ARTIFICIAL INTELLIGENCE (AI) AS FACTORS FOSTERING SECRETARIES’ EFFECTIVE RECORD KEEPING

Abstract

The study examined Artificial Intelligence (AI) as factors fostering secretaries’ effective record-keeping. Three research questions guided the study. A descriptive research design of a survey type was used. The population of the study comprised sixty-three (63) secretaries in Tai Solarin University of Education (TASUED, Ijagun, Ogun State. The whole population was used as the sample size using the enumeration method. Researchers developed a questionnaire tagged ‘Artificial Intelligence (AI) and Secretaries’ Effective Records Keeping Questionnaire (AISERKQ) was used for data collection with a reliability coefficient (r = .93). Research questions 1 and 3 were answered using descriptive statistics of mean and standard deviation, while research question 2 was answered using Pearson Product-Moment Correlation (PPMC). The researchers, with the help of three (3) trained research assistants, participated in the process of distributing the questionnaires to the respondents and explaining to them the reasons for the study. The findings of the study showed streamlining and improving record-keeping for secretaries by automating tasks, enhancing data management, providing valuable insights, automate tasks like document classification, data extraction, and record retrieval, freeing up secretaries for more strategic work, improve data security, manage records retention policies and analyze data to offer actionable insights were among the roles of Artificial Intelligence (AI) in aiding secretaries’ records keeping. There was a positive relationship between Artificial Intelligence (AI) and secretaries’ effective records keeping (r = .553, p < .05). Lack of formal record management policies, inadequate training in electronic record keeping, difficulty of managing large volumes of information, data security, and accessibility, and compliance with regulations were among the issues facing secretaries’ effective records keeping. It was recommended that the organization should endeavour to equip secretaries’ offices with modern and latest digital tools like AI, with the view to aid the organization's record-keeping, and a capacity-building programme should be organized for secretarial staff (secretaries) on how to use AI in record-keeping effectively