Digitalization of Records for Transparency and Accountability at the Office of Controller of Budget in Nairobi, Kenya

Abstract

In public agencies, records are the main source of information. Consequently, availability and accessibility of public information is a critical avenue for promoting transparency and accountability. Therefore, information held by the public agencies should be disseminated widely to allow citizens to interact with the information for them to use it by keeping public officers accountable for their actions. There is limited knowledge on how digitalization of records in public institutions promotes transparency and accountability in the public sector. The aim of this study was to examine the influence of digitalization of records for transparency and accountability at the Office of Controller of Budget (OCOB) in Nairobi, Kenya. The objectives of this paper therefore were to: Investigate factors affecting the process of digitalization of public records at the Office of Controller of Budget in Nairobi, Kenya and determine the relationship between digitalization of public records and the level of transparency and accountability.  The study was guided by the Diffusion of Innovation Theory. The study was undertaken at the OCOB, Nairobi, Kenya. The OCOB staffs were the main participants. However, views from OCOB stakeholders were sought to validate the findings obtained from OCOB. The stakeholders were consumers of budget implementation information created by OCOB. The study used mixed method approach which involved administering questionnaires and interviewed key informants from OCOB. Quantitative data was collected through semi-structured questionnaires and analyzed using Statistical Package for Social Sciences (SPSS) and presented graphically in tables, graphs and charts while qualitative data was analyzed thematically. The findings of the study revealed that proper digitalization of records at Office of the Budget had enhanced transparency and accountability; proper leadership at OCOB had also enhanced transparency and accountability at OCOB; Inadequate financial support had to some extent affected the digitalization process at OCOB; inadequate infrastructure was a challenge to the digitalization process; reliance on OCOB data had enabled Auditor general to carry out audits on the use of public funds among others. The study concluded that digitalization of records at OCOB had enhanced access to records thus promoting transparency and accountability at the Office of the Controller of Budget. The study recommends that there is need for the management to provide finances to support digitalization at OCOB and proper infrastructure to be put in place to enhance digitalization process; there is need for political good will to prosecute leaders who hold public office but mismanage public finances and there is need to build capacity in terms of digitalization to enhance skills of staff so that the public can access timely and reliable budget information among others.

Keywords: Accountability; Digitalization of Records; Office of the Controller of Budget; Public Records, Records Management; Transparency; Kenya.

DOI: 10.7176/IKM/13-4-04

Publication date:July 31^st 2023