Records Retention Practices in the Health Records Department of the University of Ilorin Teaching Hospital, Kwara State, Nigeria

Abstract

This study evaluated the current records retention practices and associated challenges in the Health Records Department of the University of Ilorin Teaching Hospital (UITH), Kwara State, Nigeria. A descriptive survey design was employed with a target population of 96 Health Information Management (HIM) professionals in the department, all of whom were included through total enumeration. Eighty-six valid questionnaires were returned (response rate = 89.6%; Cronbach's alpha = 0.82). Data were analysed using frequency counts, percentages, and mean scores, with a criterion mean of 2.50 adopted as the threshold for agreement. To formally test the null hypothesis (H₀₁) that records retention practices in the department are not significantly effective a one-sample t-test was conducted comparing item and pooled response scores against the criterion mean. Findings showed that basic retention practices are in place, including adherence to retention schedules (M = 2.81, t(85) = 3.23, p = .002) and use of proper indexing and filing systems (M = 3.12, t(85) = 6.99, p < .001), with an overall pooled mean of 2.66 that differed significantly from the criterion (t(429) = 3.54, p < .001), leading to rejection of H₀₁ for retention practices considered collectively. However, at the individual-item level, digital records backup (M = 2.36) and staff training on retention procedures (M = 2.42) did not differ significantly from the criterion mean, indicating these specific practices are neither clearly adequate nor clearly inadequate in the sampled population, and should be treated as areas of concern rather than confirmed failures. Challenges identified, all statistically significant relative to the criterion mean, include dependence on paper-based records (M = 3.42, p < .001), lack of adequate storage space (M = 3.38, p < .001), lack of periodic monitoring and audits (M = 3.17, p < .001), insufficient staff (M = 3.16, p < .001), and inadequate training (M = 2.99, p < .001). The study recommends regular review and enforcement of retention schedules, investment in digital backup infrastructure, continuous staff training, expansion of physical and digital storage capacity, institutionalized periodic audits, and gradual, phased adoption of electronic records management systems. As a single-institution study, findings are context-specific and are not intended to represent records retention practice across Nigerian teaching hospitals generally.