Legal frameworks for personnel records management in support of accountability in devolved governments: a case of Garissa County Government

Evans Nyanyu Makwae

摘要

Purpose - Accountability in personnel records management is to a large extent, dependent on the availability of personnel records, there has been very little recognition of the need to address the management of personnel records as evidence for accountability either in relation to Freedom of Information (FOI) or Open Data. It is in this regard, therefore, the purpose of this study is to investigate the legal frameworks for personnel records management in support of accountability. The study used a descriptive design which combined both qualitative and quantitative approaches where both qualitative and quantitative information was involved in the study. Founded on the records life cycle and the records continuum, the study aimed to fulfil its main objective: establishing legal frameworks for personnel records management at Garissa County Government (GCG). Purposive sampling was used to select 11 Human Resource Management Officers (HRMO), 11 Personnel Record Management Officers (PRMO) and 11 Personnel Records Management Clerks (PRMC) and 55 staff members who made the total sample of 88 respondents. Data collected were analysed using descriptive statistics with the help of a Statistical Package for Social Scientists (version 17) was used to perform the analysis of quantitative data and presented through frequency tables, percentages, means and standard deviations. Results indicated that the County Government does not have legal frameworks in personnel records management. Several challenges were identified including lack of personal records management policy, lack of integrity, lose of documents/file and poor communication system. Generally, the study shows that legal frameworks in personnel records management is very important in accountability, therefore, GCG management needs to take measure to improve legal frameworks in personnel records management infrastructure and develop personnel records management policy. Design/methodology/approach - The study was conducted using a descriptive design. This design ensures that data collected are analysed and findings are reported to establish a better understanding of a physical or social phenomenon. The descriptive design combined both qualitative and quantitative approaches where both qualitative and quantitative information was involved in the study. The study was conducted at the County Government of Garissa's Head Quarters; it targeted staff involved in personnel records management. Garissa town was selected because it is a centre of various activities in County Government of Garissa. The target population comprising HRMO, PRMO, PRMC and staff from different ministries who depended on the personnel records management activities. Purposive sampling was used to select 11 HRMO, 11 PRMO, 11 PRMC and 55 staff members who made the total sample of 88 respondents from the population. Questionnaire method was used to collect data from HRMO, PRMO, PRMC and staff members quickly and give more freedom (in terms of time and flexibility) to the respondents. Interviews were used to obtain more in-depth information from the PRMO, HRMO and PRMC being the individuals' in-charge of personnel records were to provide information on legal frameworks for personnel records management at GCG. Findings - Lack of a policy signifies a lack of accountability and awareness of the personnel records management standards, meaning that the staffs are not aware of their responsibilities towards the management of the County's records. This is therefore likely to contribute significantly to poor performance (Mampe and Kalusopa, 2012). This then puts the County in a precarious position regarding personnel records due to lack of guidelines on classing and handling of personnel records. Lack of a policy also shows a lack of commitment in the area, purporting neglect, where responsibilities are not clearly assigned and remain unclear. Weak institutional capacity and the absence of, for example, comprehensive personnel records management policies have been cited as one of the main causes of archival (as well as records management) underdevelopment in Africa (Ngulube and Tafor 2006). From the reactions of the existence of a draft policy, the staff indicated that it covered among other things: a policy statement, scope, definition of terms, applicable legislation and procedures, mail management encompassing both incoming and outgoing mail, filing classification, retention and disposal, as well as a statement of responsibilities. The study revealed that personnel records management in Kenya operates under the framework and guidance of the Kenya National Archives and Documentation Services - KNADS which is supported by the Public Archives and Documentation Services Act, Cap 19. Besides the Cap 19, of 1965 of the Laws of Kenya, there are also various legislations that support the management of records in Kenya including the Ministry of State for Public Service (MSPS) (DPM) Circular on personnel records refer

机译：目的 - 人事记录管理的问责制在很大程度上，取决于人员记录的可用性，对人员记录的管理确认有必要作为关于信息自由的责任证据（FOI ）或打开数据。因此，在这方面，本研究的目的是调查人员记录管理支持问责制的法律框架。该研究使用了描述性设计，该描述组合了定性和定量方法，其中定性和定量信息涉及该研究。该研究旨在满足其主要目标的记录生命周期和记录，该研究旨在满足其主要目标：在Garissa县政府（GCG）的人员记录管理中建立法律框架。目的采样用于选择11名人力资源管理人员（HRMO），11名人员记录管理人员（PRMO）和11名人员记录管理文：55名工作人员，以及88名受访者的总样本。使用描述性统计数据分析收集的数据，借助于社会科学家的统计包（版本17），用于执行定量数据的分析，并通过频率表，百分比，手段和标准偏差呈现。结果表明，县政府在人员记录管理中没有法律框架。确定了几种挑战，包括缺乏个人记录管理政策，缺乏诚信，失去文件/档案和沟通系统差。一般来说，该研究表明，人员记录管理中的法律框架在问责制方面非常重要，因此，GCG管理需要衡量人员记录管理基础设施的法律框架，并开发人员记录管理政策。设计/方法/方法 - 使用描述性设计进行该研究。这种设计可确保分析收集的数据并据报道，确定更好地了解物理或社会现象。描述性设计结合了定性和定量方法，其中定性和定量信息涉及该研究。该研究在Garissa的总部省长县政府进行;它有针对性人员记录管理的员工。 Garissa Town被选中，因为它是Garissa县政府各种活动的中心。包括HRMO，PRMO，PRMC和来自不同部委的工作人员，依靠人员记录管理活动。目的采样用于选择11个HRMO，11个PRMO，11个PRMC和55名工作人员，他们将88名受访者的总样本从人口中取出。调查问卷方法用于迅速收集来自HRMO，PRMO，PRMC和工作人员的数据，并为受访者提供更多自由（以时间和灵活性）。采访被用于获得PRMO，HRMO和PRMC的更多关于人事记录的个人的信息，是提供有关GCG人员记录管理的法律框架信息。调查结果 - 缺乏政策意味着缺乏对人员记录管理标准的问责制和意识，这意味着工作人员并不了解他们对县纪录的管理的责任。因此，这可能会对性能不佳（MAMPE和Kalusopa，2012）贡献。这将县成为有关人员记录的不稳定地位，因为缺乏关于人员记录的课程和处理的准则。缺乏政策也缺乏在该地区缺乏承诺，旨在忽视，责任没有明确分配，并不清楚。弱制的制度能力和缺席，例如，综合人员记录管理政策被引用为非洲档案（以及记录管理）的主要原因之一（Ngulube和TaFor 2006）。从反应的反应中，工作人员表示，它涉及其他事项：政策声明，范围，条款定义，适用的立法和程序，包括传入和发出邮件，归档分类，保留和邮件处置，以及责任陈述。该研究表明，肯尼亚的人员记录管理在肯尼亚国家档案馆和文件的框架和指导下运作，由公共档案和文件服务法，第19章支持1965年第19条除了1965年法律之外肯尼亚，还有各种立法，支持肯尼亚的记录管理，包括国家公共服务部（MSP）（DPM）关于人事记录的通函代表

Legal frameworks for personnel records management in support of accountability in devolved governments: a case of Garissa County Government

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