Diplomatic Records Management as a Determinant of Operational Efficiency at the Ministry of Foreign Affairs in Kenya

Abstract

In Kenya, despite the contribution of records and records management towards public service delivery, there continues to be neglect of diplomatic records as an essential component on operational efficiency at the Ministry of Foreign Affairs. Therefore, there is need to understand the importance of diplomatic records and their contribution to operational efficiency in MFA. The purpose of this study was to assess the effect of diplomatic record management on operational efficiency at Kenya's Ministry of Foreign Affairs. The objectives were to: establish the effect of ICT in diplomatic record management; investigate the effect of the legislative framework regulating diplomatic record management; determine the effect of human resource capacity and assess the effect of financial resources for diplomatic records management on operational efficiency at MFA, Kenya. This study was informed by the records continuum and hybrid theories. It used a mixed research method approach and descriptive survey research design. The information was gathered from 87 Ministry of Foreign Affairs employees. The respondents were drawn from the Ministry's four directorates: protocol, economic and international trade, political and diplomatic affairs, and Foreign Service administration. Both stratified and purposive sampling techniques were employed where directorates and divisions formed the strata. Random and purposive samplings were used to select actual and key informants respectively. Questionnaires and interview schedules were used to collect data. A pretest was performed in the Office of Foreign Missions, State Department, USA to determine the dependability of the data collection tools. This was found to be suitable as it is a similar environment and maintains diplomatic record just as MFA, Kenya. Further OFM was not participating in the study. The reliability coefficients were calculated using Pearson's product-moment correlation coefficient. Validity was determined by the supervisors' suggestions for revising the study instruments. Data were analyzed quantitatively (frequency and percentages and inferential statistics such as regression and correlation) as well as qualitatively via content analysis. Narratives and tables were used to present the findings. The good response rate of 75% was a combination of questionnaires and interviews, and therefore considered acceptable. The study found that Ministry of Foreign Affairs level of electronic records management was not yet adequately positioned to support service delivery; that Ministry of Foreign Affairs is in compliance with laws and regulations governing the management of public records; that the levels of skills and training required for proper management of electronic records were significantly low among records management officers; and that Ministry of Foreign Affairs was not allocating adequate funds for records management functions and activities. The study recommended developing a comprehensive ICT policy and regulatory framework for managing electronic records within the Ministry and Missions abroad; establishing minimum training requirements for records management officers, specifically on electronic records management; and conducting awareness programs on the implementation of records programs at the Ministry. The Ministry should also consider allocating adequate funds to the records management division to assist in the development and implementation of systems and strategies that support sound records management in order to improve operational efficiency at the Ministry. The results have implications on development and implementation of policies and strategies for management of records in public sector