Records Management and Small and Medium Enterprise in Ghana: A Case Study of Sekondi-Takoradi Metropolitan Area

Abstract

Small and Medium Enterprises (SMEs) play significant role in the socio-economic growth of both developing and developed countries. Their contribution in terms of employment creation, wealth creation, poverty reduction, and sustenance of socio-economic growth and development has been recognized globally. The development and performance of SMEs, therefore, is of maximum importance in all countries. SMEs need accurate, reliable, and timely information to survive and grow. They also need to create and manage their business records properly because both large and small enterprises can hardly survive without effective and efficient record keeping. Therefore, the study explored the records management practices of SMEs in the Sekondi Takoradi Metropolitan Area. The main objective was to find out the types of records the SMEs generate and maintain, determine the records management training and competences of the SME managers, establish the relationship between records management and performance of SMEs and find out the challenges the SMEs face with records management. The study was guided by the Decision Usefulness Theory, the Records Life Cycle Theory, and the Records Continuum Model. The study adopted the qualitative approach and case study design, with five SMEs purposively selected for the study. Data gathered through semi structured interviews were analysed through thematic analysis. The study found out that the SMEs create and keep financial, administrative, and operational records both in paper and electronic formats; that the SME managers and employees who keep records do not have qualifications, training, and competences in records management; that there is a strong relationship between records management and performance of SMEs; that the SMEs face some challenges with record keeping, notable among them being lack of knowledge and competence in record keeping. The study recommended that Ghana Enterprises Agency (GEA), formerly National Board for Small Scale Industries (NBSSI) should educate the SMEs on the need to keep records; that regulatory bodies of SMEs should make it mandatory for SMEs to keep records; that arrangements should be made for Public Records and Archives Administration Department (PRAAD) to regularly train SMEs in record keeping; that awards should be given regularly to SMEs for proper record keeping, in order to encourage them to keep records; that SMEs should attach importance to record keeping and employ professionals to manage their records.