| dc.description.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 | en_US |
