Submit your papersSubmit Now
For Enquiries: [email protected]
IIARD LogoIIARD

The Impact of Poor Records Management Practices on Service Delivery and Accountability in Local Government Councils (LGCs) in Oyo State, Nigeria

Agwatu Chioma Ozuruonyeoke PhD, Ajubare Oluwaseun Oluropo, PhD, Odumade Chinyere Jennifer

Abstract

This study investigates the impact of inadequate records management systems—including filing, retrieval, archiving, and security—on service delivery and accountability in selected Local Government Councils (LGCs) in Oyo State, Nigeria. The research adopts a qualitative case study design across three LGCs—Ibadan North, Oyo, and Saki West. Document analysis, structured observations, and semi-structured interviews with 25 participants, including records officers, administrators, and service users, were used to collect data. Findings reveal that reliance on paper-based systems, poor storage conditions, and lack of standardized procedures result in prolonged delays—averaging 3–6 weeks instead of the mandated 7 days—with 40% of citizens reporting misplaced documents and 60% admitting to paying unofficial fees for expedited services. Weak audit trails and insufficient oversight further undermine transparency and enable bureaucratic discretion. Poor record management is not only an administrative flaw; it is also a systemic governance challenge. It stresses the urgent need to reform such as the digitization of records, staff training on modern information management, and strengthened accountability mechanisms. The LGCs can enhance efficiency, reduce corruption risks, and rebuild public trust— key steps toward strengthening grassroots governance in Nigeria.

Keywords

Records managementservice deliveryaccountabilitylocal governmentdigitization

References

Adebayo, A. A. (2018). Local government and public service delivery in Nigeria: Issues and challenges. International Journal of Social Science and Economic Research , 3 (1), 122– Adebayo, A. A. (2023). Digital transformation and records management in African public institutions. Records Management Journal , 33 (1), 102–118. https://doi.org/10.1108/RMJ- 05-2022-0042 Adebayo, A. A., & Ogunbodede, B. A. (2020). Information management and service delivery in Nigerian local governments. Library Hi Tech , 38 (4), 567–582. https://doi.org/10.1108/LHT-05-2020-0053 Adeniran, O. A., & Akintayo, A. O. (2016). Records management and public accountability in Nigeria. Library Philosophy and Practice , 1–10. https://digitalcommons.unl.edu/libphilprac/1823 Adegbite, S. A. (2019). Challenges of local government administration in Nigeria: A critical review. Journal of Public Administration and Governance , 9 (1), 255–269. https://doi.org/10.5296/jpag.v9i1.14476 Adeyemi, A. A. (2020). Public service delivery in Nigerian local governments: The role of institutional capacity. International Journal of Public Administration , 43 (6), 493–505. https://doi.org/10.1080/01900692.2019.1586717 Adeyemo, A. O. (2022). Administrative inefficiencies in Nigerian local governments: The case of Oyo State. African Journal of Public Affairs , 14 (2), 89–105. Bearman, D. (1998). Archives and manuscripts: The theory and practice of documentation . University of Michigan Press. Braun, V., & Clarke, V. (2006). Using thematic analysis in psychology. Qualitative Research in Psychology , 3 (2), 77–101. https://doi.org/10.1191/1478088706qp063oa Bryman, A. (2016). Social research methods (5th ed.). Oxford University Press. Denzin, N. K. (2017). The research act: A theoretical introduction to sociological methods . Routledge. Guest, G., Bunce, A., & Johnson, L. (2006). How many interviews are enough? An experiment in data saturation and coding stability. Field Methods , 18 (1), 59–82. https://doi.org/10.1177/1525822X05279903 Heald, D. (2006). Varieties of accountability. In D. Heald & G. Hood (Eds.), Accountability and the centre: Control in the core executive (pp. 27–44). Oxford University Press. Igbokwe-Ibeto, C. J. (2016). Bureaucratic corruption and public service delivery in Nigeria: A critical analysis. European Scientific Journal , 12 (3), 123–136. https://doi.org/10.19044/esj.2016.v12n3p123 Israel, M., & Hay, I. (2006). Research ethics for students in the social sciences . Sage Publications. Miles, M. B., Huberman, A. M., & Saldaña, J. (2014). Qualitative data analysis: A methods sourcebook (3rd ed.). Sage Publications. Mutula, S. M. (2015). Records management for transparency and accountability in public institutions in Africa. Records Management Journal , 25 (1), 10–25. https://doi.org/10.1108/RMJ-03-2015-0018 Mutula, S. M. (2017). Records management in the African Union Commission: A strategic approach . African Minds. Mutegeki, A. (2018). E-governance and records management in Rwanda: A case study of the National University of Rwanda. Library Hi Tech , 36 (3), 485–501. https://doi.org/10.1108/LHT-01-2018-0008 Noy, C. (2008). Sampling knowledge: The hermeneutics of snowball sampling in qualitative research. International Journal of Social Research Methodology , 11 (4), 327–344. https://doi.org/10.1080/13645570701401305 Nwabudike, P. (2018). Records management and governance in sub-Saharan Africa: A review. Records Management Journal , 28 (2), 188–204. https://doi.org/10.1108/RMJ-03-2018- 0014 Ocholla, D. N. (2017). Records management in public institutions: A comparative study of selected African countries. Library Hi Tech , 35 (2), 210–227. https://doi.org/10.1108/LHT-01- 2017-0015 Oduwole, A. A., & Akintayo, A. O. (2022). Institutional capacity and service delivery in Nigerian local governments. African Journal of Public Affairs , 14 (1), 45–60. Ojo, A. A., & Akinde, O. A. (2018). Records management and administrative efficiency in Nigerian public institutions. Library Philosophy and Practice , 1–12. https://digitalcommons.unl.edu/libphilprac/1658 Olowu, D. (2014). Local governance in Nigeria: A comparative analysis of reforms and performance. International Journal of Public Administration , 37 (14), 1015–1025. https://doi.org/10.1080/01900692.2013.836651 Omondi, P. A., & Mutula, S. M. (2013). Records management and public accountability in Kenya’s public sector. Records Management Journal , 23 (1), 5–19. https://doi.org/10.1108/09565691311308696 Onyancha, O. B. (2013). Records management for transparency and accountability in public institutions in Africa: The case of Kenya. Records Management Journal , 23 (1), 20–35. https://doi.org/10.1108/09565691311308707 Owoyemi, A., Adegbite, S. A., & Ogunleye, A. (2021). Public service delivery in Nigerian local governments: Challenges and prospects. African Journal of Public Affairs , 13 (4), 67–82. Stake, R. E. (1995). The art of case study research . Sage Publications. Supreme Court of Nigeria. (2000). Attorney General of the Federation v. Attorney General of Lagos State & 36 Ors (Suit No. SC. 114/1999). Udeh, E. O., & Nwosu, C. (2021). Records management and bureaucratic efficiency in Nigerian public institutions. Library Hi Tech , 39 (3), 432–448. https://doi.org/10.1108/LHT-11- 2020-0124 Uwem, I. U., & Udo, J. I. (2019). Records management and transparency in Nigerian public institutions. Library Philosophy and Practice , 1–11. https://digitalcommons.unl.edu/libphilprac/3352 Wallace, K., & Gollins, T. (2001). The management of digital records: The brave new world of I.T. Archives and Record Management Press. Yin, R. K. (2018). Case study research and applications: Design and methods (6th ed.). Sage Publications.