THE ROLES OF DATA PRESERVATION IN ENHANCING THE EFFICIENCY OF SECRETRIAL FUNCTION IN SELECTED BANKS IN ENUGU METROPOLIS ABSTRCAT
This research work was undertaken to find out the roles of data
preservation in enhancing the efficiency of secretarial function in
selected banks in Enugu Metropolis. In doing this, the
researcher evaluated the various methods of data preservation their
advantages and disadvantages and the functions of a secretary in an
organization. The researcher collected data from primary and secondary
source. Through the primary source of data questionnaire was used to
elicit appropriate information from the respondents (secretaries) in
selected banks in Enugu metropolis. Secondary source of data collection
in the form of textbooks, lecture notes, handbooks and journals were
used to explain the topic. The data was analyzed using
simple percentages and tables and statements. Findings from the study
revealed that majority of the respondents use computerized method of
data preservation while minority uses electromechanical and manual
method. It was equally revealed that users of manual method face varying
problems such as time wastage and monotony while computer users face
problems such as retraining and complexity. In view of this, it was
concluded that computerized method is the most effective method of data
preservation. And the method was recommend to be used in banks so as to
enhance the efficiency of secretarial function. TABLE OF CONTENT CHPATER ONE INTRODUCTION 1.1 Background of the study 1.2 Statement of the problems 1.3 Purpose of the study 1.4 Scope of the study 1.5 Research questions 1.6 Significance of the study. CHAPTER TWO LITERATURE REVIEW 2.1 Definition and meaning of data 2.2 Definition and meaning of data processing 2.3 Definition and meaning of data preservation 2.4 Data preservation method 2.4.1 Manual method 2.4.2 Electromechanical method 2.4.3 Computerized method 2.4.4 Who is secretary 2.4.5 Various secretarial functions in an organization. CHAPTER THREE METHODOLOGY 3.1 Research design 3.2 Area of study 3.3 Population of the study 3.4 Sampling and sampling procedure 3.5 Instrument for data collection 3.6 Validation of research instrument 3.7 Reliability of research instrument 3.8 Method of administration of research instrument 3.9 Method of data analysis. CHAPTER FOUR DATA PRESENTATION AND RESULTS 4.1 Summary result/findings. CHAPTER FIVE DISCUSSION, IMPLICATION, RECOMMENDATION. 5.1 Discussion of results 5.2 Conclusions 5.3 Implications of results 5.4 Recommendations 5.5 Suggestions for further research 5.6 Limitations of the study. References Appendices LIST OF TABLES Table I Response on question no. I and 2 Table II Response on question no. 3 Table III Response on question no. 4 Table IV Response on question no. 5 Table V Response on question no. 6 Table VI Response on question no. 7 Table VII Response on question no. 8 and 11 Table VIII Response on question no. 9 and 10 CHAPTER ONE INTRODUCTION 1.1 BACKGROUND OF THE STUDY
According to the Advanced Learner’s Dictionary of Current English data
is information prepared for and operated on a computer programmer.
The preservation of data is as old as man himself. In the earlier
times, men were capable of storing information in their brains and
passing them on form one person to another by mouths. But the more
authentic one were data inscribed on stone tablets, on paper scrolls and
eve on walls so that generation later can still make reference to them
if properly preserved. However, there were limitations on how for one
could rely on these methods of preserving data. As time progressed, man
continued in searching for as satisfactory data processing/preservation
machine. It was due to the numerous problems encountered by man when
dealing with large numbers that gave birth to the invention of various
mechanisms for preserving data. Although man used
pebbles, grains of corn, figures and toes as well as other smaller
objects. The problems on how to handle pebble conveniently was solved in
the Tigress-Euphrates valley about (5000 years ago by designing a clay
board with grooves into which the pebble could be placed. The device
enable the grooves to be moved from outside on the instruction to the
other to facilitates counting. The technique which was the forerunner of
the abacus was adopted and modified by the Chinese and Japanese
The Abacus comprises of several rows of beads which slide in sticks or
wires mounted in a rectangular frame. The frame of the abacus is divided
by a cross number so that each row of the bead has a sector with four
or five beads and another sector with one bead (two on some abacuses.)
The abacus, however could not solve man’s arithmetic problems
efficiently and effectively so, man’s search for a better and improved
method continued. By the seventeenth century Jon Nappier a
Scottish theologian and mathematician developed a calculating aid know
as Nappiers bone. It consisted of a set of roles each of which had a
multiplication table marked on it. He later developed logarithms – a
tabular system of numbers which simplified arithmetic operations with
logarithms, multiplications, divisions, additions, etc were modified and
simplified. In 1642, Blaise Pascal developed a digital
counter with teeth numbering 0 – 9. he invented this device to assist
in adding long columns of figures in his fathers tax office in frame.
The machine consisted of a row of wheels with teeth. The first wheel
denoted units, the second tens etc. when the first wheel was turned six
spaces six was shown in windows at the top of the machine. If the wheel
was turned tow more spaces the result was eight, the addition of another
seven caused that indicator to proceed through 0 to 6. in this
instance, a lever on the units dial must have moved the tens dial one
tenth (1/10) of a revolution so that the machine has carried one
indicating a total of 16 Pascals machine was only capable of performing
addition and subtraction but based on his effort other mechanical
machines were developed. In 1671, a German Philosopher
and mathematician, Gothfried leibniz conceived a calculating machine but
the machine was completed in 1674 this was known as Libniz machine and
was useful in arithmetic procedures. The search for
satisfactory data processing and preserving machine continued until in
1909 when Charles Kettering developed for the national cash register
company the first accounting machine called the teller. The teller
machine was used for certifying passbooks using a tabulating carriage,
the machine could sort data into a number of columns in addition to
performing the functions of recording, calculating and summarizing.
All these machines discussed above although efficient had limitations.
They were manual rather than automatic. They laid the foundation on
which the modern electronic computers were built. In 1802
a French man named Joseph Marie Jacquard invented a weaving loom called
Jacquard’s automatic loom. This textile loom was responsible for making
famous the wearing trade. The punch card with punch holes supplied
instructions which controlled trade selection and directed pattern
designs In 1917 Charles Babbage an English mathematician
designed the first machine that used the punch card in solving
mathematical problems. This innovation can equally be used as a memory
or storage unit that can store data in the form of holes punched in
cards. However, the effectiveness of this machine was
limited by slowness and mechanical difficulties. These restrictions were
overcome by the next development in data a preservation history – the
invention of electronic computer. In 1954, the first type
of computer called UNIVAC (Universal Automatic Computer) was directed
to a business enterprise. They were designed to handle vast quantities
of data typical of business speed, output and preservation. Over the
years, files and cabinets have been used to preserve data too.
The development of banking services in Nigeria also passed several
stages. In these stages of development manual method of data
preservation was used. In manual data preservation human efforts is
combined with simple office tools to perform the operation.
However, today the major banks in operations in Enugu are the First
Bank of Nigeria plc, Union Bank for Africa Plc, the Africa continental
Bank plc, the international Bank for Wes Africa (IBWA) Plc presently in
these banks, data is being preserved in the Hard Disc or Floppy Disc
which is used by the computers as well as manually. It is
on record that there are many methods of preserving data in banks. This
study is directed towards identifying the various methods of preserving
data, the roles and efficiency of these methods. 1.2 STATEMENT OF PROBLEMS
Public opinion in most offices is that some secretaries especially new
ones are lax in their duties, since they are unable to produce stored
data promptly when needed. This might be as a result of the method of
data preservation being adopted. It is equally common to see a secretary
looking for preserved data, which may have been removed by an
unauthorized person. Because of the role played by secretaries in
retrieving preserved data, many officers complain that secretaries are
mere source of information others complain that most secretaries are
relaxed and lazy because of the ease with which they produce preserved
data with modern devices or equipment. It is equally
feared that because of the case with which secretaries retrieve
preserved data with modern equipment, this might kill the initiative of
the secretaries and make their job less challenging. What then is the
true position? Can good data preservation system have any effect on the
job performance of the secretary? The need to provide answer to the
above question necessitated this study, that is to find out the roles of
data preservation in enhancing the efficiency of secretarial functions
in banks. 1.3 PURPOSE OF THE STUDY The purpose of this research work is to: Identify the various methods for preserving data in banks in Enugu metropolis The constraints faced by secretaries in using these methods The roles of these methods in enhancing the efficiency of secretarial functions. 1.4 SCOPE OF THE STUDY
This study is focused on the roles of data preservation in enhancing
the efficiency of secretarial function in selected banks in Enugu
,metropolis. The selected Banks are Union Bank of Nigeria Plc, Africa
Continental Bank Plc, First Bank of Nigeria plc, and United bank for
Africa. The study involves all cadre of secretaries in the selected
banks. 1.5 RESEARCH QUESTIONS Answers will be provided to the following questions. What are the methods used to preserve data in banks toady. What are the roles of these methods and how do these methods enhance secretarial functions What are the problems emanating from these methods? 1.6 SIGNIFICANE OF THE STUDY
The importance of this study is that it will help the secretaries to be
aware of the best method of preserving data, the banks as well as other
organizations will benefits from the research because secretaries need
guidelines on how to preserve data efficiency and effectively, this will
in turn improve or contribute to the achievement of their goals and
objectives. The students will also help them ground themselves with the
required competency for the operation of those machines use for
preserving data as they move into the labor market.
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