Records management and procurement performance. A case of NAADS program in the central region of Uganda
| Pages | 256-274 |
| Published date | 20 November 2017 |
| DOI | https://doi.org/10.1108/RMJ-04-2016-0011 |
| Date | 20 November 2017 |
| Author | Juliet Namukasa |
| Subject Matter | Information & knowledge management,Information management & governance |
Records management and
procurement performance
A case of NAADS program in the central
region of Uganda
Juliet Namukasa
Department of Procurement and Logistics Management,
Makerere University Business School, Kampala, Uganda
Abstract
Purpose –The purpose of this study was to examine the influence procurement records management
had on the performance of the procurement function under the National Agricultural Advisory Services
(NAADS).
Design/methodology/approach –The study used both qualitative and quantitative approaches to
research. Procurement records management was the independent variable, while procurement performance
was the dependentvariable. The study also adopted a simple correlationand case study design. An accessible
populationof 101 respondents was identified, with 93 forming a sample.An 88% response rate was realized.
Findings –Resultsindicated that procurement records managementhad a significant effect on procurement
performance.Whereby, there was a positive and statistically significant relationshipbetween records creation
and procurement performance;there was a positive relationship between records maintenance, preservation
and procurementperformance; and, finally, records access and use also had a positive significantinfluence on
procurementperformance.
Research limitations/implications –This research focused on the centralregion of Uganda, and yet,
Uganda has got so many other regions which operate the NAADSprograms. This means that research was
conducted within a defined scope. Therefore,based on this, the researcher could not generalize the research
findings.
Practical implications –Findings imply that ethicalpractices should be emphasized and custodians of
procurement records be held accountablefor their actions, as this will help in the support of proper record-
keeping and avoid documentsnot being on file, misplaced or misfiled, which negatively affects procurement
performance. Enabling a more efficient information management system results into effective procurement
performance that leadsto significant cost reduction in both the private and the governmentsector, especially
when digitalrecords are involved.
Social implications –As majority of the NAADS staff were found to possess inadequateknowledge in
records maintenance and preservation, the government through the NAADS training committees should
organize timely workshopsto sensitize staff on how best records maintenance and preservationis core to its
operations.
Originality/value –This study contributesto an important area which has not been given attention in the
Ugandan context, where there is difficultyof relating the value of effective records maintenance to business
management because of the lack of quantifiable evidence. Therefore, the study highlights the influence of
records creation,maintenance and use on procurement performance. The review of literaturefinds that better
recordsmanagement results into better performance of the procurement unitsin procurement entities.
Keywords Performance, Records management, Procurement,
National Agricultural Advisory & Delivery of Services (NAADS)
Paper type Research paper
The author thanks all respondents who sacrificed their valuable time to fill in the questionnaires.
RMJ
27,3
256
Received1 April 2016
Revised22 September 2016
Accepted1 October 2016
RecordsManagement Journal
Vol.27 No. 3, 2017
pp. 256-274
© Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-04-2016-0011
The current issue and full text archive of this journal is available on Emerald Insight at:
www.emeraldinsight.com/0956-5698.htm
Introduction
Historical overview of records management
Records management originated from the US federal government during the late 1940s,
evolving from the USA archival profession (Langemo, 2002). The US national archive
was established in 1934 to handle the past accumulation of federal documentation and the
increasing volumes of records generated by the US federal government. In response to
this growth, President Harry S. Truman established the commission on the organization
of the executive branch of the government, which became known as the Hoover
Commission in the late 1940s. A task force on paperwork management was established
and Emmett J. Leahy was selected as chairman. In 1940s, the Hoover Commission came
up with the term records management (Langemo, 2002). It is important to note that this is
the first time this term is used and prior to this, what we knew as records management
was referred to as paperwork.
Over the past few years, developingcountries have been awakened on the importance of
effective management of the public procurement process at both central and local
government levels, and its subsequent contribution to improved governance of the public
sector (Basheka, 2008). Procurementas a function that was traditionally viewed as a clerical
and reactive task has since positioned itself among core organizational functions, and its
management is becoming increasingly critical for the well-functioning of any organization
(Basheka, 2008). Procurement is becoming important at the local level, in parallel with
decentralization and the increasing range of functions performed by local governments in
most countries (Schiavo-Campoand Sundaram, 2000).
In Africa, lack of awareness of modern records management is widespread in many
public and private sector organizations. There are inadequate policies, standards and
guidelines, as well as inefficiency and lack of management continuity (Wamukoya and
Mutula, 2005). In addition to this, findings from a baseline study by Lam and Wong (2011)
indicated that poor records management affected procurement performance, especially in
contract management and disposalprocess areas. This is a good development for the public
procurement system in Africa, as procurement planning is a critical component for the
realization of public procurement objectives. Procurement records are critical in promoting
the principles of transparency and accountability, and weaknesses in this area have
implications for the efficiency and effectiveness of the public procurement system
(Chachage and Ngulube,2006).
In Uganda, given the current poor state of records management, the government has
taken a number of steps to support records management and archivesin the country. These
include the following among others: Circular No. 2 of 1976 was about the need for all
government departments to manage and store records, and this was fully implemented in
1988.
In 1990, the Department of Records and Information Management was created in the
Ministry of Public Service and in 1994, the department was moved from the office of the
President to the Ministry of Public Service(Nyamungu, 2010).
Uganda did not have a law relating directly to records until 2001, when the National
Records and Archives Act (2001) was created. According to this Act, all records with historical,
administrative, legal, fiscal, informative, research and educational value must be deposited
with the national archives, and according to Uganda’sThe Local Governments Act (1997 as
amended), for purposes of accountability, the Ministry of Local Government expects all
councils to keep records of activities and transactions; the Act further requires that councils
keep proper books of accounts and other related records. Specific to Ugandan procurement
records, the Public Procurement and Disposal of Public Assets Authority (PPDA) (2003)
A case of
NAADS
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