RECORDS MANAGEMENT: THE RECORDS MANAGEMENT TRAINING EFFECTIVENESS IN PUBLIC AGENCIES

THE RECORDS MANAGEMENT TRAINING EFFECTIVENESS IN PUBLIC AGENCIES

INTRODUCTION

The records management training effectiveness nowadays is very important, especially in the public agencies. The public agencies play a big role in order to make their records management become efficiency and economic. By having a records management in the public agencies their organizational management of the file will become more systematic and tidier. It is good to have a records management, especially for the small company to the big company; they always have business transaction that will become as a record. By having the records management it will make them retrieve the information or file that they want easily because it is important to give the information or file to the right person, in the right format, at the right time and place so that we can make the right decision-making. Most of the records are confidential and restricted the outsider from retrieved the information. If the outsider can retrieve the confidential records, it might cause the problem and can give an impact to the organization.

BACKGROUND OF THE STUDY

A Study of the Records Management Training Effectiveness in Public Agencies

According to Laura Millar (1999), the records created or received and maintained by any public sector agencies. Various people and institutions create records for example individuals, families, businesses, associations and groups, political parties and the government all make and use the records every day. Records created by government agencies or other institutions in the public sector are usually specifically defined as a public record; or their management should be governed by the laws, which determine how they will be successful throughout their lives.

According to Henry N. Kemoni and Patrick Ngulube (2007), four of six respondents believe that by providing records management training to the staff will make the records management be more effective. It shows that, there have a few respondents believe by having the training of records management; it will improve the effectiveness of the records management.

According to Anastasia Dikopoulou and Athanassios Mihiotis (2011), specialized the training according to the professional records management, for record-keeping it is useful for civil servants. Every staff that deal with the records need to be train and involved in the records management processes. Training should be done, so that the staff will be more professional and knowledgeable. Hence, they will manage the record easily and efficiency.

According Harry Akussah and Catherine Asamoah (2015), in Ghana, there have a several consultancy firms offer training services to organizations in house and to individuals who buy into their services. There is a need to institutionalize the training of young professionals. This is show people at the outside our country also think that the training practice is important. It is better to train the young generations because they will practice the training for the long term and have a good memorising.

PROBLEM STATEMENT

Every person who is responsible for the creation of the administration of government is the creator of the record. Public agencies act as a creator. Extensive training will need to develop competencies necessary record keeping for all the administrative public agencies to ensure the management of records secure, reliable and efficient. Records management training is very important, by having the training, the public agencies can manage their records in consistency and able to be controlled. However, despite all the efforts that have been made by public agency records management training it still not effective because some of the staff does not willing to join the training it makes the training become less effective.

· Do the records management training is effective for the public agencies?

DISCUSSION

What is training?

Training can be define in many ways. According to Margaret Watson, training is an investment in people. Its objective is to increase staff competence and develop staff potential, and, thereby to improve organisational performance. It is as important to an organisation as sound capital investment and deserves equally careful attention (Margaret Watson, 1994).

Besides that, according to Aaron W. Hughey and Kenneth J Mussnug, training entails personal involvement, commitment and experimental gains that the aim to provide employee with proficiency in the execution of task (Aaron W. Hughey & Kenneth J Mussnug, 1997). This is mean that by having training to the employee, they will have more knowledge in their work area.

How to measure effectiveness

According to Margaret Watson, the way to determine the effectiveness of record management training programme by measuring the time of retrieval of record. If the staff be able to retrieve the record faster than before, that is mean that the training programme succeed. Moreover, the way to measure the effectiveness in record management context is by looking at the productivity of the organization which could mean less unnecessary record being created in the first place. (Margaret Watson, 1994).

Expenses or investment of public agencies in employee training programme

Training should be ongoing. According to Margaret Watson, all organisation will require the training be cost effective, so the input cost of the training need to be calculated. For example cost of staff time and resources. These cost should be then assessed against increase efficiency and productivity. (Margaret Watson, 1994)

According to Steve Denby, training can be extremely powerful and cost effective investment by an organisation but only if it implemented to match and complement the business needs and objective. This is mean that before training been doing, there must have clear view of what the organisations training need. In some cases, there are organisation have wasting the valuable training budget because they do not know how to identify what their internal needs are hence cannot design the most suitable training. (Steve Denby, 2010)

The expenses or investment of public agencies in employee training programme must be worth it with what has be invest. It is always a good idea to list and describe the resources such as the financial that will be needed to successfully accomplish training goals and objectives (Aaron W. Hughey & Kenneth J Mussnug, 1997).

The training plan of the Records Management in the Employees’ Training Programme

Training program was well-designed built-in reinforcement. It is not necessary to reinforce learning if the skills and competencies that are emphasized during training actually help workers in the performance of duties and responsibilities. For example in this group is able to use what they have learned. External reinforcement only be necessary if the skills acquired not play an important role in improving the work done. Employee training program will bring out the successful result from careful planning and serious interest. The majority must be given the attention to detail and the desired result. Training requires a lot of commitment, time consuming, requires relentless, and support. Dedication is required to conduct training good employees is huge but so are the potential rewards (Aaron W. Hughey & Kenneth J Mussnug, 1997).

Role of the Department of Human Resources in Implementing the Effectiveness Employees’ Training

According to Aaron W. Hughey and Kenneth J Mussnug in implementing the effectiveness employees’ training, the department of Human Resources should involve tangible, hands on skills and observable behaviours (Aaron W. Hughey & Kenneth J Mussnug, 1997). Moreover, they have stated that to keep training objectives focus on skills and competences, attitudinal changes will occur spontaneously with time. In implementing the effectiveness employees’ training, the training should be about more than simply teaching staff new skills or guiding them on how to do things better (Steve Denby, 2010).

Training and development are the process of investing in people so that they are equipped to perform well. Human resource management has emerged as a major function in most organizations and is the focus for a wide ranging debate concerning the nature of the contemporary employment relationship (Asfaw, A.M., Argaw, M.D. and Bayissa, L., 2015). Therefore, the human resource have very important role in ensure the training program be conducted.

            Human resources particularly in public agencies play an important role towards implementing effective training program. According to the article written by Aaron W.Hughey and Kenneth J.Mussnug (1997 ), said that many companies often entrust their training initiatives to managers who do not have the expertise or background does not have a formal education in the field of employee training. Management suddenly realized training needs or informed of their needs with corporate headquarters and a representative of accountability to implement a training program for someone in human resources or related departments.

REFERENCES

Aaron W. Hughey Kenneth J. Mussnug, (1997),"Designing effective employee training programmes", Training for Quality, Vol. 5 Iss 2 pp. 52 - 57