ADOPTION OF INFORMATION AND COMMUNICATION TECHNOLOGY AND ITS IMPACT RECORDS MANAGEMENT IN CORPORATE ORGANIZATIONS

CHAPTER ONE

INTRODUCTION

1.1  Background Of The Study

More than twenty-five years ago, Ben Russak (1975, as cited in Garland 2019) predicted that the photocopier and the computer would undermine conventional models of scholarly communication. The prediction he made has proven accurate: the introduction of novel information technologies, which have fundamentally altered the methods by which materials are generated, organised, retained, transmitted, disseminated, conveyed, and retrieved, have also brought about substantial changes in the methods and structures of scientific communication. 

Global communications have undergone a profound transformation over the last ten years due to the proliferation of information and communication technologies (ICTs). ICTs are increasingly required for nations to remain competitive on an international level. 

According to Oliver (2021), ICT is the scientific study of information characteristics and behaviour, the mechanism that regulates information flow, and the methods for optimising the usability and accessibility of information. Information and Communication Technology (ICT) has proliferated rapidly across the globe in recent years. Educational establishments, institutions of higher learning, government and private sectors, and additional organisations are incorporating computers. Unintentionally, ICT has infiltrated learning and work environments on numerous occasions. Numerous governments and users acknowledge the opportunities and potential of ICT, especially in the realms of economic and social development, where distances and antiquated systems have historically impeded advancement. Additionally, ICT offers prospects for recordkeeping in developing nations.According to Bamiro and Liverpool (2002, cited in Akwegwu et al. 2021). ICT has already permeated and come to dominate universities in developed nations. Furthermore, the potential of ICTs to immediately contribute to the pursuit of sustainable and equitable development in Third World nations has been widely recognised. 

Nigerian governments of the past and present have made significant efforts in recent years to enhance the country's information highways in recognition of the crucial role that ICT plays in achieving sustainable development. Although this has resulted in certain advancements in ICT infrastructure, further progress is still possible. Furthermore, the private sector has significantly contributed to advancements in this industry by successfully constructing infrastructure on its own. 

Prior to the past few months, when both public and private organisations began to prioritise effective records management systems and practices, records management as a field of work and as a method of ensuring productivity in Nigeria did not receive the importance that it merits. This requirement has been met with significant opposition in Nigeria, despite the fact that the International Standard for the Management of Business Records (ISO 15489) emphasises the importance of effective records management as a means for nations and organisations to fulfil their responsibilities and satisfy the expectations of their stakeholders. 

Organisational survival depends on records and recordkeeping (Egwunyenga, 2018). The effective planning and administration of any organisation would be severely hampered by improper record keeping and management. Documents, books, diskettes, and files that contain information on the activities of the organization's personnel, management, and academic and extracurricular pursuits, among other resources, are referred to as records (Olagboye, 2020).

Because of the critical role that records play in the efficient operation of the organisation on a daily basis, record keeping and administration should be regarded as an essential obligation by any organisation. However, the majority of organisations lack a strong record-keeping culture. The inadequate storage of the limited number of records that are maintained frequently gives rise to the challenge of retrieving them for users when necessary (Mulauzi et al., 2019). 

Those few organisations that have implemented electronic record-keeping in their record management system have successfully overcome storage and retrieval issues, as ICT enables a streamlined and instantaneous access to all records pertaining to the activities of the organisation. The development of technology had played a role in facilitating the efficient storage and administration of organisational records. 

ICT and record management share a multitude of complementary competencies and a high degree of similarity. Record management and ICT share a common focus on the generation, retention, accessibility, and protection of digital data. Both record management and ICT share the overarching objective of providing cost-effective support, protection, and functionality to the organization's operations, both presently and in the long run.The primary transformation acknowledged in the realm of record administration is information and communication technology (NARA 2019). 

On the contrary, ICT develops and maintains systems for the purpose of overseeing an organization's information assets. In contrast, record management is concerned with safeguarding, categorising, and preserving the integrity of records to ensure that they continue to serve as tangible proof of business operations for the duration for which they are mandated to be retained. 

Record management should be simplified with the aid of information and communication technologies, in contrast to the complexity of conventional record keeping. However, this is not the case for the majority of business organisations in Nigeria, where the vast majority of records and record management are performed manually.

 As a result, there is a need for the researcher to examine the impact of information and communication technology on records management practices in a business organization.

1.2 Statement Of The Problem

Information and Communication Technology (ICT) has proliferated significantly throughout the Pacific region in recent years. In addition to business organisations and educational institutions, the government and private sectors are increasingly incorporating computers into their operations. Aspera Tale and Opeta Alefaio (2022) are cited. For instance, in previous years, typing was accomplished through the use of typewriters; subsequently, computers came into prominence; and presently, not only are computers employed for typing, but they can also be programmed to transcribe dictations of notes. Nevertheless, business organisations have been witnessing ICT innovations to some degree since their inception. Massive quantities of data can be stored and retrieved by record personnel with the assistance of ICT. The pervasive expansion of records and the swift progression of technology have rendered Information Technology (IT) relevant across all organisational levels. There are several prospects that ICT offers for enhancing and revolutionising business organisations. These include the reduction of human errors, the improvement of organisational outcomes, the facilitation of coordination, the enhancement of practice efficiencies, and the monitoring of data over time through the use of data management systems (DMS). 

The implementation of ICT for information storage and retrieval in business organisations facilitates the acquisition of all records. It is also used to store the record and provide easy access to it, and in business organisations, to disseminate information among employees and keep them informed of the most recent developments in their respective information requirements. (Gupta & Jain, 2018). 

Notwithstanding the significant contribution that ICT has made, an initial inquiry carried out by the researchers within one of the business organisations unveiled insufficient ICT infrastructure. Additionally, the documentation (files) is still in paper format, has been processed manually, and is unprofessionally stored on shelving, making retrieval difficult; this may also result in the loss of files and the information contained within them. The aforementioned issues may be ascribed to insufficient implementation of ICT infrastructure and a deficiency in ICT proficiency among certain staff members (Burke, 2018).

 It is against this background that the researchers strived to investigate the adoption of information and communication technology and its impact records management in corporate organizations.

1.3 Objective Of The Study

The general aim of this study is to analyze adoption of information and communication technology and its impact records management in corporate organizations. The specific aims of this study are outlined below:

Determine the extent ICT has been integrated into record management in corporate organizations.

Determine the benefits associated with the use of ICT for record management in corporate organizations.

Determine the major challenges affecting the use of ICT  for record management in corporate organizations.

1.4   Research Questions

The main focus of this research is to provide a valuable response to the questions below.

What is the extent ICT has been integrated into record management in corporate organizations?

What are the benefits associated with the use of ICT for record management in corporate organizations?

What are the major challenges affecting the use of ICT  for record management in corporate organizations?

1.5 Research Hypothesis 

Ho: There is no significant relationship between information and communication technology and records management practices

Ha: There is a significant relationship between information and communication technology and records management practices.

1.6 Significance Of The Study

This study is expected to provide a basis for comprehensive information on information and communication technology and its impact on record management in business organizations in Nigeria. 

The result of the study has the potential to contribute immensely to the strategic decision making of the top management of corporate organizations. This will enable them to give much attention to records management using ICT and automate most of their process for effective and efficient management of the organization. Also the result of the study would help individuals especially entrepreneurs, managers, business organizations who are yet to enter into business to consider all the relevance of ICT in records management of an organisation. The study would also serve as a reference material for further investigation by interested researchers who might want to know more about the impact of Information and Communication Technology on records management.

1.7  Scope Of The Study

The scope of this study is boarded to examine the adoption of information and communication technology and its impact records management in corporate organizations. Hence, the study will be delimited to Nestle PLC. Nigeria.

1.8 Limitation of the Study

Like in every human endeavour, the researcher encountered slight constraints while carrying out the study. Insufficient funds tend to impede the efficiency of the researcher in sourcing for the relevant materials, literature, or information and in the process of data collection, which is why the researcher resorted to a limited choice of sample size. More so, the researcher simultaneously engaged in this study with other academic work. As a result, the amount of time spent on research will be reduced.

Moreover, the case study method utilized in the study posed some challenges to the investigator including the possibility of biases and poor judgment of issues. However, the investigator relied on respect for the general principles of procedures, justice, fairness, objectivity in observation and recording, and weighing of evidence to overcome the challenges.

1.9 Definition of Terms

Information Communication Technologies: This refers to modern equipments used to enhance communication effectiveness like the computers and interment.