Secretary And The Effects Of New Office Technologies On
Record Keeping Management (Case Study Of Some Selected
Establishments In Enugu State)
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TABLE OF CONTENTS
Title Page
Approval
Dedication
Acknowledgement
Table of content
Abstract
CHAPTER ONE - INTRODUCTION
1.1
Background of the study
1.2
Statement of the problem
1.3
Purpose of the study
1.4
Significance of the study
1.5
Research questions
1.6
Scope and limitation of the study
1.7
Definition of terms
2
CHAPTER TWO - REVIEW OF RELATED LITETRATURE
2.1 Reality of new office technologies
2.1.1 Electronic computer
2.1.2 Electronic Typewriter
2.1.3 Word Processors
2.1.4 Facsimile Transmission
2.1.5 Teleprinter
2.1.6 Shredding
2.2
Training needs for intending secretaries
2.3
The Development and definition of new office technologies
2.4
Evolution and growth of Secretarial profession
2.5
Effects of new office technologies on job performance of secretaries
2.6
Summary
CHAPTER THREE – RESEARCH METHODOLOGY
3.1
Research design
3.2
Area of study
3.3
Population
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3.4
Sample of the study
3.5
Instrumentation
3.6
Data collection procedure
3.7
Method of analyzing data
CHAPTER FOUR:
4.1
Data analysis
CHAPTER FIVE:
5.1
Summary of findings
5.2
Conclusion
5.3
Recommendations
5.4
Suggestions for further studies
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CHAPTER ONE
1.0
INTRODUCTION
1.1
BACKGROUND OF THE STUDY:
Technological advancement has ushered in drastic changes in record
keeping through the introduction of new office technologies and new methods
of communication. Man is an embodiment of charge, his life circle is marked
with different stags of metamorphosis which when it finally actualizes,
adulthood is made.
Secretarial profession, an inseparable bed fellow of
management no exception.
The secretary has been defined as one entrusted with secrets or
confidences of a superior, or employed to handle correspondence and manage
routine and detailed work for a superior. Also Orisananya (1981) put it that, a
secretary is a skilled and specializes type of employee in an establishment or
part of it who is charged with some aspects of organizational functions in the
unit including dealing with people’s correspondence and other business
matters. With the above definitions, it can be deduced that the secretary is an
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important officer in any establishment and that the contributions and
effectiveness of a secretary enhances the efficiency of an organization. This is
the more reasons the secretary needs a proper training to be able to carry out
her functions. The training of an efficient and effective secretary should cover
not only skills in shorthand and typewriting but also in other managerial skills.
These skills should be backed up by appropriate demeanour and etiquette at all
times. Evans (1980) noted that the secretary’s role will be supporting, but with
the added requirements of technological knowledge will encompass data
administration and information management, allowing the secretary to analyse
complex situations and submit practical recommendations.
With the introduction of these new machines, people are trained to
acquire new skills for operating them. It is therefore, noted that proper record
keeping makes it easier for information to be retrieved for use with a lot of
ease. This, of course, had tended to reduce the work load of a secretary.
Even though a lot of charges have begun in technology, the question
now is have some establishments in Enugu State acquired these new office
technologies for record keeping? The advantages such establishments may
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derive from the use of these new office technologies need not to be overemphasised. Therefore, their presence and effective utilization is essential.
1.2
STATEMENT OF THE PROBLEM:
The technological changes that are taking place in different disciplines
are also being witnessed in some offices today. New technologies or machines
have been developed to make secretaries more efficient or improve working
conditions. But certain questions need to be raised, have these new office
machines been acquire for office duties in Enugu? What are the factors that
influence the availability or non-availability of these new office machines in
every working environment or office? In what ways have these new office
machines, where available, affected the productivity and efficiency of such
organization?
However, the answers to these questions are readily available, and
seeking answers to them constituted the major problem of this study.
1.3
PURPOSE OF THE STUDY:
The purpose of this study is to;
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(a)
Find out the availability of new office machines in the working
environment of some selected establishments in Enugu State.
(b)
Identify the factors that are responsible for availability or lack of
these new office machines.
(c)
1.4
Examine the effects of these new office machines on record keeping.
SIGNIFICANCE OF THE STUDY:
The study will be of great benefits to establishments. It will help them to
know the advantages and disadvantages if any, they are likely to experience
with the installation of these machines.
It will also be beneficial to the
practicing secretaries to know how far these office machines have contributed
to their efficiency and also whether or not to encourage the use of these new
machines in various offices.
Finally, the study will serve as a reference point to intending researchers
and could form basis for future researches.
1.5
RESEARCH QUESTIONS
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In other to elicit information on these problems and to achieve the
objectives of this study, the following research questions were formulated:
(a)
Does every establishment possess these new office equipment?
(b)
Are the available new office equipment being put into effective use?
(c)
What factors influence the availability or non-availability of these
new office equipment?
(d)
1.6
How is job performance affected by these new office machines?
SCOPE AND LIMITATION OF THE STUDY:
The researcher has narrowed the scope of this study to some selected
establishments in Enugu State. They are as follows:
1.7
(i)
Central Bank of Nigeria, Enugu
(ii)
Governor’s office, Enugu
(iii)
Institute of Management and Technology, Enugu.
DEFINITION OF TERMS:
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For the proper understanding of this study, the following definitions of
terms had been made:
1.
SECRETARY:
A secretary is an assistant who possesses the mastering of files, skills on
how to manipulate these new office machines in her place of work.
2.
RECORDS:
Writing information down for reference purposes or in other ways like
on a disc, magnetic tape, etc.
3.
TECHNOLOGY:
Technology in this case means the modern way or technique for making
and doing things. It is those activities directed to satisfy human needs which
produce alternative as in the material world.
4.
ETIQUETTE:
A polite social behaviour among people in a class of society or a
profession.
5.
METAMORPHOSIS:
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changes in form or character that occur in a person.
6.
SKILL:
Ability to do something expertly and well.
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