Management of Paper-based personnel records in registry system in Niger State, Nigeria.

Abstract

The research was carried out to determine the management of paper-based personnel records in registry system of boards in Niger State, Nigeria. Four research questions guided the study such as: what methods are adopted to generate records?, what are the system of filing record?; what methods are used to preserve personnel records?; what are the scheduling of retention and disposition of personnel records and what are the inhibiting factors to the management of personnel records-in the 12 boards in Niger State?. Survey research method was used with the target population of the heads of registries in various boards in Minna, Niger State capital. Data was analyzed through simple descriptive statistics (frequency counts and percentages). Findings showed that methods of generating personnel records were mostly through application and appointment letters, promotion and circulars/memos. Record filing was by numeric system, while file cabinets and computer system were used to store personnel records. There was no specific month/year for records scheduling, retention and disposition. Funding and lack of written policy were the major inhibiting factors to the management of personnel records. Practical implications of the study are that personnel records were generated whenever advertisement and employment are offered and meetings are scheduled in various boards. The study recommended that the management of the boards should ensure that registry staff of the boards adopts all the methods involve in the generation and filing of personnel records. There should be a written policy stating the specific period for record retention and disposition. Adequate funding and well-written down policy is recommended for effective management of personnel records in Niger State, Nigeria.