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ABSTRACT
This study examined the secretary and the effects of new office technologies in record management. The descriptive research design is adopted in the study. The population of the study consists of 60 office managers from selected organizations. The results of the study showed that the availability of modern office technology undoubtedly affects the efficiency and effectiveness of the secretary in every business organization. Some of the contributions of modern office technology equipment to the work of the secretaries and record management as revealed in the study include increase of efficiency, save time and labour in office work, as well as leads to improvement of office services and activities. It was therefore recommended among others that both government and private organizations should procure adequate modern office technology/ equipment to enhance the productivity of their secretaries, organizations should involve the secretaries in deciding the kind of technological device they wish to procure since the latter are going to use them. And also, secretaries who lack adequate knowledge and skill in the usage of modern office technology/equipment should be retrained to fit into the current trend of technological advancement for effective performance.
TABLE OF CONTENTS
TITLE PAGE – – – – – – – – – – i
CERTIFICATION – – – – – – – – – ii
DEDICATION – – – – – – – – – – iii
ACKNOWLEDGEMENT – – – – – – – – iv
ABSTRACT – – – – – – – – – – v
TABLE OF CONTENTS – – – – – – – – vi
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY – – – – – – 1
1.2 STATEMENT OF PROBLEMS – – – – – – 3
1.3 PURPOSE OF THE STUDY – – – – – – – 5
1.4 SIGNIFICANCE OF THE STUDY – – – – – – 5
1.5 RESEARCH QUESTIONS – – – – – – – 6
1.6 DELIMITATION OF THE STUDY – – – – – – 6
1.7 DEFINITION OF TERMS – – – – – – – 7
CHAPTER TWO
LITERATURE REVIEW
2.1 INTRODUCTION – – – – – – – – 8
2.2 CONCEPTUAL REVIEW – – – – – – – 9
2.2.1 THE SECRETARY – – – – – – – – 9
2.2.2 CONCEPT OF RECORD MANAGEMENT – – – – – 10
2.2.3 CONCEPT OF TECHNOLOGY – – – – – – 11
2.3 THEORETICAL REVIEW OF LITERATURE – – – – 14
2.3.1 NATURE AND SCOPE OF THE WORK OF A SECRETARY – – 14
2.3.2 ELEMENTS OF RECORDS MANAGEMENT – – – – 15
2.3.3 IMPORTANCE OF RECORDS MANAGEMENT – – – – 16
2.3.4 THE ROLE OF RECORDS MANAGEMENT IN AN ORGANIZATION – 17
2.3.5 SOME MODERN OFFICE TECHNOLOGY/EQUIPMENT AND THEIR IMPORTANCE – – – – – – – – 18
2.3.5.1 TYPEWRITER – – – – – – – 20
2.3.5.2 DUPLICATOR – – – – – – – 22
2.3.5.3 ACCOUNTING MACHINES – – – – – – 25
2.3.5.4. CASH REGISTERS – – – – – – – 28
2.3.5.5 COMPUTER – – – – – – – – 29
2.3.5.6 THE PHOTOCOPIER MACHINE – – – – – 30
2.3.5.7 FACSIMILE TRANSMISSION EQUIPMENT – – – 31
2.3.5.8 TELEPHONE ANSWERING MACHINE – – – – 33
2.3.5.9 DICTATING AND TRANSCRIBING MACHINE – – – 33
2.3.5.10 COLLATORS – – – – – – – – 33
2.3.6 CONTRIBUTIONS OF MODERN OFFICE TECHNOLOGY/EQUIPMENTS
TO THE WORK OF THE SECRETARIES AND RECORD
MANAGEMENT – – – – – – – – 34
2.4 EMPIRICAL REVIEW – – – – – – – 36
2.5 SUMMARY OF LITERATURE REVIEW – – – – – 37
CHAPTER THREE
RESEARCH METHODOLOGY
3.1 INTRODUCTION – – – – – – – – 39
3.2 RESEARCH DESIGN – – – – – – – – 39
3.3 SOURCES OF DATA – – – – – – – – 40
3.3.1 PRIMARY SOURCES OF DATA – – – – – – 40
3.3.2 SECONDARY SOURCES OF DATA – – – – – – 40
3.4 POPULATION OF THE STUDY – – – – – – 40
3.5 SAMPLING TECHNIQUES – – – – – – – 41
3.6 SAMPLE SIZE – – – – – – – – 41
3.7 METHOD OF DATA COLLECTION – – – – – 41
3.8 METHOD OF DATA ANALYSIS – – – – – – 42
3.9 VALIDATION OF THE INSTRUMENT – – – – – 42
3.10 RELIABILITY OF THE INSTRUMENT – – – – – 43
CHAPTER FOUR
DATA ANALYSIS AND INTERPRETATION
4.1 INTRODUCTIONS – – – – – – – – 44
4.2 RESEARCH QUESTION ONE – – – – – – 44
4.3 RESEARCH QUESTION TWO – – – – – – 45
4.4 RESEARCH QUESTION THREE – – – – – – 47
4.5 RESEARCH QUESTION FOUR – – – – – – 48
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATIONS
5.1 INTRODUCTION – – – – – – – – 51
5.2 SUMMARY OF FINDINGS – – – – – – – 51
5.3 CONCLUSION – – – – – – – – 54
5.4 RECOMMENDATIONS – – – – – – – 55
5.5 SUGGESTIONS FOR FURTHER RESEARCH – – – – 56
5.5 LIMITATIONS OF THE STUDY – – – – – – 56
REFERENCES – – – – – – – – – 57
APPENDIX A – – – – – – – – – 61
APPENDIX B – – – – – – – – – 62
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
In the past decades several changes have taken place in private and public offices regarding the roles and functions of the secretary due to fast technological advancement in all phases of human life especially in the office environment. Most offices in today’s business world, be it government, industry or other human endeavors, require facts and accurate information for quick decision-making. The office worker, including the secretary, expects certain support from the organization that he/she is employed. This support can be technological (machines and equipment) and human. In the past, managers dictated memos and letters and secretaries typed them in various offices. Most recently, institutions have developed word processing centers and relied on personal computers and even electronic mail in an effort to lessen the need for secretarial support and make the secretary very productive (Ezoem, 1995; Osuala, 2004). The type of machines and gadgets that were used to produce, duplicate and store information has undergone a great transformation to cope with the growing world technology, as a result, the role of secretaries in the business set up has changed tremendously from that of typewriting, shorthand dictation, answering of telephone calls and processing of mails to the usage of computers and other modern gadgets (Mumuni& Sam 2014).
Today’s secretaries are exposed to office technology including the internet that make work much easier and knowledge more accessible (Edwin, 2008). It is now easier to send messages by telex, electronic mails (e-mails), fax and telephones. Other office gadgets available to the secretary are photo-copy machines, duplicating machines, dictating machines, printers, among others. Secretaries now have many technologically advanced office gadgets to ease their jobs and enhance proficiency and productivity leading to improved access to goods and services globally (Akpomi, 2003). Technological changes have altered the procedures and techniques for office functions to include the computers, electronic mail, voice mail, and the internet. Spencer (1981) defined automation as the process of replacing human work with work done by machines or system designed to perform a specific combination of action automatically or repeatedly.
However, in recent times, the secretary’s routine work has reached an advanced stage due to the invention of automated office equipment. Most of the traditional and routine tasks are performed by automated office equipment such as computers, telephone, etc.
The efficiency and effectiveness of the secretary in every business organization depends on the availability of office technologies as well as the skills and competencies of the secretary (Ordu & Akpomi 2009). Modern organizations have come to appreciate the role and importance of the secretary as well as the need to provide the requisite and necessary office machines and equipment for the efficiency of the secretarial functions. It is generally acknowledged that technological advancement has affected many professionals both in the public and private organizations, and the role of the secretary is no exception. The secretary is the pivot of any efficient and dynamic organization and their effective performance depend upon the office equipment, knowledge and skills of the professional secretary (Mumuni & Sam 2014).
1.2 STATEMENT OF PROBLEMS
Technological advancement has ushered in drastic changes in record keeping through the introduction of new office technologies and new methods of communication. Man is an embodiment of change, his life circle is marked with different stages of metamorphosis which when it finally actualizes, adulthood is made secretarial profession, an inseparable bed fellow of management no exception. The secretary has been defined as one entrusted with secrets or confidence of a superior, or employed to handle correspondence and manage, routine and detailed work for a superior.
The technological changes that are taking place in different disciplines are also being witnessed in some offices today. New technologies or machines have been developed to make secretaries more efficient or improve working conditions. But certain questions need to be raised, such as: Has these new technologies been acquired for office duties? What are the factors that influence the availability or non-availability of these new office technologies? In what ways have these new office machines affected the productivity and efficiency of such organizations? However, the answers to these questions are readily available and seeking answers to them constituted the major problem of this study.
1.3 PURPOSE OF THE STUDY
The main purpose of the study is the secretary and the effects of new office technologies on record management. Other specific objectives include:
- To examine the role of records management in an organization.
- To find out the various elements of record management.
- To examine the problems faced by management in the management of records.
- To investigate the contribution of modern office technology/equipment to the secretary and record management
1.4 SIGNIFICANCE OF THE STUDY
The study will be of great benefits to establishments. It will help them to know the various benefits of record management technologies they are likely to experience with the installation of these machines.
It will also be beneficial to the practicing secretaries, to know how far these office machines have contributed to their efficiency and also whether or not to encourage the use of these new machines in various offices.
Finally, the study will serve as a reference material to intending researchers and could form basis for future researches.
1.5 RESEARCH QUESTIONS
The following research questions were used to address the study:
- What are the roles of records management in an organization?
- What are the elements of records management?
- What are the problems faced by management in the management of records in a business organization?
- What is the contribution of modern office technological equipment to the work of the secretaries and record management?
1.6 DELIMITATION OF THE STUDY
The researcher has narrowed the scope of this study to some selected secretaries in selected organizations in Port Harcourt which includes Shell Petroleum Development Company of Nigeria (SPDC), African Petroleum (AP) and Nigeria National Petroleum Corporation (NNPC).
1.7 DEFINITION OF TERMS
Secretary: A secretary is an assistant who possesses the mastering of files, skills on how to manipulate these new office machines in her place of work.
Records: A thing constituting a piece of evidence about the past, especially an account of an act or occurrence kept in writing or some other permanent form.
Effect: A change that causes a result.
Technology: Technology in this case means the modern way or technique for making and doing things. it is those activities directed to satisfy human needs which produce alternative as in the material world.
Skill: This is the ability to do something expertly and well.
Performance: An act that involves a lot of effort office manager involving or connecting with the work of an office manager.