Investigation of Computer Utilization in Record Management in Nigerian University System

CHAPTER ONE 

INTRODUCTION

Background to the Study

Staff and students in some universities in Nigeria are sometimes discouraged, disturbed and disappointed as a result of delay in getting needed information, inconsistency, redundancy and inaccuracy of data, lack of sufficient storage facility to cater for proper record of both staff and students, inability of the various universities to cope with huge amount of data that are being produced annually. Some of the reasons for the afore-mentioned problems could be the method that is used to  collect, collate, process and maintain the data other factors could be the protocol in getting the required information, economic, political, human and among others. However, to address the above problems, the exam and record units of all universities in Nigeria should be computerized. Ebijuwa (2017) defines computer as the tools used for collection, processing, storage transmission and dissemination  of information. Computer is an indispensable medium by which science expresses, formulates and communicates itself. For any university community to develop socially, politically, economically, have easy access to information as and when due, overcome inaccuracy, inconsistency and redundancy of data, insufficient storage infrastructure, to cater for adequate record of both staff and students, cope with large amount of data being produced yearly, the exam and record units should be automated.

Computerized  record keeping is oriented toward the use of computer systems and sophisticated programmable machines for the handling of information associated with a process and for the actual control and activation  of mechanisms that facilitate or completely accomplish that process with minimal human guidance.

Rowley (1986) gives four reasons for computerization such as:-

i.          increased workload – computerization can be helpful with a constant decreasing staff.

ii.        need for greater efficiency- computerization may be seen as a means of saving time and money.

iii.      need services –computer may offer the opportunity to offer new services in addition to existing services at little extra cost.

iv.      Co-operation and Centralization

Significantly, the use of computers in record keeping at Nigerian universities would allow employees and students to access large amounts of data through the internet, cable television, or some other sort of distant electronic link. It will allow the institution to store and retrieve a vast number of records for both staff and students. According to Ifeanyich (2015), the use of computers in the collection, collation, processing, storage, retrieval, use, transmission, dissemination, and maintenance of records takes pride of place in every aspect of life and work experience in Nigerian universities because it is used to compute students’ grade point averages, for on-line registration, examination, and admission processing, to keep accurate records of both staff and students, accounting (financial management, purchasing, and accounting), and to keep accurate records of both staff and students. Furthermore, the use of computers in record keeping in Nigerian universities will prevent unauthorised personnel from accessing staff and student records, allow data to be updated quickly and simply without redesigning and rewriting systems and programmes, overcome redundancy, repetitiveness, and inconsistency of data; lead to greater efficiency and effectiveness of record keeping, provision of extra services, provide lecturers, students, and administrators These computer applications were made feasible by its fast speed of operation, precision, diligence, adaptability, large storage capacity, software compatibility, and consistency in operation.

However, as a result of the “Information Technology Age,” computers have improved the act of record keeping in the Nigeria University System because they are used to compute students’ grade point averages, for on-line registration and admission processing, to keep records of both staff and students, and to process students’ academic transcripts, among other things. According to Umana (2020), the computer, a priceless innovation of our time, has numerous applications in all realms of human endeavour. In the education sector, for example, computers are used to assess and grade students’ test results, as well as for administrative purposes such as on-line registration, e-examination, remote learning, and the maintaining of staff and scholar data. Furthermore, the computer is utilized to do numerous duties in the following industries: engineering, agricultural, medical, legal, banking, transportation, security, police, armed forces, and communication, among others. Notably, a well-kept school record may be used to help students and staff create their histories.

The world is growing increasingly complicated, thus we must retain correct records in our Nigerian university system for the sake of the state, professors, and students. The university, as a socio-technical organization, is made up of a technical mission, a human subsystem, and a structural subsystem, each with its own supra system that makes up the environment. The survival of the university system is dependent on its ability to maintain consistency in its processes and relationships both within and outside the system, and in order to maintain a state of equilibrium in the system, adequate feedback from which the university collects information about the quality of her output to the environment is required.

Importantly, university education’s primary functions include teaching, research, and community service. Staff and students at the University of Ado-Ekiti State in Ekiti State are interested in overcoming the age-old challenges associated with the collecting of academic transcripts, NYSC call-up letters, certificates, results, and other critical data as and when required. There are some odd allusions to the metric being used to establish the factor that accounts for the limitations of this university’s manual technique of record keeping. Some of the issues cited include: data loss as a consequence of moving files from one location to another; data storage mode, form misfiling, time lost searching for records due to huge files, weak security measures, increased student enrollment, and a scarcity of labour. Other elements that may contribute to the problems of the manual technique of record keeping are sometimes overlooked. Some of them include attitudinal, administrative, and organizational issues, as well as poor computer and accessory facilities at the University of Ado-Ekiti.

 Statement of Problem

Despite the relevant role of computer utilization in record keeping at the University of Ado-Ekiti, in Ekiti State, constraints such as inaccessibility of the user to computer, insufficient knowledge and skills-based for computer planning, erratic power supply, low level of computer literacy on the part of the university concerned staff and students, attitudinal, administrative, and organizational problems, and prohibitive cost of computer and its accessories, deter computer utilization. The issue that characterized the manual form of record keeping has been a subject of worry for both staff and students at Ekiti State’s University of Ado-Ekiti. For example, students who went to acquire their academic transcripts, results, NYSC call up letters, and certificates did not receive them all on time. If all of these flaws are not detected and remedied, the University may fail to fulfil its obligations and provide services to its citizens. As a result, this study focuses on the challenges that plagued the conventional way of record keeping in tertiary institutions in order to determine the reasons and appropriate solutions. Furthermore, this research will determine the benefits and drawbacks of using computers for record keeping. Some of its objectives are to produce within a definite time limit accurate report of students and staff data, reduce errors due to human feeling, overcome redundancy, inconsistency and repetitiveness of  data, prevent an-authorized access to data and files of students and staff, handle large volume of data and store data efficiently, help the university authority in decision making, and for effective and efficient management of staff and students.

 Purpose of the Study       

The broad objective of this focused on investigation of computer utilization in record management in Nigerian university system. Other specific objectives includes:

i.          To investigate the problems that are peculiar to the manual method of record keeping

ii.        To ascertain effect of manual method of record keeping at University of  Ado- Ekiti, in Ekiti State.

iii.      To critically evaluates the extent of computers utilization  in record keeping at University of  Ado- Ekiti, in Ekiti State.

iv.      To explore the significance of computers utilization  in record keeping at University of  Ado- Ekiti, in Ekiti State.

 Research Questions

i.          What are the problems that are peculiar to the manual method of record keeping ?

ii.        What arethe effect of manual method of record keeping at University of  Ado- Ekiti, in Ekiti State?

iii.      What is the extent of computers utilization  in record keeping at University of  Ado- Ekiti, in Ekiti State?

iv.      Wha is the benefit  of computers utilization  in record keeping at University of  Ado- Ekiti, in Ekiti State.

 Significance of the Study

This research will shed light on the issues that have plagued the manual technique of record keeping. The study’s findings will help both staff and students at this university to grasp the computer’s potential in record keeping, as well as expose students and staff at this university to the function of computers in numerous sectors of life. It will also necessitate the government’s active participation in logical locative mechanisms for all sub-sectors of the education industry, as well as the improvement of the quality and efficiency of record keeping in terms of academic transcripts, registration courses, NYSC call up letters, results, and certificates. The fact that several general difficulties bedeviling the university setup will be studied and crucial and general solutions will be made is noteworthy in this study. These will give important guidance to policymakers, planners, administrators, and school technocrats in their future efforts to improve the university system. It will provide students and university personnel with considerably simpler access to information than the manual way because no guides or mediators will be required. It allows for the most efficient use of available staff, saving time and money. It will facilitate the dissemination of information inside and beyond the boundaries of the institution through effective communication and an on-line system. It will allow data to be changed fast and easily without having to rethink and rewrite the system and programmes. It will help to increase performance, eliminate data redundancy, repetitiveness, and inconsistency, and strengthen educational leadership and attainment. There will be enhancements to the searching and retrieval of staff and student records. It will aid in the compilation and display of standardised records for both university employees and students. Annual statistical reports, for example, summarizing the total number of students admitted, the total number of students and staff in the university, the total number of graduating students and non-graduating students in each department and faculty, and the annual budget, revenue, and examination results.

Scope of the study

The scope of this study borders on this study focuses on the challenges that plagued the conventional way of record keeping in tertiary institutions in order to determine the reasons and appropriate solutions. Furthermore, this research will determine the benefits and drawbacks of using computers for record keeping.The study is limited to University of Ado Ekiti in Ekiti State.

Limitation Of The Study

During the process of carrying out this study, the researcher was confronted with a number of obstacles, some of which were limitations pertaining to time and finances, as well as difficulties pertaining to language and the attitudes of the respondents. Nevertheless, the researchers were able to overcome these obstacles in order to guarantee the success of this investigation.

In addition, the case study approach that was used in the research presented the investigator with a number of difficulties, such as the chance of making erroneous judgments and being subject to prejudice. In spite of this, the investigator was successful in overcoming the difficulties by adhering to the broad principles of respect for processes, justice, fairness, impartiality in observation and recording, and the weighing of evidence.