Records management in Friends Church (Quakers) in Kenya

Abstract

This study focused on records management in churches, particularly the Friends Church (Quakers) in Kenya. The study sought to find out the record types and formats created or received, establish records management systems currently being used, investigate the challenges faced in managing the records, and assess the status quo in records management as well as recommend possible solutions for the Friends Church in Kenya. Both qualitative and quantitative were used to collect data from the field. Through interviews, data was collected from pastors, church administrators, and church members. Exploratory research design was adopted in conducting in-depth interviews among the participants in order to understand records management practices in the Friends Church in Kenya and provide recommendations for improvement. Purposive sampling technique was adopted to select a sample size of 24 participants who included individuals with relevant information about records management in the Friends Church in Kenya. The response rate for this study was 100 percent.

The study discovered that records created or received by the Friends Church in Kenya were not properly managed. This was due to lack of an electronic system of records management, inadequate qualified personnel to manage records, inaccessible records when needed, lack of fire protected cabinets, poor leadership, among others. These culminated to time wastage in churches, conflicts, overspending on various church activities, unproductivity, loss of file(s) that contain vital information, poor organization and culture, and some committed church members left the church.

The Study concluded that for the Friends Church to achieve operational efficiency, it is important that the church leadership establish records management offices that are equipped with requisite resources to effectively manage paper based records and electronic records.