Electronic Records Management Strategies by Government Agencies in Kenya

Abstract

Background of the study: With the advancement in technology, government agencies generate, receive or use records in electronic formats. There is need to develop appropriate strategies to manage these electronic records effectively. An electronic records management strategy must be aligned to the agency’s legal mandate as well as reflect best records management practices and technological options. Purpose: This chapter explores the extent to which government agencies in Kenya apply electronic records management strategies in regard to legal framework, long-term preservation, metadata, file naming and file formats, and digital media storage. Method: Additional data was collected through a review of relevant literature. The data was analysed and presented using descriptive statistics. Findings: The findings indicate that the Government of Kenya recognises electronic records as valuable. The study leading to this chapter was conducted as an online survey through which data was collected from records managers working in 90 government agencies who are members of the Network of Library & Information Professionals in Kenya. The link to the online questionnaire, hosted on Google Forms, was circulated through the network’s administrator. 38 officers successfully filled the forms. Conclusion: It has developed and deployed several policies and legislation to enhance the management and use of electronic records for posterity. However, the government lacks facilitative structural and budgetary provisions to implement these effectively.