TITLE:
Developing a Records and Information Management Model for Oil Marketing Companies in Zambia Based on the Records Cycle Model
AUTHORS:
Sharon Malake, Jackson Phiri
KEYWORDS:
Oil Marketing Companies, Records Cycle Model, Records Management, Zambia
JOURNAL NAME:
Open Journal of Business and Management,
Vol.8 No.4,
July
30,
2020
ABSTRACT: The success of any organization is dependent upon effective records
management practice that ensures the right records are availed when needed for effective
operation. An effective records management system facilitates the flow of
records throughout an organization to ensure that information is available
readily where and when it is needed. However, studies have shown that many
organizations are still faced with challenges in records management. Studies
have also shown that delayed retrieval of active records, management policy, up-to-date
records retention and disposal schedule and guidelines for managing electronic
records were among the notable challenges. This study therefore, was aimed at
identifying the challenges faced by oil marketing companies in Zambia in
records management. Specifically the study sought to develop a model in order
to address the identified challenges. The study utilized purposive
nonprobability sampling with closed ended researcher administered
questionnaire. A total of 151 questionnaires were administered with a response
rate of 53%. The primary data obtained from the questionnaires was analyzed
using statistical package for social sciences (SPSS) and Chi-square tests were conducted to establish the level of independence between variables. The
study revealed that, these companies face challenges such as, lack of retention
and disposal schedule, lack of proper storage facility and security issues of
the records. The study has also shown that the organization has no
formal records management programs in place. It is therefore been realized that
the organizations need a better, more efficient and more uniform way of
creating, sorting, storing and destroying the records. In filing, bar code
scanners should be introduced to make identification and storage of records
easier. These will also help to improve the management control and security
aspect of records management and address most of these challenges faced by oil
marketing companies.