Records management and administrative reform programmes in Kenya

The study is a critical examination of the relationship between records management and the administrative reform programme being implemented by the Kenya Government. It examines current policies, procedures, techniques as well as the attitude adopted by various agencies in the public service in the management of records. It also examines the facilities and resources made available by the Government to promote the management of records required for efficient and effective policy development and decision making in the public service. The study argues that accurate and reliable information provides the foundation for accountability in the public service and is the basis of good government and development. Therefore, the Kenya Government must urgently formulate a records management policy and develop a comprehensive records management programme in the public service not only to facilitate the realisation of these basic goals but also as a contribution towards the aims and objectives of the structural adjustment and administrative reform programmes. Three case studies focusing on the Directorate of Personnel Management, the Civil Service Reform Secretariat and the Ministry of Finance are included and demonstrate the significance of records management in underpinning policy development, decision making and accountability in the public service. The study advocates the adoption of records management as a major component of administrative reform in Kenya as well as in other developing countries. The study calls for closer cooperation and collaboration between the Kenya National Archives and Documentation Service and the Directorate of Personnel Management in the development of policies and procedures aimed at promoting the efficient and effective management of records in the public service. It also advocates a change in attitude towards records management among senior officials in the public service. Finally, the study calls for proper planning and wider consultation with regard to the introduction and use of computer technology in the public service. In many developing countries, computerised information systems are being introduced without considering the need for linking these with paper-based information systems. To achieve the study objectives a variety of research methods were used. They included a detailed review and examination of literature, questionnaires and interviews. The study is divided into three main parts comprising nine chapters. Part one sets the scene by presenting a broad overview of records management and administrative reforms in a global context. Part two focuses on the situation in Kenya, first, by providing an overview of the administrative reform programme and, second, by examining the state of records management in the public service. Part three is concerned with finding solutions and evolving implementation strategies to the problems identified throughout the study.