Abstract:
Effective human resource management enables ministries to manage their employees
efficiently and equitably. Human Resource Records support effective human resource
management for the best use of available staff in ministries. Despite the support
provided by human resource records, the Ministry of Health still experiences a myriad
of records-related challenges among them; missing files and poor storage of records.
The aim of the study was to assess the effectiveness of the management of human
resource records in the Ministry of Health. Specific objectives of the study were to:
investigate how human resource records are managed in the Ministry, determine best
practices and standards applied in the management of the Ministry’s human resource
records, determine infrastructure and resources required to efficiently manage the
records, and to propose strategies to ensure sound management of human resource
records in the Ministry. The records life’s cycle Model was adopted for the study.
The literature review focused on key concepts and themes derived from the study
objectives. The target population for the study was 307 staff drawn from the Ministry
of Health Headquarters and its affiliate departments. A sample size of 94 members of
staff constituting 30% of the targeted population was derived. They included top
management, records management staff, clerical staff, human resource management
staff, finance staff; information communication technology staff, and Heads of
Department. A qualitative research method was adopted and interviews supplemented
by questionnaires and observation were used for data collection. The study used
stratified random sampling and purposive sampling to select respondents. The study
findings revealed ineffective management of human resource records in the Ministry
and the factors contributing to the poor state of human resource records management
were identified as: lack of records management policies and non-compliance with
records management procedures and practices, lack of retention and disposal
schedules, absence of senior management support and inadequate staff with requisite
training in records management. Other factors were: lack of appropriate equipment
and supplies for use in records management work, few staff adequately trained in
information and communication technology and lack of adherence to policy
guidelines, standards and Government circulars on the management of human
resource records. The study concludes that in view of the importance of human
resource records in supporting the human resource management function, appropriate
records management infrastructure should be put in place to enhance sound
management of human resource records. The study recommends conducting training
and capacity building for records management staff; developing retention and disposal
schedules for human resource records; reviewing, implementing and complying with
policies on the management of human resource records. The study proposed an action
plan on the management of human resource records in the Ministry in relation to
creating, keeping, managing and finally disposing of their records.