Management of Prosecution Records for Efficient Service Delivery: A Case of the Office of the Director of Public Prosecutions, Nairobi Region

Abstract

This study examined the management of prosecution records for efficient service delivery at the Office of the Director of Public Prosecutions (ODPP), Nairobi Region, specifically assessing the record-keeping systems deployed, the records management standards applied, and the staff competencies underpinning records management. Poor records management, including the loss, inaccessibility, mutilation, and concealment of files, continues to compromise court cases and undermine prosecution service efficiency in Kenya. The study was anchored on the Records Life Cycle and Records Continuum Models and adopted a descriptive survey design. A census of 75 personnel handling prosecution records at ODPP Makadara, Kibera, and the headquarters was conducted. Data collection was conducted through validated questionnaires and interview guides, while the reliability of the instruments was established using Cronbach’s Alpha following a pilot study at ODPP Kiambu. Analysis of the collected information involved descriptive statistics for quantitative data and thematic analysis to identify patterns and meanings in qualitative responses. The findings revealed that the Case Management System (CMS), Integrated Justice Information System (IJIS), and electronic filing improved records retrieval and coordination, although integration remained incomplete. Records management standards existed but were inconsistently implemented, while staff competencies were moderate, with gaps in ICT skills and continuous training. The study concludes that effective records management enhances prosecution service delivery and recommends accelerated digitisation, consistent enforcement of records management standards, and continuous ICT capacity building. The findings provide evidence to inform records management policy and practice in prosecutorial institutions in Kenya.