AN ASSESSMENT OF RECORD MANAGEMENT PRACTICES IN UNIVERSITY OF IBADAN AND OBAFEMI AWOLOWO UNIVERSITIES, ILE-IFE

Abstract

The study assessed record management practices at the Registry, Bursary, and Main Library of the University of Ibadan and Obafemi Awolowo University, Ile-Ife, using a descriptive case study. The population for the study comprised 578 participants drawn from the three units of both the universities.The study questionnaires used were distributed to all respondents using total enumeration sample technique over the course of six weeks. A 66% response rate was obtained from the 382 returned questionnaires. However, only 371 of them were suitable for analysis. Frequency counts and straightforward percentages were used to analyse the data. The study discovered that numerical classification was the primary record classification scheme used by both universities for record management and the major retention system adopted is record classification. However, the analysis's result also demonstrated the close use of other strategies, including document imaging, storage archival systems, and other retention schedules (such as calendars, timetables, and plans). Furthermore, the survey found that, although both institutions used various disposal techniques, including pulping, shredding, burning, maceration, etc. to a considerable level, archiving remained the respondents' preferred method of disposing of records. The survey also showed that modern storage databases, platforms, and software are already in use for record storage and management, including Cloud Storage platforms, Data Warehouses, LMS, EDMS, RMS, etc. Even though, traditional storage solutions like physical file rooms or archives, filing cabinets and shelving units, distribution, cardboard, still shelf drawers, are still quite in use. The study concluded that by leveraging automated system of records management, organizations can achieve greater efficiency, accuracy, and compliance, while freeing up staff resources to focus on more strategic and value-added activities. The study suggests that record management policies and procedures be reviewed on a regular basis to meet contemporary demands.