THE ROLES OF OFFICE MANAGERS IN RECORD MANAGEMENT (A CASE STUDY OF FIRST BANK NIGERIA Plc, OWERRI)

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ABSTRACT

This work has been designed to look at the various roles played by office managers in record management and carefully investigate the problems and solutions to these problems office managers encountered while managing record. The need for the study has arisen from the recognition of the important role office managers play in an organization especially in information or record management.

        The research study is divided into five sections. Chapter one has the introduction, which introduces the subject matter. It also contains the background of the study where the researcher unveiled the roles office managers played in effective record management. This is followed by the statement of the problems where the researcher enumerated the problems the office manager observes that impale her to embark on this research work. It also has the objectives of the study, research questions, significance and scope of the study. Chapter two contains all related literatures of different authors who have written on the subject matter. Chapter three emphasis on the research methodology. The research method adapted is survey research. Data was obtained through the use of questionnaire and oral interview. In chapter four, the presentation, analysis and interpretation of data was formulated. Chapter five has the summary of findings, recommendation and conclusion.

TABLE OF CONTENTS

Title page

Approval page

Dedication

Acknowledgement

Abstract

Table of contents

CHAPTER ONE: INTRODUCTION

1.1    Background of the study——————–      1

1.2   Statement of the Problem——————–      5

1.3   Objectives of the study————————–  8

1.4   Research Question—————————-     9

1.5   Significance of the Study———————     9

1.6   Scope & Limitation of the study—————   10

1.7 Definition of terms     –       –       –       –       –       11

CHAPTER TWO: REVIEW OF RELATED LITERATURE

  • introduction

other literature relevant to the topic

CHAPTER THREE: RESEARCH METHODOLOGY

  • Research design—————————   22

3.2   Area of the study——————————      23

3.3   Population and sample size————————     23

3.4   sampling Techniques————       23

3.5   Description of Instrument———————    24

3.6   Method of data collection———————-   25

3.7 reliability and validity of measuring instrument

3.8   Method of data Analysis———————–    25

CHAPTER FOUR: PRESENTATION AND ANALYSIS OF DATA

  • Research Question 1—————————    26

4.2   Research Question 2—————————    28

4.3   Research Question 3————————–     29

4.4   Research Question 4————————–     32

4.5   Research Question 5————————–     33

4.6   Discussions of Findings———————–    34

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATION REFERENCE

5.1   Summary of Findings—————————–        37

5.2   Conclusion————————————-     38

5.3   Recommendations—————————–    39

5.4   Area of further Research———————-     41

Appendix 1

        Letter————————————————       44

        Appendix   2

        Questionnaire———————————      45

CHAPTER ONE

1.0   INTRODUCTION

As you know in every office, a large volume of information in form of letters, circulars, and telegrams are sent to outsiders or received from them. Inside the organization also written materials are exchanged between different departments. All this items when received need to be documented by an office manager for future reference. A planned and efficient handling of these records is essential for the success of any business organization. It is described as the backbone and an integral part of an office.

        Hicks (1964) described that In the course of doing business, records are created through a variety of government activities such as vehicle registration, professional licensing, procurement contract transactions, general correspondence, and other external and internal business processes. Records may be created and transmitted in a variety of ways:

• Handwritten.

• Typewritten.

• Audio/video recording.

• Computer generated (including e-mail and databases).

These records support, document, and provide evidence of a variety of organizations activities including:

• Business processes.

• Program evaluation.

• Information policy making processes.

• Accountability ensurance.

• Facilities planning.

This paper addresses the role of office managers in record management, real world dilemmas of what a record is and the task of its lifecycle management by proposing a working definition of a record, discussing the challenges of managing records by office managers, and identifying a set of best practice recommendations.

1.1   Background of the Study

Records capture information used to protect the rights and interests of governments, businesses and citizens and to preserve history and culture by documenting information about noteworthy people, issues, places, and events.

Most of these records are useful for a relatively short period of time and can then be destroyed. Some of the records will represent the agency’s business record and need to be maintained for stewardship and public accountability purposes. Some records need to be preserved for many years, and a few should be preserved permanently to maintain the historical record. The challenge for public officials is to manage each of these types of records, making sure that those records with important information are preserved, while records that are no longer valuable are disposed of in an appropriate and legal manner.

The office managers is the back-bone of any organization, thus, she is also important to the organization because of her ability to remain calm under extra-ordinary conditions of the work pressures and human demand.  This view of the secretary’s functions are archaic one in view of the changes that have taken place in her training and her  job, but one might ask “is there anything so unique about  the office managers and her ability in handling office records.?”  The answer is “Yes”, the office managers besides being an officer who is in charge of correspondence or records or confidential personnel should be able to know how to handle office records properly.  It is hoped that at the end of this study, its will provide or identify the roles office managers played in record management.

        Handling of office records by office managers has always been a problem and office managers has a serious role to play in organizing and preserving these records for the organization productivity. It was under this background that the researcher is prompt to carry out this research.

THE ROLES OF OFFICE MANAGERS IN RECORD MANAGEMENT (A CASE STUDY OF FIRST BANK NIGERIA Plc, OWERRI)