MANAGEMENT OF ELECTRONIC RECORDS IN PRIVATE RADIO CORPORATION

ABSTRACT

The study was aimed at examining electronic records management in private radio corporation libraries in Kaduna State. The study had four (4) research questions: Are there policies for management of electronic records in private radio corporation libraries in Kaduna state? what types of electronic records are available in private radio corporation libraries in Kaduna state? How are the electronic records managed in private radio corporation libraries in Kaduna state? And what are the challenges of management of electronic records in private radio corporation libraries in Kaduna state? Qualitative research method using the phenomenology methodology was adopted. The population of the study was made up of six (6) library staff and six (6) top administrative staff while the subjects of the study were the twelve (12) staff of the private radio corporation libraries in Kaduna State. Purposive sampling was used. Four (4) private radio corporation libraries along with nine (9) staff were sampled for this study. Interview and observation were the instruments used to collect data for the study. Descriptive statistical tools such as simple percentages, tables and charts were used to analyze the data. The study among others discovered that three of the libraries have written electronic records management policy. Despite the presence of electronic records management policy in three of the libraries, it was discovered that one of them (Nagarta AM) has not updated or modified its policy since its formulation. The absent and lack of updated or modified policy as pointed out by the respondents could be attributed to reluctant of formulating and reviewing the policy on the part of the management. The finding also showed that the most common type of electronic records to the private radio corporation libraries in Kaduna State are electronic-programme, electronic-events and electronic-music. The finding also revealed that private radio corporation libraries in Kaduna State manage their electronic records based on the same management of electronic records process but with variations in the method of creation, organization, use, storage/maintenance and disposal of electronic records. It was recommended, among others that all the libraries should apply the same variations in the method of creation, organization, use, storage/maintenance and disposal of electronic records so that they will be able to tackle problems facing electronic records in their respective libraries as one body since they belong to the same group of private radio corporation and aimed at providing effective services to their users and the society at large.

Background to the Study

The creation of records is a fundamental aspect of the management of any business and operations, be it government or private organization. Today, corporations such as media houses (Radio Corporations, Television Stations and Print Media) and government agencies are creating and receiving records at an astonishing rate. The volumes of these records are not only staggering but the records also come in a variety of formats. According to Charles (2000), records are paper, maps, exhibits, magnetic or paper tapes, photographic films and prints, and other documents produced, received, owned or used by an agency, regardless of media, physical form or characteristics. Similarly, the International Standard Organization (2001) defines records as information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. The key word in the two definitions is evidence. This means that a record serves as evidence, be it in a physical or electronic format which, at the end of the day, provides an essential means to meet legal, financial and accountability requirements of an organization. A body’s ability to function efficiently and give account of its actions could be negatively affected if sound records management principles are not applied.

Records management is a process of ensuring the proper creation, organization, use maintenance and disposal of records to achieve efficient, transparent and accountable governance. Sound records management ensures that all the records that radio corporations create in the conduct of their official business are, and remain reliable, authoritative and authentic. According to Xolite and Jerry (2012), records management seeks to efficiently and systematically control records that are routinely created as a result of activities and transactions and throughout their lifecycle (creation, organization, use, maintenance and disposal). This means that records management is also based on the principles of regular review and controlled retention or destruction with the general aim of ensuring cost-effective business processes, legal and regulatory compliance, and corporate accountability. Chinyemba and Ngulube (2005) in Xolite and Jerry (2012) asserted that “Proper records management involves establishing systematic controls at every stage of the record’s lifecycle in accordance with established principles of records management.” This, therefore, means that practicing proper records management leads to good management.

Electronic records are records created electronically and stored by means of computer technology and other machines that go with the given electronic records. Machine-readable records cannot be read without the proper hardware and software. A coding process of the information (converting the data into an electronic signal) makes the record machine-readable. Electronic records are used for decision making, reference purpose, legal purpose, information creation (Kansas Historical Society, 2012).

Electronic records are easily updated, deleted, altered and manipulated. If appropriate measures are not taken, the essential characteristics of records — content, structure and context can be altered or lost in the process. Careful planning and system design are required to ensure that these characteristics of records are both captured and maintained. Examples of electronic records include all types of records in organizations but in an electronic format, just like in the private radio corporation libraries where there are programmes, events, news, music and mails as types of their records in printed format and electronic programs, electronic events, electronic news, electronic music and electronic mails as their electronic records. These records reside on storage media like CD-ROM, DVD, hard disc, tapes, and optical cards.

Library of Virginia (2009) asserted that records, be it in printed or electronic format should have the following quality criteria:

A record should serve as evidence of transactions, processes, decisions and performed objectives. A record is kept for a purpose to be a proof of what an organization, agency or administration has done, as evidence of the action.

A record should be authenticated. Authenticity is needed if records should be trustworthy and be able to be used within an organization over time.

A record should be accountable. In organizations, accountability is necessary to be able to find a person or persons accountable for their actions. It is also necessary to be able to trace decisions made within an organization.

The above qualities serve as factors that determine the retention value of records. Retention refers to determining how long the organization needs to keep the record. The record’s value is determined by its characteristics (content, context and structure) Kansas State Historical Society (2012) explained the characteristics of electronic records as follows:

The information in the record is its content. It is the subject matter being discussed by the record. The content of a record is the same whether the record is on paper, videotape, or electronic.

The context of a record refers to the relationship between one record and others that “share a unique activity or transaction as their source, and that therefore

collectively tell the story of an event or activity.” The record’s context includes 19

information about its creation, use, access and storage. Context also reflects organizational information. This information places the record within the hierarchy of the organization. Maintaining the context is important because a record can be judged trustworthy based on its context.