Influence of Digitization Strategy on Record Storage Practices in Nairobi City County's Urban Planning Department, Kenya
DOI:
https://doi.org/10.70619/vol6iss2pp50-66-942Keywords:
Digitization strategy; Record storage practices; Urban planning department; Diffusion of Innovations TheoryAbstract
This study examined how digitization strategy influences record storage practices in Nairobi City County's Urban Planning Department, Kenya. It sought to establish how digitization contributes to record preservation, accuracy, security, accessibility and retrieval, while identifying institutional challenges that may limit its effectiveness in supporting efficient records management and evidence-based urban planning decisions. The study adopted a descriptive cross-sectional survey design and a census approach targeting 75 departmental personnel. The study collected primary data through structured questionnaires and semi-structured interviews. The study received 66 completed questionnaires, yielding a 93% response rate. Data were analyzed using descriptive statistics, Spearman correlation and binary logistic regression in SPSS Version 31. The findings showed that digitization strategy had a positive and statistically significant relationship with record storage practices (r = .354, p = .004). Logistic regression further showed a significant positive effect, with digitization strategy associated with approximately six times greater odds of effective record storage practices (Exp(B) = 6.312, p = .003). Record preservation received the highest mean score (M = 3.92), while retrieval speed recorded the lowest (M = 3.53). Major challenges included inadequate scanning equipment, weak supporting infrastructure, unclear digitization guidelines, limited staff training and inconsistent implementation across departmental units. The findings indicate that digitization improves record storage, although its influence remains constrained by institutional capacity and resources. The study concludes that a digitization strategy is necessary but insufficient for optimal record storage practices. The department should strengthen digitization infrastructure, formalize guidelines, provide continuous staff training, and improve the indexing of older physical records. These measures will improve record accessibility, preservation, and retrieval, supporting accountable, evidence-based urban planning decisions.
References
Babbie, E. R. (2021). The practice of social research (15th ed.). Cengage Learning. https://faculty.cengage.com/works/9780357360767
Bassiouny, A. Y. (2020). Procedures for transferring documents from paper to digital format: An analytical study. The International Journal of Informatics, Media and Communication Technology, 2(1), 23–62. https://doi.org/10.21608/IJIMCT.2020.88533
Datta, A., & Muthama, D. M. (2024). Sorting paper: The archival labour of digitising land records in Kenya. The Geographical Journal, 190(4), e12581. https://doi.org/10.1111/geoj.12581
Erima, J. A., & Maseh, E. (2025). Attaining compliance for digital archiving through effectual implementation of legislative and regulatory frameworks in selected Kenyan universities: Are we ‘there’ yet? KLISC Journal of Information Science and Knowledge Management, 2(2), 49–57. https://doi.org/10.61735/2jr98p51
Espinosa, V. I., & Pino, A. (2025). E-government as a development strategy: The case of Estonia. International Journal of Public Administration, 48(2), 86–99. https://doi.org/10.1080/01900692.2024.2316128
European Union Agency for Cybersecurity. (2022). ENISA Threat Landscape 2022. https://doi.org/10.2824/764318
Gichuki, C. N., & Rotich, D. C. (2019). Electronic records management practices and service delivery in devolved governments in Kenya: A case of Nairobi County. Journal of Information Science Systems and Technology, 3(1), 34–50. https://doi.org/10.47116/jisst.2019.08.19
International Organization for Standardization. (2016). Information and documentation— Records management—Part 1: Concepts and principles (ISO 15489-1:2016). https://www.iso.org/standard/62542.html
Julaihi, A. K., Jamaludin, S. N., Chik, N. K., & Johare, R. (2024). Digital Record-Keeping Practices: Electronic Records and Archives in the Cloud. International Journal of Engineering Trends and Technology, 72(10), 267-28. https://doi.org/10.14445/22315381/IJETT-V72I10P126
Kipkurui, L. B., & Maina, K. (2025). Records management practices for effective service delivery in public service: Case of Kirinyaga County Government registries, Kenya. Journal of Information and Technology, 9(1), 32–54. https://doi.org/10.53819/81018102t5391
Kithinji, J. (2015). Digitization of records at the Kenya national archives and documentation services Nairobi [Bachelor’s research project, Technical University of Kenya]. https://repository.tukenya.ac.ke/items/ba01fbc8-151e-4f43-ba8b-4ee15fe9e799
Kurniadi, K., Ibrahim, S., & Badruzzaman, B. (2025). Evaluation of the efficiency of electronic filing systems in handling records: A case study of SRIKANDI applications in government institutions. Cogent Education, 12(1), 2562347. https://doi.org/10.1080/2331186X.2025.2562347
Maina, D. M., Maina, J. C., & Wabwire, J. (2025). Assessing the adequacy of existing infrastructure in the management of electronic records to support service delivery at the selected government ministries in Kenya. Open Access Library Journal, 12, e13947, 1–16. https://doi.org/10.4236/oalib.1113947
Matlala, M. E., Ncube, T. R., & Parbanath, S. (2022). The state of digital records preservation in South Africa’s public sector in the 21st century: A literature review. Records Management Journal, 32(2), 198–212. https://doi.org/10.1108/RMJ-02-2021-0004
Mosweu, O. (2023). A framework for development of digital records preservation in the cloud in Botswana. Journal of the South African Society of Archivists, 56(1), 17–34. https://doi.org/10.4314/jsasa.v56i.2
Musembe, C. N. (2025). Enhancing digital access to Kenya's archival materials through virtual and augmented reality technologies. Digital Transformation and Society, 4(3), 235–250. https://doi.org/10.1108/DTS-08-2024-0148
Ogundipe, O. A. (2024). Managing digital records within Nigeria's regulatory framework. International Journal of Science and Research Archive, 12(2), 2861–2868. https://ijsra.net/sites/default/files/fulltext_pdf/IJSRA-2024-1603.pdf
Ongwenyi, A. N., Yegon, B., & Mathangani, S. (2018). The role of records storage formats and professional knowledge in enhancing service delivery in Nairobi City County. Strategic Journal of Business & Change Management, 5(3), 921–934. https://doi.org/10.61426/SJBCM.V5I3.857
Organization for Economic Co-operation and Development. (2025). Digital government review of Korea. OECD Publishing. https://doi.org/10.1787/9defc197-en
Rogers, E. M. (2003). Diffusion of innovations (5th ed.). Free Press. https://teddykw2.files.wordpress.com/2012/07/everett-m-rogers-diffusion-of- innovations.pdf
Saffady, W. (2021). Records and Information Management: Fundamentals of Professional Practice. Rowman & Littlefield.
Sargunavathi, S., Upender, T., Sowmiya, B., Sundar, R., Rajasekaran, E., & Dharinya, S. S. (2024). Cybersecurity challenges and solutions in the digital age: An analysis. Proceedings of the 2024 International Conference on Communication, Computing and Energy Efficient Technologies (I3CEET), 1818–1824. https://doi.org/10.1109/I3CEET61722.2024.10993821
Sibanda, M., & Schellnack-Kelly, I. (2025). Trustworthiness of digital records in the public sector of Zimbabwe. ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives, 43, 124–144. https://doi.org/10.4314/esarjo.v43i1.9
Sigauke, O. (2023). Digital records management practices in the public sector in Manicaland Province of Zimbabwe. ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives, 41, 172–187. https://doi.org/10.4314/esarjo.v41i.12
Tsvuura, G. (2022). Knowledge and skills for managing digital records at selected state universities in Zimbabwe. Journal of the South African Society of Archivists, 55, 110–123. https://doi.org/10.4314/jsasa.v55i.8
Downloads
Published
How to Cite
Issue
Section
License
Copyright (c) 2026 Gladys Wanjiku, Paul Maku Gichohi, Catherine Mueni Nzioka
This work is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License.
