Abstract
Purpose. The purpose of this study was to identify: (1) the areas where program problems currently exist in California county records management programs; (2) whether the amount of time that California counties devote to direct and indirect program responsibilities within any given week has contributed to the status of county records management programs; and (3) whether California counties have made progress toward developing their program activities, functions, and standards within the last five years. Methodology. Survey research was the methodology used in this study. The population consisted of fifty-eight Clerks of the Board/Records Managers in California counties. A questionnaire was developed, pilot tested, and mailed to the Clerks to collect data in four sections of the questionnaire. For each item on the questionnaire, descriptive statistics were determined, and the most critical areas were represented by the highest frequency of responses. Sixty-seven percent of the questionnaires were returned, and the data were tabulated, analyzed, and interpreted. Findings. (1) This study found that in ten areas of records management, the majority of California counties were experiencing moderate, significant, and critical problems. Overall, California counties perceived themselves as experiencing problems in program documentation, organization and culture, performance requirements, budget/funding, human resources, training/development, quality assurance and records control, program compliance, program equipment, and automation/technology, While some California counties perceived their problems as less severe than others, most reported problematic conditions in these areas. (2) The study found that the majority of California counties devote less than one hour within any given week to direct program responsibilities, and devoted no time to conducting records surveys, program audits and appraisals, or preparing and updating records classification systems. The study also found that California counties devote from one to four hours weekly to searching, retrieving, and certifying documents, preparing administrative records, maintaining a document management system, and managing the records of the Board of Supervisors. Similar findings were revealed in the time devoted to indirect program responsibilities with the majority of counties reporting that from one to eight hours were devoted to clerking meetings. (3) The study found that nearly half (44 percent) of California counties have not made progress toward developing program activities, functions, or standards within the last five years. Conclusions/recommendations. There currently exist moderate to critical problems in the records management programs in California counties. Although some California counties appear to be addressing these problems, most articulated that problems still exist. California counties also devote one hour per week to program responsibilities, and have not been progressive in developing program activities, functions, and standards. Other studies should be conducted following similar methods and procedures, but focused more broadly on statewide and countywide records management conditions. An increased interest in county records management may challenge others to consider ways to improve these conditions.