State and explain the stages of records survey.

1. The enquiry stage
The surveyors ask for information by writing to a certain public office eg ministry of education, agriculture informing them whether they would like to go out there and carry out a survey
The words that are used differ eg we wish to come and have a survey on your records
It can be called a notification stage.
The organization can also request for expert to come and see whether they are doing the right thing.

2. Preparation stage
This is to ensure that the survey is done well. The surveyors should consider the following in preparation stage;
Duration-how long they will take in pre-survey visit
Size of the organization-how big is the organization in terms of departments
Distance-how far is the organization
Financies-ie money for transport, food, stationery, accommodation etc
Trained staff-how ready is the staff in a position to carry out the survey
Attitude- the surveyors must have a positive attitude when carrying out the survey. The surveyors must be patient and social.

3. Preparation of the necessary tools
Preparation of questionnaires –ie a list of questions to ask the interviewers. These are tools for collecting data
Interview schedule-this indicates who will you interview and when
Work schedule-kind of timetable showing what will be done, when and by who
Letter of authority-it a permission letter to carry the survey and is obtained from the ministry
Survey activities
Are activities related to obtaining the necessary information. The activities involve the following;
i. Arrival ie creating the right atmosphere for doing survey by holding a meeting with the administration and then staff
The purpose of this meeting is to create the right atmosphere to do the exercise and remove the fear
ii. Collecting the data. This depend on how big the organization is
iii. Data analysis interpretation in order to come up with the right conclusion so as to write a report
Writing a report should not take a long time because feedback is needed so that the organization should correct itself in managing the records
The report should be produced in 3 copies because there are three people who are concerned with reports;
- Surveyors
- Record managers
- Ministry in question
The original copy goes to record manager because its regarded the right answer concerning record management

4. Implementation stage
This is what should be done concerning the recommendation ie solutions to the problems in the record management

5. Follow up stage
Finding out the recommendations been implemented
Problems encountered when carrying out record survey exercise
Financial problems- insufficient funds to train staff, buy stationery, transport and money to cater for accommodation
Staff might be un-cooperative in that they may not give the required information to the surveyors
Ignorance-whereby people lack information on what is to be surveyed
Time limit-time is never enough and is under estimated during survey
Communication break-down-Information officer come across distorted information which affects understanding in the survey process.

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Titany answered the question on July 23, 2021 at 05:15