Citation
Garba, A. G. (2026). Artificial Intelligence Skills Possessed by Office Technology and Management Professionals for Effective Records Management in Kano State Public Offices. International Journal of Research, 13(2), 254–266. https://doi.org/10.26643/edupub/1
Garba, Ado Gude Ph.D
Department of Office Technology and Management
Federal Polytechnic Kabo, Kano State.
https://orcid.org/0000-0002-6540-0887
Abstract
The main focus of this study is to investigate the extent to which the professionals of office technology and management in Kano state public offices acquire the required skills in utilizing artificial intelligence tools for managing records in offices. The research was guided by three research questions and three null hypotheses, tested at 0.05 level of significance. The inhabitants’ sample was 105 office professionals, working as confidential secretaries across public organizations of Kano State. The figures were sourced from the office of the Chairman of Kano State Association of Secretaries and Stenographers. The instrument used for the study in collecting data was questionnaire. The instrument was subjected to the validity test by expert. The reliability was established using Cronbach alpha with an obtained reliability co-efficient value of 0.86, 0.79 and 0.75 for the three clusters. The researcher administered and retrieved the instrument from the respondents with the help of two assistants. In answering the three research questions and ascertaining the homogeneity of the respondents’ views, the data were analysed using mean and standard deviation. In testing the null hypotheses, T-test was used at 0.05 level of significance. Finding reveals a slight possession of artificial intelligence skills by the respondents. It was concluded that OTM professionals in Public Organizations in Kano State have not acquired the relevant AI skills for effective record management. In connection to this, it was recommended among others that, such professionals in Kano State Public Organizations should engage in self-training and development to improve their talents so as to enhance efficient performance in the work place.
Keywords: OTM Professionals, Artificial Intelligence, Skills, Records Management
Introduction
The modern era of information technology has prompts sporadic changes in the ways records are being treated. This compels office workers to pursue the acquisition of artificial intelligence skills for effective records management. As public offices strive for higher productivity, prudence and result oriented, the assimilation of AI into modern records processing appeared to be desirable in achieving efficient records management approach. The professionals of Office Technology and Management (OTM) are the advocates of this transformation since their duties include records organization, preservations and disposal in public organizations in Kano State. Artificial Intelligence has modified and modernize various sectors, including records management. According to Kahn (2020), machine learning, natural language processing and robotic process automation significantly enhance the efficiency of modern records management by eliminating duplication and improve accuracy. These technologies enable organizations to manage vast amounts of data more effectively, ensuring that records are easily accessible and securely stored (Zhao et al., 2021).
Kano State, being centre of commerce in north-west Nigeria faces a series of difficulties in data classification and preservations. Deployment of deep learning can overcome issues of repetition of routine tasks, enhancing data synchronization, and improving decision-making processes. For instance, machine learning and natural language processing can streamline file organization and records safeguarding which, significantly reduce the burden of work repetition by OTM professionals. Indeed, the successful adoption of deep learning solutions lies on the proficiency of office administrators in relevant AI proficiencies. Nwankwo (2021) buttressed that, assimilation of cognitive computing requires a specific set of skills among modern confidential secretaries. This will pave ways for their effectiveness in dealing with office records handling. As maintained by Alavi and Leidner (2021), office professionals and those with similar functions should possess critical thinking and problem-solving abilities to effectively leverage AI technologies in their day-to-day operations. In another dimension, Rowe (2022) suggested that soft skills in communication and team-spirit are equally important just like technical skills in promoting collaboration and innovation within teams that implement AI solutions. The imbalance to acquire these comprehensive skills can deter the adoption of AI technologies leading to inefficiencies in records management processes.
Challenges of limited Ai skills and lack of interest in using the Ai tools pose hinderance to the adoption of AI technology in records management. According to a study by Nwankwo (2021), such challenges include inaccessibility to essential knowledge of technology, inadequate training programs, and resistance to change among staff. Additionally, the lack of a supportive organizational culture is highlighted by Rowe (2022) as a critical impediment to introducing innovative technologies.
In this case, it is pertinent to address these challenges in order to identify the best ways of enhancing the capabilities of OTM professionals so as to enhance their productivity and effectiveness. In bridging this gap of officers’ inadequate skills, Olatokun and Adebayo (2023) amplified that, continuous professional development initiatives can equip OTM professionals with the necessary AI skills to enhance their performance in records management. To overcome these predicaments, practical demonstration and couching of AI skills in office routine could enable the Office managers to be relevant in their workflows. Additionally, partnerships between educational institutions and public offices can facilitate knowledge transfer and innovation in AI training programs (Bashir & Ibrahim, 2023). The impact of AI on the effectiveness of administration and management of records has been clearly documented. For example, Al-Omoush (2021) reported that, government agencies in Jordan have recorded a significant increase in the efficiency and accuracy of records administration process considering the implementation of cloud computing. In another research finding, Olatokun and Adebayo. (2023) discovered that AI applications reduced time to process and retrieved records by 40%, demonstrating the tangible benefits of technology adoption in enhancing records management.
The integrating of AI in records handling raises ethical considerations pertaining data management and safeguarding. As asserted by Chen (2022), prudence in AI arithmetic and logics together with observing ethical standards are the key elements that foster public trust in today’s organizations. It is therefore worthy to note that OTM professionals are expected to attain not only the requisite Ai exposure but the professionalism of navigating every challenge posed by the AI.
Research conducted by Blessing (2022) revealed that, transparency, accountability, and efficiency in a work situation are factors that enhanced effective records administration. Therefore, whenever office managers are effectively equipped with AI skills and exposure, organizations can herness the culture of innovation and responsiveness in realizing their ultimate goals and aspirations.
The content scope for this study is on Artificial intelligence skills and is restricted to effectiveness in records management. The respondents’ variables are office technology and management professionals who work as secretaries and computer operators in Kano State Public Organizations. Since the respondents would assess themselves, it is likely that Male professionals could rate their skills higher than their Female counterparts and vice versa. It is also possible for female employees with some exposure in AI capabilities to assess themselves higher than their male employees. Hence the need for the study based on the above varying factors.
Statement of the Problem
Artificial Intelligence capabilities are essential for fostering an efficient and effective records management system. In this case, possessing the essential skills for effective records management in modern offices is crucial for effective service delivery. When AI functionality is put in place, it could improve service delivery and increase public trust in a modern work setting. As the pattern of office work changes, the need for talented employees who can explore the potentialities of AI and records management becomes desirable
Despite the growing recognition of AI’s potential in managing records, many OTM professionals in Kano State public offices are yet to possess the requisite exposure on AI capabilities. Ojo and Adebayo (2022) narrated that, the abilities of OTM graduates’ workers in Nigeria are grossly deficient in the use AI technologies. Their study revealed a growing awareness of AI’s potential benefits. But many professionals feel reluctant to utilize these technologies in their work places. A nationwide survey by Adeyemi and Olowolafe (2023) have reaffirmed these findings, showing that less than 30% of OTM experts in Nigeria reported to have been trained in utilizing AI on records management. This manifested gap in the deficiency of AI skills not only affects individual performance, but also impacts the overall effectiveness of records management systems in public offices.
The implication of the gap in this research, which lack of AI skills possession among OTM professionals in Kano State Public organizations has created, could not only hamper the efficiency of records management processes, but poses some risks related to data integrity and regulatory compliance. It is against this backdrop that empirical evidences are required in order to determine the AI skills possessed by Office Technology and Management Professionals for effective records management in Kano State public offices.
Purpose of the Study
The purpose of the study is to determine the artificial intelligence skills possessed by Office Technology and Management Professionals for effective records management in Kano State public offices. Specifically, the study is poised to:
- Identify the specific Artificial Intelligence skills that Office Technology and Management professionals possess for effective records management.
- Assess the effectiveness of Artificial Intelligence skills among OTM professionals in Kano State public offices.
- Evaluate how the possession of AI skills among OTM professionals influences the effectiveness of records management practices in public offices.
Research Questions
The following three research questions guided the study:
1. What is the level of AI skills possession among OTM professionals for effective records management in Kano State Public Organisation?
2. How effective is the possession of AI skills among OTM professionals for effective records management in Kano State Public Organisation
3. To what extent does possession of AI skills among OTM professionals influence the effectiveness of records management practices in Kano State Public Organisation?
Hypotheses:
The following hypotheses were formulated to guide the study
1. There is no significant difference in the mean rating of male and female OTM professionals on the level of possession of AI skills for effective record management in Kano State Public Organisation.
2. Male and Female OTM professionals do not differ significantly on the effectiveness of their possession AI skills for effective record management in Kano State Public Organisations
3. There is no significant difference in the mean rating of male and female OTM professionals on the extent to which their possessed AI skills influence the effectiveness of records management practices in Kano State Public Offices.
Method
The study adopted a descriptive survey research design. Umoru (2022) asserted that a survey research design is appropriate when data collection by the use of questionnaire is involved. The researcher considers this method as appropriate since it involves distribution, collection and analysis of data from Supervisors of OTM professionals. The area for the study is Kano State. The state is known to be the centre for commerce with a population of about 10 million (Census Report, 2016). The State shares boundaries with Katsina, Jigawa, Kaduna, Bauchi and Plateau State. The population of the study was 105 OTM professionals who are secretaries and computer operators in Kano State Public Organisations. The researcher used the entire population as sample because the size was manageable. The instrument for data collection was a structured questionnaire titled “Self- rating of artificial intelligence skills possessed by OTM Professionals for Effective Records Management” (SRAISPOTMP)”, developed based on the research questions. The instrument contained section A for personal data and section B with 30 questionnaire items in three clusters and on 5-point rating scale. The instrument was validated by experts and correction was made as observed. The reliability of the instrument was obtained with Cronbach alpha and yielded the co-efficient value of 0.86, 0.79 and 0.75 for the three clusters. That indicated the fitness of the instrument administered. The researcher distributed the questionnaires personally to the respondents with the help of two research assistants who were briefed on the procedure of questionnaire administration. Out of the 105 copies of the distributed questionnaire, 87 (representing 83%) were retrieved and analyzed. The collected data were analyzed with arithmetic mean and standard deviation to answer the research questions and determine the consistency of the respondents’ opinions or otherwise. Decision on the research questions was based on the cluster mean score relative to the real limit of numbers viz:
| Real Limit | Cluster 1 | Cluster 2 | Cluster 3 |
| 4.50 – 5.00 | Highly Possessed | Highly Effective | Very High Extent |
| 3.50 – 4.49 | Possessed | Effective | High Extent |
| 2.50 – 3.49 | Moderately Possessed | Moderately Effective | Moderate Extent |
| 1.50 – 2.49 | Slightly Possessed | Slightly Effective | Low Extent |
| 0.50 – 1.49 | Barely Possessed | Barely Effective | Very Low Extent |
The inferential statistic of t-test was used to test the null hypotheses at 0.05 level of significance. The null hypothesis was not rejected when the T-cal is equal or greater than the T-crit at 0.05 level of significance and rejected when the T-cal is less than the T-crit. Statistical Package for Social Sciences (SPSS) version 21 was used in the analysis of data.
Results
Research Question 1
Table 1: Mean and standard deviation of the responses on the level of Ai skills possessed among OTM professionals for effective records management in Kano State Public Organisation.
N87
| S/N | Possessed Artificial intelligence skills | Mean | SD | Remarks |
| 1 | Demonstrative skills in using AI tools | 2.51 | 1.13 | Moderately Possessed |
| 2 | Competency in using Ai tools for data entry | 2.57 | 1.17 | Moderately Possessed |
| 3 | Competency in using AI skills for sorting out classified document | 2.71 | 1.10 | Moderately Possessed |
| 4 | Knowledge of AI competency to forecast records management needs | 2.00 | 1.10 | Slightly Possessed |
| 5 | Professional knowledge of using OCR technology to transform various types of documents into editable data. | 2.39 | 1.01 | Slightly Possessed |
| 6 | Linguistic Skills in using AI to source information from variety of data source. | 2.43 | 1.00 | Slightly Possessed |
| 7 | Manifesting expertise on AI role in installing data security. | 2.38 | 1.12 | Slightly Possessed |
| 8 | Blending AI system in records management. | 2.22 | 1.10 | Slightly Possessed |
| 9 | Constant learning on Ai skills related to records management. | 2.07 | 1.18 | Slightly Possessed |
| 10 | Establishing contact with stakeholders on AI solutions. | 2.54 | 1.15 | Moderately Possessed |
| Cluster mean | 2.38 | Slightly Possessed |
Source: Field survey
The data presented in Table 1 reveal that the respondents rated four items (1, 2, 3 and 10) as possessed Ai skill based on the mean rating ranging from 2.71 to 2.51 with standard deviation, ranging from 1.17 to 1.10. They also rated six items (4, 5, 6, 7, 8 and 9) as slightly possessed with mean rating of 2.00, 2.39, 2.43, 2.38, 2.22 and 2.07 respectively. The cluster mean of 2.38 indicate slight possession artificial intelligence skills by OTM professional for effective record management in Kano State Public Organisation. The standard deviations show that the respondents’ opinions are closely related.
Research Question 2:
Table 1: Mean and standard deviation of the responses on the effectiveness of the possessed Ai skills among OTM professionals for effective records management in Kano State Public Organisation.
N87
| S/N | Possessed Artificial intelligence Effectiveness | Mean | SD | Remarks |
| 1 | Demonstrative skills in using AI tools | 2.25 | 1.02 | Slightly Effective |
| 2 | Competency in using Ai tools for data entry | 2.51 | 1.03 | Moderately Effective |
| 3 | Competency in using AI skills for sorting out classified document | 2.57 | 1.00 | Moderately Effective |
| 4 | Knowledge of AI competency to forecast records management needs | 1.96 | 1.03 | Slightly Effective |
| 5 | Professional knowledge of using OCR technology to transform various types of documents into editable data. | 2.80 | 1.01 | Moderately Acquired |
| 6 | Linguistic Skills in using AI to source information from variety of data source. | 2.33 | 1.00 | Slightly Effective |
| 7 | Manifesting expertise on AI role in installing data security. | 2.21 | 1.02 | Slightly Effective |
| 8 | Blending AI system in records management. | 2.36 | 1.02 | Slightly Effective |
| 9 | Constant learning on Ai skills related to records management. | 2.01 | 1.03 | Slightly Effective |
| 10 | Establishing contact with stakeholders on AI solutions. | 2.25 | 1.01 | Slightly Effective |
| Cluster mean | 2.33 | Slightly Effective |
Source: Field survey
The information in Table 2 reveals item one, three and five with a mean score of 2.51, 2.57 and 2.80 indicate that OTM professional are moderately effective in their possessed Ai skills for effective records management in Kano State Public Organisations. The remaining seven of the possessed Ai skills listed had a mean ranging from 2.36 to 1.99 which means they are slightly effective. The grand means score of 2.33 shows that OTM professionals in Kano State Public organizations are slightly effective in their possessed Ai skills for effective record management. Standard deviation for all the items show that respondents’ opinions are homogenous.
Research Question 3:
Table 3: Mean and standard deviation of the responses on the extent to which the possessed Ai skills among OTM professionals influence the effective records management in Kano State Public Organisation.
N87
| S/N | Extent of the Possessed Artificial intelligence skills | Mean | SD | Remarks |
| 1 | Demonstrative skills in using AI tools | 2.11 | 0.63 | Low Extent |
| 2 | Competency in using Ai tools for data entry | 2.57 | 0.57 | Moderate Extent |
| 3 | Competency in using AI skills for sorting out classified document | 2.43 | 0.53 | Low Extent |
| 4 | Knowledge of AI competency to forecast records management needs | 2.52 | 0.70 | Moderate Extent |
| 5 | Professional knowledge of using OCR technology to transform various types of documents into editable data. | 2.39 | 0.41 | Low Extent |
| 6 | Linguistic Skills in using AI to source information from variety of data source. | 2.77 | 0.60 | Moderate Extent |
| 7 | Manifesting expertise on AI role in installing data security. | 2.51 | 0.72 | Moderate Extent |
| 8 | Blending AI system in records management. | 2.22 | 0.70 | Low Extent |
| 9 | Constant learning on Ai skills related to records management. | 2.93 | 0.58 | Moderate Extent |
| 10 | Establishing contact with stakeholders on AI solutions. | 2.54 | 0.65 | Moderate Extent |
| Cluster mean | 2.24 | Low Extent |
Source: Field survey
The cluster mean of 2.24 as shown in Table 3 indicates that the extent to which possessed Ai skills influence the effective records management among OTM professionals in Kano State Public organizations is low. The standard deviation of 0.41 to 0.72 shows that the respondents’ ratings are closely related. Data in Table 3 further reveal that the response of the OTM professionals on item 2, 4, 6, 7, 9 and 10 are at low extent based on the mean score ranging between 2.51 to 2.77 and standard deviation between 0.57 and 0.72. However, they rated four items as low extent going by the mean rating of 2.11, 2.43, 2.39 and 2.22. The standard deviations range from 0.70 to 0.41 respectively.
Table 4: T-test analysis of no significant difference in the mean rating of male and female OTM professionals on the level of possessed AI skills for effective record management in Kano State Public Organisation.
| Gender N Mean SD Df T-cal Level of T-crit Decision Sig |
| Male 55 2.21 1.04 85 1.49 0.05 1.96 Not Female 32 2.42 1.09 Significant |
The result presented in Table 4 above shows that at the degree of freedom 85 and at 0.05 level of significance, the T-calculated is 1.49, while T-critical is 1.96. This indicates that T-cal is less than the T-crit. Meaning that, no significant difference exists in the mean rating of male and female OTM professionals on the level of possessed AI skills for effective record management in Kano State Public Organisation. Therefore, the null hypothesis is not rejected.
Table 5: T-test analysis of no significant difference in the mean rating of male and female OTM professionals on the effectiveness of their possessed AI skills for effective record management in Kano State Public Organisations
| Gender N Mean SD Df T-cal Level of T-crit Decision Sig |
| Male 55 2.56 1.66 . 85 0.71 0.05 1.96 Not Female 32 2.39 1.49 Significant |
The data in Table 5 above shows that the T-cal is 0.71 and T-crit is 1.96 at 85 Df and at 0.05 L/S. Since T-cal is less than the T-crit, the null hypothesis is not rejected. Hence, there is no significant difference in the mean rating of male and female OTM professionals on the effectiveness of their possessed AI skills for effective record management in Kano State Public Organisations.
Table 6: T-test analysis of no significant difference in the mean rating of male and female OTM professionals on the extent to which their possessed AI skills influence the effectiveness of records management practices in Kano State Public Organisations
| Gender N Mean SD Df T-cal Level of T-crit Decision Sig |
| Male 55 2.13 1.89 . 85 1.12 0.05 1.96 Not Female 32 2.20 1.55 Significant |
The information contains in Table 6 above reveals that at the Df 85 and 0.05 L/S, the T-cal of 1.12 is less than the T-crit of 1.96. This means that there is no significant difference in the mean rating of male and female OTM professionals on the extent to which their possessed AI skills influence the effectiveness of records management practices in Kano State Public Organisations
Discussion
The findings indicate a slight possession of artificial intelligence skills by OTM professionals in maintaining effective record management in Kano State Public Organisation. This implies that artificial intelligence posed a threat to the respondents. The finding is in support of Mabungele (2023) who reported that Ai capabilities have come to stay and that employees must embrace it for their continued relevance in the work environment. Findings also tally with Adebayo and Ojo (2022) who discovered that it is disheartening to see how some employers display unconcerned attitude toward staff training and development in the areas of Ai and automation. Again, the findings show no significant difference in the mean rating of male and female OTM professionals on the level of possessed Ai skills for effective record management in Kano State Public Organisation. The implication to this finding is that there is too little effort on self-development among the OTM professionals.
The study also identifies that, OTM professionals are slightly effective in demonstrating their possessed Ai skills in achieving effectiveness on records management in Kano State Public Organisation. The implication to this is that the effectiveness of records administration in Kano State is worrisome. As suggested by Blessing (2022) that since Ai is likely to influence education sector, it is pertinent to note that the acquired skills and the attitude of officers will reflect in the modern office, otherwise the prospect of the future OTM employees are doomed. This is supported by Adeyemi & Olowolafe (2023) who noticed that, Ai functionalities in today’s offices has come to positively shape the present job schedule, it is important for modern office professionals to align themselves with this improvement, else it will mar their job prospect in the near future. The discovery also indicates that gender has no influence on the mean rating of OTM professionals on the effectiveness of their possessed Ai skills in relation to effective record management.
Furthermore, another finding of the study shows that the extent to which possessed Ai skills influence the effective records management among OTM professionals in Kano State Public organizations is low. This was confirmed by Bashir & Ibrahim (2023) that there exists a limited or no knowledge on the utilization of Ai tool in public organizations. In the same vein, Olatokun & Adebayo (2023) asserted that the absence of Ai skills is an impediment to the performance of workers in this era of digitalization. The implication might be that the OTM professionals are not being engaged to apply AI functionalities by their supervisors or that, the AI devices are scace in the work place. The study also reveals no significant difference in the mean rating of male and female OTM professionals on the extent to which their possessed AI skills influence the effectiveness of records management practices in Kano State Public Organisations
Conclusion
Having discovered the aforementioned findings of the study, it was concluded that OTM professionals in Kano State Public Organizations do not possess the relevant AI skills for effective record management in Kano State Public Organizations.
Recommendations
Based on the findings of the study, the following recommendations were made.
1. Employers of OTM professionals should motivate their employees to improve on their Ai skills for effective record management.
2. OTM professionals in Kano State Public Organizations should engage in self-training and development to improve their AI skills so as to enhance their effectiveness in the work place.
3. The state government should ensure Ai tools are available and functional in work places for use by the OTM professionals.
Acknowledgement:
This research work is sponsored by Tertiary Education Trust Fund and supported by Federal Polytechnic Kabo, Kano State.
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