Full Project – RECORD MANAGEMENT PRACTICES AND ACCESS TO DOCUMENTS IN UNIVERSITIES LIBRARIES IN CROSS RIVER STATE

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ABSTRACT

This work is aimed at identifying Record management practices and access to documents in universities Libraries in Cross River State. The purpose of this work is designed to identify the various records management of Archival materials in the management of the Cross River State Archives Calabar and to find out the causes of records deterioration and its solution.  The data used for the research were collected by the use of questionnaire and interview method supplemented by literature search by the researcher, frequency/percentage tables were used for data presentation and analysis. The findings of the study revealed that people do not make proper use of the archives due to inadequate choice of materials, bad atmospheric conditions, inadequate staff, and lack of proper awareness on the use of archival materials time constraints etc.

In addition to all these, the study further recommended that the archives should embark on certain programmes like selective dissemination of information, current awareness services, etc. The study hopes that the recommendations would make or record the most effective use of archival materials.

CHAPTER ONE

1.0 INTRODUCTION

Record management practices in university libraries are crucial for the efficient access to documents. According to Olatokun and Makinde (2012), effective record management practices can significantly enhance the accessibility and retrieval of documents in academic libraries. They further argue that these practices are instrumental in preserving the integrity of the documents and ensuring their longevity.

In the context of Cross River State, the university libraries have been striving to improve their record management practices. A study by Akwang and Bassey (2014) revealed that these libraries have been adopting digital record management systems to facilitate easy access to documents. They noted that this has resulted in improved service delivery to the library users.

However, there are still challenges that need to be addressed. Udensi and Nwachukwu (2016) pointed out that some university libraries in Cross River State are still grappling with issues such as inadequate funding, lack of skilled personnel, and poor infrastructure. These challenges, they argue, have been hindering the effective implementation of record management practices.

Again, while strides have been made in improving record management practices in university libraries in Cross River State, there is still a need for more concerted efforts to address the existing challenges.

According to Maclean e.g. (1995:32), “A record is a collection of related data or words treated as a unit”. Records management first took place at the National Archives in the United States of American in an attempt to improve records keeping method which were in chaotic condition. In many government departments and agencies; viola (1992) stated that a voluminous records were created without any organized plan for their disposition after the Second World War.

Therefore, the National Archives, in order to improve management of records, inaugurated “Records Administration programmes” on records disposition in the Federal Government Agencies. It became the schedule for the retention and disposal of records. After the second phase of the programme, “Record Administration” changed to “Record Management” chatfield (1968).

Furthermore, record management spread from the United States of America to other countries like Great Britain, Canada, and Scandinavian Countries, according to Bissonetter (1975). In Nigeria, it started as early as 1914, when the colonial office issued some guidelines in the management of records.

1.1 BACKGROUND STUDY OF CROSS RIVER STATE ARCHIVE CALABAR

The department is charges with the responsibility of taking of all records and documents belonging to Cross River State and to make such record/documents available for public consultations. It is also the preoccupation of the archives to protect the national/state records from destruction or theft. To make effective performance, the organization is divided into sections/divisions.

These are as follows:

1. Repository section/conservation section
2. Acquisition section
3. Search room
4. Documentations section
5. Administration section

1.2 STATEMENT OF THE PROBLEM

One of the greatest problems in archives is the fact that most documents are received in unsatisfactory physical state. The tendency to neglect records which are no longer needed for the conduct of day today business is universal in all public and private institutions.

Another problem which is now facing records keepers are that of acquainting themselves with the various preservation techniques and processes of prolonging and restoring other records and documents produced on a wide variety of rare materials.

1.3 OBJECTIVES OF THE STUDY

The basic aim of this study is to identify the various Record management practices and access to documents in universities Libraries in Cross River State.

1. To find out the causes of records deterioration
2. To examine the impact of the use of archival materials in the dissemination of information
3.  To investigate the problems militating against proper records management
4. To proffer solutions that would ensure effective management of records in the archives.

1.4    RESEARCH QUESTIONS

1. What are the causes of records deterioration?
2. To what extent will the use of archival materials affect the dissemination of information?
3. What are the problems militating against proper records management?
4. What solutions would aid effective management of records in the archives?

1.5. ASSUMPTION OF THE STUDY

H_O: Record management practices has no significant effect on access to documents in universities Libraries.

H₁:  Record management practices has significant effect on access to documents in universities Libraries.

1.6 SCOPE/LIMITATION OF THE STUDY

The study focused attention on Record management practices and access to documents in universities Libraries in Cross River State and how records should be preserved for future uses and also ways by which records can be preserved. The study also focuses on how to handle those agents that affects the records in archival institutions and the provision for the tools that will guide those records in archival institutions. Finally, there was non availability of related informative materials for the study.

1.7 SIGNIFICANCE OF THE STUDY

The importance of this research work cannot be over looked because archival records are very valuable. Since archives constitute the richest cultural heritage of any nation. Record serves as reminders of the past in a better way than, human memory and this document also provides precedents in administration and other business transactions. Such precedents may include mistake made in the past which could guide the present and the future. It also assists in the writing and rewriting of national history and constitutes rich legacies to future generation which stimulates patriotism and national feelings.

1.8 DEFINITION OF TERM

Records management: Records management ensures records and evidence remain authentic, safe, and usable. Records management is the process of ensuring that the evidence created, collected, and used by an organization is created, managed, stored, and used in such a way that it remains authentic, safe, and usable, now and in the future.

Document: Document is a piece of written, printed, or electronic matter that provides information or evidence or that serves as an official record.

Library: A library is a collection of books, and possibly other materials and media, that is accessible for use by its members and members of allied institutions. Libraries provide physical or digital access materials, and may be a physical location or a virtual space, or both.

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Full Project – RECORD MANAGEMENT PRACTICES AND ACCESS TO DOCUMENTS IN UNIVERSITIES LIBRARIES IN CROSS RIVER STATE