The Impact of Records Management on the Effectiveness of Human Resource Management in the Public Sector.
Authors: Jean Claude KANYABWIRA 
Published: June 2024

Effective human resource management (HRM) is pivotal for organizational success, particularly in the public sector, where efficient service delivery and accountability are paramount. However, the impact of records management practices on HRM effectiveness in public institutions still needs to be explored. This study investigates the relationship between records management and HRM effectiveness, aiming to bridge this knowledge gap. The dependent variable, HRM effectiveness, encompasses employee motivation, retention, transparent recruitment, workforce utilization, cost minimization, conflict resolution, and informed decision-making. The study hypothesizes that robust records management practices can positively influence these HRM outcomes by facilitating transparency, accountability, and access to accurate and timely information. The research adopts a quantitative approach, utilizing survey data collected from 90 respondents across multiple public institutions in Rwanda, a country known for its unique public sector challenges and innovative solutions. While substantial, the sample size may need to fully capture the nuances and complexities of the inherently diverse and multifaceted public sector landscape. The findings reveal a significant positive relationship between records management practices and HRM effectiveness indicators. Specifically, institutions with well-established electronic records management systems, regular filing practices, and effective monitoring and control mechanisms reported higher levels of employee motivation, transparent recruitment processes, and efficient conflict resolution. However, the study also highlights areas for improvement, such as addressing high labor turnover rates and maximizing employee utilization. These challenges underscore the need for further investment in records management capabilities and their integration with HRM processes. The analysis delves into the specific contributions of records management to HRM effectiveness, including: Employee Motivation: Effective records management facilitates tracking employee performance, training needs, and incentive programs, fostering a motivated workforce. Retention: Robust records management practices capture employee histories and institutional knowledge, mitigating risks associated with high turnover. Transparent Recruitment: Comprehensive applicant records and hiring decision documentation support fair and accountable recruitment processes. Workforce Utilization: Accurate and up-to-date records on employee skills and experiences enable optimal workforce planning and deployment. Cost Minimization: Efficient records management reduces redundancies, improves process efficiencies, and minimizes costs associated with retrieving or recreating lost employee information. Conflict Resolution: Access to detailed records on prior incidents and employee histories enables fair and consistent conflict resolution. Informed Decision-Making: Well-maintained records provide timely and accurate information, supporting informed decision-making processes within HRM. The study concluded by emphasizing the critical role of records management in enhancing HRM effectiveness and organizational performance in the public sector. Recommendations include investing in electronic records management systems, implementing robust records retention schedules, providing comprehensive training for records management staff, and fostering collaboration between records management and HRM departments. Furthermore, the research highlighted the need for a holistic approach that integrates records management into organizational processes and strategic planning, recognizing its cross-functional impact on various aspects of public service delivery. While the study offered valuable insights, further research is recommended, including longitudinal studies to track the long-term effects of records management practices, comparative analyses across different public sectors, and exploration of potential moderating factors influencing the relationship between records management and HRM effectiveness, such as organizational culture, leadership style, and technological infrastructure. In conclusion, this study contributed to the growing body of knowledge on the strategic importance of records management and its pivotal role in supporting effective human resource management in public institutions. By bridging this knowledge gap, the findings can inform policy decisions, resource allocation, and the implementation of best practices, ultimately enhancing public service delivery and organizational performance through the synergistic optimization of records management and HRM practices.