business organization?

1.5 Research Hypothesis

The following research null hypothesis will validate this study:

Ho: Record keeping is not effective in achieving organizational objective.

Ha: Record keeping is effective in achieving organizational objective.

?

1.6 Significance of the Study

This study will provide valuable insights into how robust record-keeping practices contribute to the attainment of organizational goals and objectives.

Organizations will benefit from this study by gaining a clearer understanding of how effective record keeping can improve operational efficiency and decision-making processes. The findings will highlight best practices and strategies that organizations can adopt to ensure that their record-keeping systems are both comprehensive and efficient. This will help organizations streamline their operations, reduce errors, and minimize the risk of non-compliance with regulatory requirements. As a result, organizations will be better positioned to achieve their strategic objectives and enhance their overall performance.

The study will also benefit organizational stakeholders by emphasizing the importance of record keeping in achieving transparency and accountability. Effective record-keeping practices will facilitate accurate reporting and auditing, which are essential for maintaining stakeholder trust and ensuring organizational integrity. As organizations implement the study’s recommendations, they will be able to demonstrate their commitment to transparency and accountability, which will enhance their reputation and foster stronger relationships with stakeholders.

1.7 Scope of the study

Generally, this study focuses on assessing the effectiveness of record keeping towards achieving organizational objective. Geographically, this study will be Nestle PLC. Lagos state Nigeria.

1.8 Limitation of the study

Like in every human endeavour, the researchers encountered slight constraints while carrying out the study. Insufficient funds tend to impede the efficiency of the researcher in sourcing for the relevant materials, literature, or information and in the process of data collection (internet, questionnaire, and interview), which is why the researcher resorted to a moderate choice of sample size. More so, the researcher will simultaneously engage in this study with other academic work. As a result, the amount of time spent on research will be reduced.

1.9 Definition of terms

Record: Is a document that contains information about event, result achieved, or statement made.

Record keeping: Records keeping, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition.

Organizational Performance: In today's workforce, organizational performance can be defined as a company's ability to achieve goals in a state of constant change.