MANUAL AND ELECTRONIC FILLING SKILLS POSSESSED BY OTM GRADUATE FOR EFFECTIVE MANAGEMENT OF RECORDS IN THE ICT AGE (CASE STUDY OF MINISTRY OF WORKS AND FINANCE, OSOGBO OSUN STATE)

1.1 Background of the Study

The rapid evolution of Information and Communication Technology (ICT) has brought significant changes to how organizations manage records. Traditional manual filing systems, which rely on physical storage and paper documents, have been largely replaced or complemented by electronic filing systems in many sectors. Effective records management is essential for organizational efficiency, accountability, and compliance with regulations, especially in public institutions like ministries. The integration of electronic filing into the existing record management framework poses unique challenges and requires distinct skills for seamless operation.

 

Office Technology and Management (OTM) graduates are expected to possess both manual and electronic filing skills necessary for the efficient management of records. OTM programs are designed to equip graduates with knowledge and practical skills in modern office technologies and techniques, including the handling and processing of information through both manual and electronic means (Osagie, 2018). In a digital age where ICT is ubiquitous, having a workforce that is proficient in both traditional and modern filing systems is crucial for organizations, particularly government agencies such as ministries, which manage vast amounts of sensitive information daily.

 

In ministries such as the Ministry of Works and Finance, effective records management supports day-to-day operations, decision-making, and the overall efficiency of the ministry’s functions. These records, ranging from financial transactions to infrastructure projects, require accurate and secure filing for retrieval and future use (Mboho & Akpan, 2019). A comprehensive and well-maintained filing system ensures compliance with regulatory frameworks, enhances transparency, and fosters trust between the government and its stakeholders.

 

Manual filing systems involve processes such as indexing, categorization, and physical storage, which are foundational for basic records management (Udo & Essien, 2020). Despite the emergence of digital filing systems, manual filing remains relevant in many organizations, especially in cases where legal requirements mandate the maintenance of physical records. However, with the advancement of ICT, the reliance on electronic filing systems has increased due to their efficiency in storing, retrieving, and safeguarding large volumes of data. The advent of these technologies has revolutionized the way records are managed, offering benefits such as quicker access to information, reduced physical storage space, and improved security (Adetunji, 2021).

 

Nevertheless, the transition from manual to electronic filing systems presents challenges. Organizations need to invest in adequate infrastructure, train their staff, and ensure that they comply with regulations related to data privacy and security (Okechukwu & Agbontaen, 2019). For OTM graduates working in such environments, possessing skills in both manual and electronic filing systems is indispensable for effective records management.

 

The Ministry of Works and Finance in Osogbo, Osun State, like many public institutions, faces the dual challenge of maintaining legacy manual filing systems while also embracing electronic systems. The need to manage large volumes of data generated by the ministry’s operations places a high demand on staff members to be proficient in both systems. Records related to financial transactions, project contracts, and human resources must be systematically organized to support transparency and accountability. This challenge highlights the importance of equipping OTM graduates with the necessary skills for effective record-keeping in both manual and electronic environments (Ejeh, 2020).

 

As the ICT age continues to evolve, the role of OTM graduates in ensuring the efficient management of records cannot be overemphasized. Their ability to navigate both manual and electronic systems positions them as key players in facilitating the flow of information within the ministry. By possessing these dual competencies, OTM graduates contribute to the overall productivity of the organization, ensuring that records are managed in a manner that supports organizational goals and complies with statutory requirements.

 

In light of these considerations, this study aims to assess the manual and electronic filing skills possessed by OTM graduates in the Ministry of Works and Finance, Osogbo, Osun State. It will explore the extent to which these skills contribute to the effective management of records in an ICT-driven environment, identifying the gaps that may exist and suggesting strategies for improvement.

 

1.2 Statement of the Problem

Effective records management is critical for the operations of any organization, particularly in government ministries such as the Ministry of Works and Finance, where transparency, accountability, and accuracy are paramount. Despite the widespread adoption of electronic filing systems, many government institutions still rely on manual filing for certain processes due to legal and operational constraints. This dual approach to records management demands that employees, particularly OTM graduates, are proficient in both manual and electronic filing systems (Olawale, 2021).

 

However, it has been observed that there is often a skills gap among OTM graduates regarding the practical application of these filing systems. Many graduates may possess theoretical knowledge of records management but lack the hands-on experience needed to handle complex filing tasks in real-world settings (Onwuka & Nwachukwu, 2022). This deficiency can lead to inefficiencies in records management, resulting in delays in information retrieval, loss of important documents, and non-compliance with regulatory standards.

 

Given the critical role of the Ministry of Works and Finance in managing sensitive information related to public infrastructure and financial resources, it is essential to ensure that OTM graduates are equipped with the requisite skills for both manual and electronic filing. This study seeks to investigate the extent to which OTM graduates possess these skills and how they contribute to the ministry's overall records management effectiveness.

 

1.3 Objectives of the Study

The objectives of this study are:

1. To assess the manual filing skills possessed by OTM graduates in the Ministry of Works and Finance.

2. To evaluate the electronic filing skills of OTM graduates in the same ministry.

3. To determine the impact of these filing skills on the effective management of records in an ICT-driven environment.

 

1.4 Research Questions

The research questions guiding this study are:

1. What manual filing skills do OTM graduates in the Ministry of Works and Finance possess?

2. To what extent are OTM graduates proficient in electronic filing systems?

3. How do the manual and electronic filing skills of OTM graduates affect records management in the ministry?

1.5 Significance of the Study

This study is significant as it will provide insights into the current skill levels of OTM graduates in managing records, both manually and electronically. The findings will be useful to educational institutions, enabling them to tailor their OTM programs to better meet the needs of the workplace. Additionally, government ministries and other organizations can use the results to develop training programs that enhance the records management capabilities of their staff. The study will also contribute to the literature on records management in public sector organizations, particularly in the context of integrating manual and electronic filing systems.

 

1.6 Scope and Delimitation of the Study

This study is focused on the Ministry of Works and Finance in Osogbo, Osun State. It examines the manual and electronic filing skills possessed by OTM graduates working in this ministry and their role in the effective management of records. The study will not cover other ministries or organizations, nor will it assess non-OTM graduates. Furthermore, it is limited to records management processes related to the filing systems used in the ministry.

 

1.7 Definition of Terms

Filing System: The method by which records are organized, stored, and retrieved, either manually or electronically.

Manual Filing: The process of organizing and storing physical documents using paper-based systems.

Electronic Filing: The use of digital systems and software to organize, store, and manage electronic records.

OTM Graduates: Individuals who have completed a program in Office Technology and Management, with skills in office procedures, record-keeping, and technology use.

Records Management: The systematic control of records throughout their life cycle, from creation or receipt to disposal or archival.