Records and Archival Management System: Case of a Lebanese Private University

Abstract

The importance and necessity to keep an archive of important records at universities is highly needed to maintain reasonable efficiency, transparency, and accuracy. This study used the life cycle and records continuum models to examine the records and archives management methods utilized at a selected Lebanese private university. The study capitalized on and explored records and archives management at the university and assessed practices considering recommendations from “The World Bank Group Records Management Guide”. The main objective was to assess current practices and procedures concerning the abovementioned guide. This work recommended a plan based on the evaluation results to control documents and archives at the university. A mixed-method research approach was used and primary data were collected using a structured questionnaire, a focus group, semi-structured interviews, and personal observations. Purposive sampling was used where 38 respondents were chosen to answer the questionnaire including staff who interacted with records daily; five members of the Information Technology (IT) team were involved in the focus group, and 11 interviewees (chosen from the 38 questionnaire respondents) were interviewed. Key findings support that the university lacked sufficient records management practices, and documents were managed informally. There was also a paucity of skilled records management professionals, which created problems with the development, circulation, utilization, preservation, and destruction of records, putting the university at risk of losing valuable information. The study recommended a procedural plan for records management system integration, reviewing the practices, and implementing new policies and procedures based on the universal and legal requirements to ensure that important records are kept and archived consistently.