Problems Of Filling And Correspondence In Institutions
(A Case Study Of I.M.T Enugu)
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The aim of this project/research work is to find out the problems facing filling/correspondence in Institute of Management and Technology (IMT) Enugu and to give useful suggestions.
To obtain the necessary information for the research, the researcher used the questionnaire.
From the findings, it was discovered that the institution stand to loose valuable man hours, experience great delays in the execution of official duties if it takes a lot of time to find and retrieve files in offices.
It was also discovered in the study that the absence of a reliable filing/correspondence systems in the institution affect the efficiency of office operations.
Recommendations are made based on the findings of the study, because filing/correspondence form the core of activities in any institution, there is every need for these two tasks to be accorded due recognition and seen as a system that should be properly administered. Every institution should therefore ensure that due attention is paid to the maintenance and administration of filling/correspondence systems.
Title page i
Approval page ii
Dedication iii
Acknowledgement iv
Abstract vi
Table of content vii
CHAPTER ONE
INTRODUCTION
1.1 Background of the study 1
1.2 Statement of the problem 4
1.3 Purpose of the study 5
1.4 Scope of the study 5
1.5 Research hypothesis 5
1.6 Significance of the study 6
1.7 Delimitation of the study 7
1.8 Definition of terms 7
CHAPTER TWO
REVIEW OF RELATED LITERATURE 9
2.1 The concepts: filing/correspondence systems 9
2.2 Efficient filing/correspondence system 14
2.3 Problem of filing/correspondence systems 17
2.4 Summary of literature review 20
CHAPTER THREE
RESEARCH PROCEDURE 22
3.1 Population 23
3.2 Sample 23
3.3 Source of information 23
3.4 Instrument used 23
3.5 Distribution and collection of questionnaire 24
3.6 Method of data analysis 24
CHAPTER FOUR
Presentation and Analysis of Data 25
4.1 Analysis of data 26
CHAPTER FIVE
Recommendations and conclusions 37
5.1 Discussion of findings 37
5.2 Conclusion 40
5.3 Recommendation 41
5.4 Suggestion for further studies 42
5.5 Limitations 43
Bibliography 45
Appendix: sample of questionnaire 47
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
The preservation of records is one of the main functions of a good secretary in any organization.
Preservation of records in an organization takes various forms depending on the size of the organization. It involves the use of different equipment and systems. Normally, records are preserved through filing, indexing and micro filing. Filing is the commonest method for safeguarding important information and records.
The efficient running of an office therefore depends largely on the existence of a good and effective filing and correspondence systems.
Filing can be described as the care of records management. The key stone of office organization is the maintenance of comprehensive, simple and efficient filing system. Filing therefore is the process by which records are classified, arranged, stored, so that they may be quickly located when needed. It entails storing records in a secure place and in a manner that permits rapid retrieval. As Onibonoje (1976:115) puts it, “filing is the orderly collection, arrangement and safe keeping of information and prompt retrieval of such information as and when required for any decision. Viewed differently, bathlomew (1974:214) sees filing as involving;
“… collecting letters, carbon
copies, accounts, forms and
documents, sorting them by
placing them in folders,
binders, drawers etc, for
future referenceâ€.
Whatever the meaning attached to it may be, the fact remains according to Denyer and Mugridge (1978:145), that “filing is the basis of record keeping …â€Consequently, it should be seen as an independable and to any business organization. The brain of every business as far as retrieval of information is concerned.
Correspondence is equally a very vital aspect of basic office routine of any organized body, be it private, government or club. In each of these organized bodies, letter writing, typing, duplicating and in fact communication represent the core office routine. Correspondence can be said to be communication in writing on subjects of mutual interest to both. The internal and external publics of an organization. The concise Oxford Advanced Dictionary (1974:192) defines correspondence as “communication by lettersâ€. This takes care of in-coming and out-going mails.
Denyer (1980; 274) however sees correspondence as covering:
â€â€¦ many types of documents
Including letters, which is
Probably the most common
Method of communication
Between a business and its
Customers of the public and
Public organizationsâ€.
Carrying out a study of the problems of filing and correspondence systems in offices today is most essential especially as many contracts are lost due to poor filing and correspondence system. Job offers and calls for interviews are lost and staff are denied promotion simply because their files cannot be located.
The choice of institute of management and Technology Enugu is informed by the fact that the school has a sizeable number of staff and does a lot of filing of its activities with both the staff students and external publics.
1.2 STATEMENT OF THE PROBLEM
Academic institutions, today experience cases of delays and/or loss of correspondence in their daily operations. Where records are not loss, a lot of time is wasted in digging up people’s files and vital information often get to the final recipient highly distorted and filtered. All these bring about a chaotic decline in academic activities in schools.
The major problem in the study therefore is to identify likely problems facing filing and correspondence handling offices. This will be done by studding the handling of these basic office routine in institute of management and technology (IMT) Enugu.
1.3 PURPOSE OF STUDY
The study on the identification of the problems of filing and correspondence is concentrated on the institute of management and technology (I.M.T) Enugu. The researcher principally aims at investigating the details of filing/correspondence in Institute of Management and Technology (I.M.T) Enugu for the purpose of revealing only weaknesses and /or strengths and suggesting improvements if necessary.
1.4 SCOPE OF THE STUDY
The study on the identification of the problems of filing an correspondence is concentrated on the Institute of Management and Technology (I.M.T) Enugu. This study will not attempt to discuss deeply the benefits of filing and correspondence systems or the qualification of staff handling such basic routine.
1.5 RESEARCH QUESTIONS
This research work will try to provide answers to the following questions:
1. Does the retrieval of documents take a long time after filing in the Institute of management and Technology Enugu?
2. Is the filing system in institute of Management and Technology Enugu properly organized?
3. What is the cause of undue delays and loss of documents in Institute of Management and Technology Enugu?
4. How can the system adopted by Institute of Management and Technology Enugu be reliable?
5. Does improper filing and correspondence system in Institute of Management and Technology Enugu affect the growth and job satisfaction of the workers?
1.6 SIGNIFICANCE OF THE STUDY
This study is essentially significant in the following ways:-
(a) It will highlight some of the problems of filing ad correspondence system adopted by correspondence and personnel in offices. This will help management to appreciate the seriousness of the problems and thus take action to improve the situation.
(b) The revelations of this study will also be of special assistance to some future researchers who might be interested in finding out other problems of filing and correspondence system that are not related in this work.
1.7 DELIMITATION OF THE STUDY
The study of the problems of filing and correspondence in Nigeria Institutions will be carried out in Institute of Management and Technology (I.M.T) Enugu and does not pretend to give an overview of what applies in other institutions.
1.8 DEFINITION OF TERMS
Filings:-
This can be defined as folding clipping, holding papers for reference. It is the process by which records are classified, arranged and stored so that they may be quickly located when needed.
Correspondence:-
This can be defined as communication in writing on subjects of mutual interest either within the organization or with outsiders.
Problems Of Filling And Correspondence In Institutions
Filling and correspondence in institutions, particularly in a bureaucratic or administrative context, can encounter several challenges and problems. These issues can hamper the efficiency, effectiveness, and transparency of institutional operations. Here are some common problems related to filling positions and correspondence in institutions:
- Bureaucratic Red Tape: Institutions often have complex and lengthy procedures for filling positions and managing correspondence. This red tape can slow down the process and make it cumbersome.
- Lack of Transparency: Transparency issues can arise when there is not enough clarity in the hiring or correspondence process. This can lead to allegations of favoritism, nepotism, or corruption.
- Inefficient Recruitment: Recruitment processes may not always be efficient, resulting in delays in hiring suitable candidates. This can affect the institution’s ability to meet its staffing needs promptly.
- Mismatched Skills: If positions are not filled based on the required skills and qualifications, the institution may end up with employees who are not adequately qualified for their roles, leading to decreased productivity and effectiveness.
- Corruption and Nepotism: In some cases, positions may be filled through corrupt practices or favoring family and friends, rather than based on merit. This can undermine the institution’s credibility and effectiveness.
- Inadequate Communication: Poor communication within an institution can lead to misunderstandings and inefficiencies. It can also result in important correspondence being lost or not reaching the right individuals.
- Lack of Accountability: When there is no clear accountability for the filling of positions or managing correspondence, mistakes and delays can go unaddressed, impacting the institution’s performance.
- Resource Constraints: Institutions may face resource constraints that affect their ability to hire and maintain the necessary personnel. This can lead to understaffing and increased workload for existing employees.
- Political Interference: In some cases, external political pressures or interference can influence the filling of positions, leading to appointments that may not be in the best interest of the institution.
- Technological Challenges: Outdated technology or inadequate systems for managing correspondence can result in lost or mismanaged information, making it difficult for the institution to function effectively.
- Legal and Compliance Issues: Failure to adhere to legal and regulatory requirements in the hiring process can lead to legal challenges and potential liabilities for the institution.
- Conflict of Interest: When individuals involved in the hiring process have personal or financial interests in certain candidates or outcomes, it can create conflicts of interest that compromise fairness and impartiality.
To address these problems, institutions often need to implement reforms in their recruitment and correspondence processes. This may involve streamlining procedures, improving transparency, ensuring merit-based hiring, investing in technology, and fostering a culture of accountability and integrity within the organization. Additionally, external oversight and audits can help identify and rectify issues in the filling and correspondence processes.
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