Management of human resource records to support functions in the Ministry of Health, Kenya

Abstract

The study aimed to assess the management of human resource records in the Ministry of Health in Kenya. Despite the support provided by human resource records for service delivery in the Ministry, there are still challenges created by reports of missing files and accumulation of files with no space for accommodation. Problems faced by human resource records management include lack of skills and competencies, inadequate human and financial resources, and lack of policy and support by management in providing necessary requirements for the human resource records management unit’s (RMU) operation. The paper assesses the management of human resource records and proposes strategies and intervention measures for their effective and efficient management. The study adopted both the records life cycle model and qualitative research method. Stratified random sampling and purposive sampling were used to select respondents. Ten individuals from the sampled staff were selected for the pilot of the research instruments to test validity and reliability. The targeted population for the study was 307 staff from the Ministry of Health headquarters and its affiliate departments. A sample size of 94 members of staff, constituting 30% of the targeted population, was derived. They included top management, records management staff, clerical staff, human resource management staff, finance staff, information and communication technology (ICT) staff, and heads of departments. The findings revealed that despite efforts made to adopt the best practices, there were still challenges in implementing the elements of records management infrastructure, inadequate top management, and sustainable technical support in the implementation of ICT and human resource records management programmes in the ministry. The study recommended implementation of the elements of records management infrastructure, inadequate top management, and sustainable technical support in the implementation of ICT in resolving the challenges in the management of human resource records in the Ministry of Health.