Concept of Information and Records Management
Information and records are the backbone of the economic life of society and are therefore fundamental to its existence. Records are documents in whatever medium received or created by an organization in the course of its business and retained by that organization as evidence of its activities or because of the information it contains. They are statement of facts, figures recorded in form of impression and expression, purposely established for remembrance and reference. They consist a wide range of valuable and irreplaceable materials such as signed copies of appointment and promotion letters, signed copies of annual accounts, orders, and minutes of meetings, communiqués, account vouchers, personnel files, working papers, and policy files, (Ayeni, 2000). According to Adeniran (1998) records include all transactions of an organization within and without, in performing its functions, kept for future reference, maintenance, of the organization’s history and ensuring continuity of the organization’s activities.
Similarly, Benedon (1978) defined information and records management as that administrative system which concerns itself with the control of records and information from their creation to their ultimate disposition. Also, Kanter (1987) views records and information management as the scientific and systematic control of recorded information, the control of which is over its creation, maintenance, utilization, storage, retrieval and disposition.
Penn et al (1989) posit that recorded information has a ‘life’ similar to that of a biological organism in that it is born (creation phase), it lives (maintenance and use phase), and it dies (disposition phase). Each of the phases has various elements associated with it and functional activities are performed within each element. They emphasized that within the creation phase, there are elements such as forms, reports, directives, and correspondence. During maintenance and use, there are elements such as files, mail, communications, active storage, security, and vital records. Within the disposition phase, there are elements such as scheduling, appraisal, storage in records centers, archives and ultimate disposal.
2.3 Components of Information and Records Management
Records management includes the handling of the records of an organization throughout their entire life cycle- from their birth through their active and productive life. Basically, there are three phases of records management: records creation; records use and maintenance; and records disposition.
2.3.1 Records Creation
Management of information and records usually begins when the records are created in the organization. There are various ways in which a record is created. It could be in form of an individual who writes a letter or memorandum to a business associate, a form sent to an applicant, who must complete it and return it to the organization that has the vacant position or an existing record placed on a copying machine and a copy of it is produced.
Ayeni (2000) observed that records can be internally or externally created, induced or adopted at any point in time as occasion demands. In the same vein, Abass (2003) opined that government agencies routinely create and accumulate records as they undertake the governments business. These records are vital to the process of managing and monitoring the use of resources. Ugwunze (1992) noted that there is every need for records creation because of its importance in the administration of government, organization and institution but that the problem lies in the effective control of creation of these records.
2.3.2 Records Use
Anther important component of information and records management is the records utilization. Penn et al (1989) asserted that the most important aspect of the management of active records is their use as an information source. Ayeni (2000) observed that the records of an organization are its memory. They provide the information needed for effective operation of the organization. Information and Records are used for the following major purposes in every organization:
v Administrative purposes: records help employees perform administrative functions within the organization. Such records include policy and procedures manuals and handbooks, organization charts, and major contracts.
v Legal purposes: They provide evidence of business transactions. Such records include contracts, financial agreements, and deeds to property owned.
v Historical purposes: information and records in the organization usually represents the past memory of the organization. Decisions and activities that took place in the past can easily be retrieved for any purposes mentioned above.
2.3.3 Storage and Maintenance of Records
Stewart (1981) noted that, one sure way to cause chaos in an office is for administrators to leave record which should be put in files lying around because no one knows how to maintain and get them into the system. Penn et al (1989) emphasized that without adequate maintenance of records, the organization can neither obtain the information it wants nor at the proper time. Such situation can lead to inefficiencies, poor decision making and uncertain policy with all the serious implications that these might have for the efficient and effective running of the organization. The above authors noted that filing systems are the heart of information/records storage and retrieval activities.
In a recent survey of some registries and store rooms in public sectors in Nigeria
The efficiency of a filing system depends not only upon use of the most suitable equipment and method but on the ability and reliability of the staff responsible for filing. Stewart (1981) observed that one of the most frequent sources of delay and annoyance in filing is to find that folder has been removed from its pace in the cabinet and a lengthy, irritating search all over the office is necessary to trace it. In the same view, Penn et al (1989) stated that the movement of files creates a conflict of interest between registries and their users. For registries they create headaches, but for the users whom the registries serve, the files exist to be moved and used. Thus, to avoid this he stated that a file location system has to be maintained and this can be achieved most effectively by replacing a file by a location card when it is taken out or sent from the registry. The location file will show the file title and file reference, the date on which it was taken out, and the name of the officer/person who has it. One such card can be made out for every file as it is created and rest inside the file cover when the file is in place in the registry.
According to Ajewole (2000) filing is an age-long means of preserving records and information, and a tool in the effective management of records and information. He argued that space and equipment are inseparable aspect of storage. The storage space and storage equipment are devices for the preservation of records. He emphasized that the physical design of the storage space must facilitate proximity of active files, comfort of staff and easy retrieval. Similarly, the arrangement of storage equipment and furniture must promote easy access, quick reception of inquirers and requesters as well as smooth contact/interaction among staff working there.
2.3.4 Records Retention and Disposal
The cost and inconvenience of storing ever increasing quantities of inactive records affect both management and users and eventually reach the point where remedial action is imperative. There is also the fear that if records that are cleared out and destroyed on an adhoc basis whenever space runs out there may be some that could be destroyed inappropriately. Stewart (1981) observed that records retention is the decision to keep records depending on their usefulness, legal requirements and other facts which may be determined by the business organization. Thomas et al (1983) viewed retention schedule as a documented agreement among the records creator, the record user and the record manager as to the retention and disposition of a record which will specify how long each type of active record is to be held in storage and when it can be destroyed. Retention periods are the periods of time varying from a few months of permanency during which a record has to be maintained by an institution. This is usually determined by statute, legal, regulatory or business compliance.
A records retention and disposal schedule is a list of the record series of an organization with directions on how the records are to be disposed of after their creation and initial use. The schedule spells out how long the records are to be retained, including any that are to be retained indefinitely. It may also include instructions on when records are to be transferred to secondary storage or archives. Penn et al (1989) pointed out that records scheduling has three broad objectives:
1. Prompt disposal of records whose retention period has ended.
2. Storage of records which must be temporarily retained after they are no longer needed in current business.
3. Preservation of record which are of long-term value.
Large accumulations of all types of records may reflect inadequate management not only on the part of the records managers but also on the part of the organization’s overall administration. Some types of records require only one reading or action before disposal; others should be retained for short period of time. Ayeni (2000) noted that records in any organization either commercial or noncommercial are retained because they are legally required to be kept by a status or they may be required as evidence in legal proceedings. In most cases records lifespan can be pre-determined at the creation of the record by use of pre-defined retention or destruction schedules.
However, it is important to states that good records management is based on the principles of regular review and controlled retention or destruction of information. The article is relevant to this study in that retention and disposal schedules are part of records lifespan and need to be examined for proper study.
2.4 ICT in Management of Information and Records
Information and Communication Technology (ICT) is concerned with the use of computer technology plus telecommunication technology in acquiring, processing, storing and disseminating recorded information.
Wamukoya (1999) cited by Kemoni (2000) pointed out that, the advent of new technologies and their growing adoption and use in organization is rapidly changing the way organizations work, make decisions, communicate and even document their activities. Consequently, records staff must pay attention to records in electronic format. Longe (2000) observed that computer application in record management is to provide an effective information system which in turn will facilitate reliable, timely, tangible and useful information for decision making.
Also, Aina (2004) opines that, the use of computer and communications technologies in information handling and processing has arisen because of increased workload involved in coping with information explosion. In order to keep pace with handling the increasing number of records, computers and other ICT devices such as telephone, mobile phones, PDAs, scanners etc are utilized to handle information processing with greater speed and accuracy than manual processing.
According to Hare and Southwood (1995) the technology itself is being harnessed to create, distribute and manage records. Standards commercial packages, such as spreadsheet, databases and word processing which are likely to be readily available in organization’s can play their part but they are now being supplemented by a whole range of software types. But this technology has not disposed of the need to use basic records management principles and technologies.
Penn et al (1994) emphasized that care must be taken to ensure that the implementation of technological improvements does not get out of hand. Life-cycle management efficiencies can be completely eliminated when technology is misapplied. He noted that with the advent of electronic record keeping, the technological issue becomes even more involved. One must be concerned not only about the medium on which the information is captured (magnetic tape, sloppy disc, optical disc), but about the equipment on which the medium depends in order to be read.
2.5 ICT Devices for Storage and Retrieval of Information
Saddiqui (1997) writes that information and communication technologies found in libraries can be divided into three categories: computers, storage media and telecommunication devices. A computer performs processing operation of data, and is used to store and retrieve information. Since the central processing unit (CPU) of the computer has a definite amount of data capacity, it requires additional storage media, such as magnetic disk, magnetic tape, and optical disc. A disc is the most common auxiliary storage device. Telecommunication devices, facilitates the transfer or communication of data and information.
2.5.1 Computer
Capron (2000) defined a computer as a machine that can be programmed to accept data/information and store it away (magnetic disk, tape and optical disk) for safe keeping or later for retrieval. He further asserted that computer is an important device in the information processing because of the speed with which it processes information. Thus, the computer is very reliable and versatile. The major characteristic of computer its high storage capacity. This feature combined to make a computer an indispensable device for information work. Computers are used for information retrieval in databases for selective dissemination of information. The compilation of bibliographies, for online searches, for CD-ROM data bases were enhanced by computing. Charles (1999) adds that computers have given electronic speed to all activities of information management and handling thus saving the time of information scientists and librarians to play their role appropriately. Apart from using computer in information management, networking is seen as a part of technology which links facilities in order to communicate in the process of gathering and disseminating data. Wali and Adimorah (1998) notes that ‘the continuous development and refinement of information technology keeps creating new tools for the information manager. Among the tools information mangers must use in information handling are modern micro-computer system with the state of art accessories capacity; digital data networks with facilities for ISDN (integrated service digital network) and Networks (LAN and WAN) resource and services.
Networks technologies are communication systems which link together computes, storage devices, word processors, printers and even the telephone system for proper information and records management. Networks are known as LAN (Local Area Network) which allows interconnection between computers and the main processors, whilst at the same time allowing users to share resources such as disks, printers and files.
Griffin (1999) notes that ‘many larger organizations today are also developing intranets (a network system operating with one organization) this system enable every unit or division about itself and make it available to employees in the organization.
Water (1998) defines a computer as “electronic device that can receive instruction or program and then carry out the program by performing calculations on numerical data or by manipulating other forms of information.
He further remarks that there are two main types of computer in use. These are the analogue and digital computers. Analogue computers are the computers that exploit the mathematical similarity between physical inter relationships in certain problems and employ electronic or hydraulic circuits to stimulate the physical problem. Digital computers on the other hand solve problems by performing calculation and dealing with each number digit, that is use of 0 and 1.
Aina (2004) noted that the basic principle of a computer system is that information/data are processed, stored and retrieved by different type of devices. Some of these devices include:
(a) Input Devices: They are devices used to translate data/ information which are recognized by human beings into a state that can be processed by computer. There are many types of input devises: Computer punched card; key board; Mouse; and Scanner. (b) Output Devices: These are devices that translate the processed data into a form that human beings can interpret, they include: Video display unit (VDU); and Printers. (c) Central Processing Unit (CPU): this is among the peripheral components of computer; the CPU is the heart of computer. It comprises the main store, or random access memory (RAM), which provide immediate access store to data being processed. It is the temporary storage of data and program. During processing, the RAM can be accessed instantly. It allows several programs to be carried out simultaneously. The C.P.U also contains all the programs needed to process the data.
2.5.2 Storage Media:
There are several types of storage media or devices such as:
(a) Magnetic disk
This storage device is widely used for storing data/information. Magnetic disk is used as storage media and retrieval devices and information stored on magnetic disk can be held for long period of time. According to Adams (1982) magnetic disk is a thin metal plate that looks like stereo record, with its surface coated with ferrous oxide to give the disk a magnetic quality. Data are stored on the disk as a small magnetized spots called bits, and the surface of a disk is divided into concentric tracks that circle the disk. This means that the tracks are separated from each other, but have a common centre, shaped section called sectors.
(b) Magnetic Tape
Magnetic tape is another popular secondary storage medium which is widely used as magnetic disk. The tape is also used as storage and retrieval devices. James (1996) writes that magnetic tape is made up of plastic material; one side of the tape is coated with metallic oxide to give the tape a magnetic quality. The tape is wound on a real, thus magnetic tape may be from 600 feet to 3600 feet long. The width of the tape is ½ inch. He further asserts that magnetic tape is mounted in a magnetic tape unit called a tape drive; the tape drive is connected to the CPU cables, this places it online with computer. The tape is hung side by side on ranks and store in a tape library. The information is stored and retrieved using read/write head and the information are stored in sequence on the tape.
(c) Optical Disc
CD-ROM technology uses 12 centimeters (4-7 inch). Each disc can store over 600 megabytes that is the equivalent of 30000 doubled spaced pages of text. Data/information is recorded by using laser to burn permanent microscopic pits in a spiral trait on master disk. The CD-ROM disk drive uses a laser device to read the binary codes formed by those pits.
Other optical disk technologies are WORM (write once, read memory) and CD-ROM (compact disc-recordable) discs. Convey (1992) state that WORM, CD-ROM and CD-R allows computer with the proper optical disk drive unit to record their own data/information once and be able to read it definitely. the major uses of WORM is image processing, using optical scanner to capture digitized documents, images and store them on WORM optical disc.
The major uses of CD-ROM disc is to provide organization (libraries) with fast access to reference materials in a convenient, compact form, and this include catalogues, directories, manuals, periodical abstracts, books, music, computer application, voice, photographs.
However he asserts that optical disc have emerged as a popular storage medium for image processing and multi-media application and they appear to be promising alternative to magnetic discs and tapes. But the limitation of CD-ROM, CD-R and WORM disc is that, the recorded information cannot be erased.
Aina (2004) stated that digital versatile disc (DVD) can store a large amount of digital information and has more storage capacity than CD-ROM, magnetic disc. A plan DVD has a storage capacity of 4.7 GB. The storage capacity of a DVD is seven times more than that of a CD-ROM.
2.6 Benefit of Information Communication Technology
Use of Information Communication Technology in information management and information work had brought about simplicity and reduced painstaking works. Healthcote (2002) outlined some of the benefit of using Information Communication Technology in information management. These include; speed of processing, vast storage capacity, ability to search and combine data in many ways, instant response, accurate results among others.
Also in addition to that Ben Mbonu (2003) explained the benefit of using Information Communication Technology, in three main points; viz;
a) Cost benefit: Connected system to the Internet do not need to pay extra charges (except cost of connection) for sending or receiving e-mail messages) having no computer, at a very minimal cost, you can send or check your mails in a cyber café; (b) Conveniency: You can send or check you mail at any time of the day from any computer that is connected to the internet in any part of the world. If you use free web-based e-mail, you do not need to configure your computer differently as required by some e-mail programs like Microsoft outlook; (c) Speed: It takes few minutes or seconds to access and send data in any part of the world. This however depends on your computer speed and speed at which your internet service provider transmits.
Healthcote (2002) and Mbomi have arrived at the same idea on speed benefit of Information Communication Technology, but the first have brought more benefits than the later, while Lucey (1995) explain the benefit based on access and storage, stating that ‘the ability to store and access vast volume of data is an undoubted benefit of Information Communication Technology in organizations.
Oketunji (2002) confirmed that application of Information Communication Technology in Nigeria
Information Communication Technology has undoubtedly facilitate information work and services in different faces and assist information managers to generate, process, store and preserved information in order to aid decision making. The benefit of Information Communication Technology cannot be overlooked. Through local are network (LANs) and wide area networks (WANs), libraries would gain from the benefits of e-Mail, Fax electronic data interchange (EDI), teleconferencing even from Electronic fund transfer (EFT). Ukoha (1997) remarks that ‘the benefits of Information Communication Technology are not limited to library and information services, such subsidiary areas as information management and decision making, library accounting process, employee records etc. could all be revolutionized through information technology.
