Publication Information
Journal: NAU Journal of Technology and Vocational Education
Volume: 2 (2017)
ASSESSMENT OF EXTENT OF SKILLS POSSESSED BY SECRETARIES FOR EFFECTIVE ELECTRONIC RECORDS MANAGEMENT IN POLYTECHNICS IN NORTH-CENTRAL, NIGERIA
Okolocha, C. C
Chimezie4gilberta@yahoo.com Department of Technology and Vocational Education, Nnamdi Azikiwe University, Awka
Baba, E. I
ednababa203@yahoo.com Department of Office Technology and Management Federal Polytechnic Idah, Kogi State.
The study was aimed at assessing the extent of skills possessed by secretaries for
effective electronic records management in Polytechnics in North-Central, Nigeria.
Two research questions guided the study. Two null hypotheses were tested at 0.05
level of significance. The population of the study comprised 366 secretaries in ten
Polytechnics in North-Central, Nigeria. A structured questionnaire with 27 items was
developed by the researcher and validated by two experts. The Cronbach Alpha
coefficient measure of internal consistency was used to test the reliability of the
instrument. The result of the reliability test for sections of the questionnaire 0.97 and
0.68. The results of the reliability test yielded a value of 0.83 for the entire items in the
questionnaire respectively. Mean and standard deviation were used to answer the
three research questions. The z- test and ANOVA were used to analysis data relating
to the hypotheses. The findings revealed that all the electronic records management
skill areas assessed were moderately possessed by the secretaries. This implies that
secretaries in Polytechnics in North-Central, Nigeria do not optimally possess skills
for electronic record management. The findings further showed that there were
significant differences in the mean ratings of male and female secretaries regarding
the level to which they possess skills for effective electronic records management.
Also, there was a significant difference in the mean ratings of secretaries with regards
to years of working experience on the extent of electronic records management skills
possessed for effective records management. Based on the findings, it was
recommended among others that Secretaries in Polytechnics in North-Central,
Nigeria should immediately be trained by employers, through hands on training, inservice training, workshops, seminars, and conferences on effective electronic records
management.
effective electronic records management in Polytechnics in North-Central, Nigeria.
Two research questions guided the study. Two null hypotheses were tested at 0.05
level of significance. The population of the study comprised 366 secretaries in ten
Polytechnics in North-Central, Nigeria. A structured questionnaire with 27 items was
developed by the researcher and validated by two experts. The Cronbach Alpha
coefficient measure of internal consistency was used to test the reliability of the
instrument. The result of the reliability test for sections of the questionnaire 0.97 and
0.68. The results of the reliability test yielded a value of 0.83 for the entire items in the
questionnaire respectively. Mean and standard deviation were used to answer the
three research questions. The z- test and ANOVA were used to analysis data relating
to the hypotheses. The findings revealed that all the electronic records management
skill areas assessed were moderately possessed by the secretaries. This implies that
secretaries in Polytechnics in North-Central, Nigeria do not optimally possess skills
for electronic record management. The findings further showed that there were
significant differences in the mean ratings of male and female secretaries regarding
the level to which they possess skills for effective electronic records management.
Also, there was a significant difference in the mean ratings of secretaries with regards
to years of working experience on the extent of electronic records management skills
possessed for effective records management. Based on the findings, it was
recommended among others that Secretaries in Polytechnics in North-Central,
Nigeria should immediately be trained by employers, through hands on training, inservice training, workshops, seminars, and conferences on effective electronic records
management.
Adewole, K. (2010). Computer appreciation and electronic records. A paper presented
at effective records management workshop for secretaries. Aba: Centre for
Management Development (CMD), 10-14 July.
Adibe, O.M. (2005). Computer operations and application. Enugu: Kinsman
Publishers Ltd.
Agomuo, E.E. (2005). Modern office technology. Nsukka: University of Nigeria Press
Ltd.
Akande, S.O. (2013). Gender differences in information retrieval skills and use of
electronic resources among information professionals in South–western
Nigeria. International journal of Library and information science. Vol. 5(7),
pp. 208-215.
Akinleye, A. O. (2012). The Impact of office technology on information processing
and its implications for secretarial training in the 21st century in Nigeria.
Business Education Journal. 1( 4): 75-79.
Ayodele, I. A. & Adeoye, O. S. (2010). Changing work environment through ICT:
Challenges to secretarial staff. International Journal of Computer
Applications, 9(10), 27-38.
Bantin,P. C. (2008). Understanding data and information systems for Recordkeeping.
London: Facet.
Bock, J.R. (2011). The importance of an effective records retention policy. Retrieved
from http://fleeson.com/2011/05/11/the-importance-of-an-effective-recordsretention-policy/.
Cory, J. (2012). Database modeling and design logical design (4th ed.). Morgan
Kaufmann press.
Dafiaghor, F. K. (2012). Problems and prospects of electronic resources usage in
Nigerian academic libraries: Journal of Economics and International Finance
Vol. 4(9), 220-225.
Dangata, J.N., Odesanya, T.A. & Baba, M.M. (2012). Emerging challenges in the
integration of ICT with the curriculum of Office Technology and
Management. Book of Readings (ABEN), 2(1), 17-22.
Ekemezie, W.N. & Ngene, N.J. (2008). Computer and information technology.
Enugu: Kinsman Publishers Ltd.
Ekula, I.O. (2010). Repackaging secretarial/office education curriculum towards
achieving the objectives of vision 20:20:20. Journal of Vocational and
Technical Education ABU Zaria 5 (1), 23-26. Government of South Australia
(2012). A Guideline to adequate records management: implementation plan.
Retrieved from http://www.archives.sa.gov.au/ files/management_
guidelines_ARM_implementationplan.pdf.
Jeffrey, U. (2011). First course in database. Prentice hall inc: Simon and Schuster.
Kayode, J. (2010). Technology development in Nigeria: The Nigerian machine tools
industry experience. Journal of Economics, 1 (2), 85-90.
Lynch, J. (2011). Information retrieval data structure and algorithms. Prentice-b Hall,
inc.
Luyombya, D. (2010). Framework for effective public digital records management in
Uganda. Unpublished Ph.D. Dissertation, University College London.
Retrieved from www.telecomlaw.ru/eng/dissers/dis/disluyombya.pdf.
Nwaokwa, E. & Okoli, B.E. (2012). Information of communication technology on the
influence performance of secretaries in government ministries in Nasarawa
state, North-Central Nigeria. Research Journal of Information Technology
4(3), 93-97.
Obayi, A. U. (2007). ICT and economic empowerment: The challenges. A lead paper
presented at the 4th Annual National Conference on Repositioning Technical
and Vocational Education. Eha Amufu: Federal College of Education, 5-8
June.
Obora, J.O. (2011). Basic ICT skills and keyboarding for office technology and
management. Lagos: Adura Publisher.
Oguejiofor, C.S. & Nwogu, U.F. (2014). Professional competencies of secretaries for
managing new office technology in Nigeria. Nigerian Journal of business
education 1(3), 114-121.
Ohakwe, S. N. (2010). Office practice II for colleges, polytechnics, & universities.
Bon publications, Owerri.
Okoji, B.I. (2008). Secretarial administration practice in the millennium: Trends and
issues. Journal for the Promotion and Advancement of Secretarial Profession
(SECFORUM) 3, 125-136.
Okolo, L.A. (2007). An introduction to computer literacy and applications. Enugu:
JTC Publishers.
Okoye, H. I. (2014). Basic electronic records management skills required by OTM
graduates for employment in medium-scale organizations in Enugu
metropolis. Nigerian Journal of business education 2(1), 334–344.
Osuala, E.C. & Okeke, A. U. (2006). Office management. Cheston Agency Ltd.
Ordu, P. & Akpomi, M. (2009). Modern office technology and the secretary’s
productivity in private business organizations. African Journal of Business
Management. 3 (8), 333-339.
Oyinloye, O.T. (2012). Modern office technology. SMS Printing and Publishing
Company, Ilorin, Nigeria.
Richmond, H. (2010). Why Records Management: The Ten Reasons. Retrieved from
http://www/condor.ca/
Roberts, D. (2008). Electronic record keeping: Defining electronic records documents
and data. Retrieved from http//:www.records.nsw.gov.au/ publicrecord/
rk.whatisrm/what- is rm-02.htm.
Saunders, M., Lewis, P. & Thornhill, A. (2009). Research methods for business
students (5th ed.), England: Pearson Educational Limited.
Singh, N. & Goodman, M. (2006). Skills gap: Where are the jobs? Commonwealth
corporation. Research evaluation and brief, 4(1), 1-4.
State of Florida (2010). Electronic records and records management practices.
Retrieved from http://dlis.dos.state.fl.us/RecordsManagers.
State of Florida (2009). The basics of records management. Retrieved from
http://dlis.dos.state.fl.us/RecordsManagers, 2
nd September, 2015.
State Records Authority of New South Wales (2009). ―Guideline No. 24: Records
management and Web 2.0‖ Retrieved from www.records.nsw.gov.au
/recordkeeping /government recordkeeping-manual
guidance/guidelines/Guideline-24-Records -management-and-web2.0/Records-management-and-web-2.0.
University of California (2012). Materiel and management: Records management.
Retrieved from http:purchasing.ucr.edu/records.html.
University of Greenwich records management Office (2009). Records management
Policy. Retrieved from http://www.gre.ac.uk/offices/ rmo/introduction
/records_management_policy.
University of Greenwich records management Office (2009). Records management
Policy. Retrieved from http://www.gre.ac.uk/offices/rmo/
introduction/records_management_policy
at effective records management workshop for secretaries. Aba: Centre for
Management Development (CMD), 10-14 July.
Adibe, O.M. (2005). Computer operations and application. Enugu: Kinsman
Publishers Ltd.
Agomuo, E.E. (2005). Modern office technology. Nsukka: University of Nigeria Press
Ltd.
Akande, S.O. (2013). Gender differences in information retrieval skills and use of
electronic resources among information professionals in South–western
Nigeria. International journal of Library and information science. Vol. 5(7),
pp. 208-215.
Akinleye, A. O. (2012). The Impact of office technology on information processing
and its implications for secretarial training in the 21st century in Nigeria.
Business Education Journal. 1( 4): 75-79.
Ayodele, I. A. & Adeoye, O. S. (2010). Changing work environment through ICT:
Challenges to secretarial staff. International Journal of Computer
Applications, 9(10), 27-38.
Bantin,P. C. (2008). Understanding data and information systems for Recordkeeping.
London: Facet.
Bock, J.R. (2011). The importance of an effective records retention policy. Retrieved
from http://fleeson.com/2011/05/11/the-importance-of-an-effective-recordsretention-policy/.
Cory, J. (2012). Database modeling and design logical design (4th ed.). Morgan
Kaufmann press.
Dafiaghor, F. K. (2012). Problems and prospects of electronic resources usage in
Nigerian academic libraries: Journal of Economics and International Finance
Vol. 4(9), 220-225.
Dangata, J.N., Odesanya, T.A. & Baba, M.M. (2012). Emerging challenges in the
integration of ICT with the curriculum of Office Technology and
Management. Book of Readings (ABEN), 2(1), 17-22.
Ekemezie, W.N. & Ngene, N.J. (2008). Computer and information technology.
Enugu: Kinsman Publishers Ltd.
Ekula, I.O. (2010). Repackaging secretarial/office education curriculum towards
achieving the objectives of vision 20:20:20. Journal of Vocational and
Technical Education ABU Zaria 5 (1), 23-26. Government of South Australia
(2012). A Guideline to adequate records management: implementation plan.
Retrieved from http://www.archives.sa.gov.au/ files/management_
guidelines_ARM_implementationplan.pdf.
Jeffrey, U. (2011). First course in database. Prentice hall inc: Simon and Schuster.
Kayode, J. (2010). Technology development in Nigeria: The Nigerian machine tools
industry experience. Journal of Economics, 1 (2), 85-90.
Lynch, J. (2011). Information retrieval data structure and algorithms. Prentice-b Hall,
inc.
Luyombya, D. (2010). Framework for effective public digital records management in
Uganda. Unpublished Ph.D. Dissertation, University College London.
Retrieved from www.telecomlaw.ru/eng/dissers/dis/disluyombya.pdf.
Nwaokwa, E. & Okoli, B.E. (2012). Information of communication technology on the
influence performance of secretaries in government ministries in Nasarawa
state, North-Central Nigeria. Research Journal of Information Technology
4(3), 93-97.
Obayi, A. U. (2007). ICT and economic empowerment: The challenges. A lead paper
presented at the 4th Annual National Conference on Repositioning Technical
and Vocational Education. Eha Amufu: Federal College of Education, 5-8
June.
Obora, J.O. (2011). Basic ICT skills and keyboarding for office technology and
management. Lagos: Adura Publisher.
Oguejiofor, C.S. & Nwogu, U.F. (2014). Professional competencies of secretaries for
managing new office technology in Nigeria. Nigerian Journal of business
education 1(3), 114-121.
Ohakwe, S. N. (2010). Office practice II for colleges, polytechnics, & universities.
Bon publications, Owerri.
Okoji, B.I. (2008). Secretarial administration practice in the millennium: Trends and
issues. Journal for the Promotion and Advancement of Secretarial Profession
(SECFORUM) 3, 125-136.
Okolo, L.A. (2007). An introduction to computer literacy and applications. Enugu:
JTC Publishers.
Okoye, H. I. (2014). Basic electronic records management skills required by OTM
graduates for employment in medium-scale organizations in Enugu
metropolis. Nigerian Journal of business education 2(1), 334–344.
Osuala, E.C. & Okeke, A. U. (2006). Office management. Cheston Agency Ltd.
Ordu, P. & Akpomi, M. (2009). Modern office technology and the secretary’s
productivity in private business organizations. African Journal of Business
Management. 3 (8), 333-339.
Oyinloye, O.T. (2012). Modern office technology. SMS Printing and Publishing
Company, Ilorin, Nigeria.
Richmond, H. (2010). Why Records Management: The Ten Reasons. Retrieved from
http://www/condor.ca/
Roberts, D. (2008). Electronic record keeping: Defining electronic records documents
and data. Retrieved from http//:www.records.nsw.gov.au/ publicrecord/
rk.whatisrm/what- is rm-02.htm.
Saunders, M., Lewis, P. & Thornhill, A. (2009). Research methods for business
students (5th ed.), England: Pearson Educational Limited.
Singh, N. & Goodman, M. (2006). Skills gap: Where are the jobs? Commonwealth
corporation. Research evaluation and brief, 4(1), 1-4.
State of Florida (2010). Electronic records and records management practices.
Retrieved from http://dlis.dos.state.fl.us/RecordsManagers.
State of Florida (2009). The basics of records management. Retrieved from
http://dlis.dos.state.fl.us/RecordsManagers, 2
nd September, 2015.
State Records Authority of New South Wales (2009). ―Guideline No. 24: Records
management and Web 2.0‖ Retrieved from www.records.nsw.gov.au
/recordkeeping /government recordkeeping-manual
guidance/guidelines/Guideline-24-Records -management-and-web2.0/Records-management-and-web-2.0.
University of California (2012). Materiel and management: Records management.
Retrieved from http:purchasing.ucr.edu/records.html.
University of Greenwich records management Office (2009). Records management
Policy. Retrieved from http://www.gre.ac.uk/offices/ rmo/introduction
/records_management_policy.
University of Greenwich records management Office (2009). Records management
Policy. Retrieved from http://www.gre.ac.uk/offices/rmo/
introduction/records_management_policy