Achieving Operational Efficiency by Adopting ICT in Diplomatic Records Management at the Ministry of Foreign Affairs, Kenya

IF 2.4 Q3 COMPUTER SCIENCE, INTERDISCIPLINARY APPLICATIONS

International Journal of Information and Learning Technology Pub Date : 2022-09-27 DOI:10.53819/81018102t6030

Frida Kajuju, P. Gichohi, George Serede

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引用次数: 0

Abstract

Information and Communication Technologies have become a critical success factor for service delivery in Kenya's public sector. Applying ICTs in service delivery has become a game changer in public records management. It has completely transformed records management work procedures, methods, and principles. The study aimed to assess how operational efficiency can be achieved by adopting ICT in diplomatic records management at the Ministry of Foreign Affairs, Kenya. The study was guided by records continuum and hybrid theories and adopted the descriptive survey research design. The target population comprised 887 Ministry of Foreign Affairs employees, from which a sample of 87 participants was selected using a stratified and purposive sampling approach. Questionnaires and interview schedules were used to collect data, which was analyzed quantitatively and qualitatively using Statistical Package for Social Sciences and content analysis. The study revealed that the Ministry of Foreign Affairs had embarked on the assimilation of ICTs into its operational activities as a component of e-service delivery. As a result, the study established that diplomatic records, which were vital in achieving operational efficiency, were being created, accessed, and used in electronic format. Inadequate infrastructure for electronic records management programs was, however, found to be a significant hindrance to the realization and use of diplomatic electronic records. The study recommends that the Ministry of Foreign Affairs develop and execute a comprehensive electronic records management policy and regulatory framework to integrate e-records into Ministry's operational efficiency and service delivery. The Ministry of foreign affairs should collaborate with Information Communication and Technologies Authority to develop infrastructure for electronic records management systems to ensure that all software acquired for managing electronic records capture records management requirements to achieve operational efficiency and improved service delivery. Keywords: Electronic Records, Operational Efficiency, Ministry of Foreign Affairs, Diplomatic Records, Record Management Technologies

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通过在肯尼亚外交部外交记录管理中采用信息通信技术实现业务效率

信息和通信技术已成为肯尼亚公共部门提供服务的关键成功因素。信息通信技术在服务提供中的应用已成为公共档案管理的变革因素。它彻底改变了档案管理的工作程序、方法和原则。这项研究的目的是评估如何通过在肯尼亚外交部的外交记录管理中采用信息通信技术来实现业务效率。本研究以记录连续理论和混合理论为指导，采用描述性调查研究设计。调查对象为887名外交部工作人员，采用分层有目的抽样方法，从中抽取87名参与者。采用问卷调查和访谈表收集数据，使用Statistical Package for Social Sciences和内容分析对数据进行定量和定性分析。研究表明，外交部已着手将信息通信技术作为电子服务提供的一个组成部分纳入其业务活动。因此，这项研究确定，正在以电子格式创建、查阅和使用对实现业务效率至关重要的外交记录。然而，电子记录管理方案的基础设施不足被认为是实现和使用外交电子记录的重大障碍。该研究建议外交部制定并执行全面的电子档案管理政策和监管框架，将电子档案整合到外交部的业务效率和服务提供中。外交部应与信息通信和技术管理局合作，开发电子记录管理系统的基础设施，以确保为管理电子记录而获得的所有软件都符合记录管理的要求，以实现业务效率和改进服务的提供。关键词:电子档案，运作效率，外交部，外交档案，档案管理技术

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来源期刊

International Journal of Information and Learning Technology COMPUTER SCIENCE, INTERDISCIPLINARY APPLICATIONS-

CiteScore

6.10

自引率

3.30%

发文量

期刊介绍： International Journal of Information and Learning Technology (IJILT) provides a forum for the sharing of the latest theories, applications, and services related to planning, developing, managing, using, and evaluating information technologies in administrative, academic, and library computing, as well as other educational technologies. Submissions can include research: -Illustrating and critiquing educational technologies -New uses of technology in education -Issue-or results-focused case studies detailing examples of technology applications in higher education -In-depth analyses of the latest theories, applications and services in the field The journal provides wide-ranging and independent coverage of the management, use and integration of information resources and learning technologies.