The Role of Records Maintenance in Promoting Citizen Participation in Open Governance at the Meru County Assembly, Kenya

Abstract

This research explored how records management practices shape citizen engagement in open governance within the Meru County Assembly, Kenya. Although constitutional provisions guarantee access to public information and participatory rights, persistent challenges including weak documentation systems, limited adoption of digital platforms, fragmented policy guidelines, and insufficient staff expertise have constrained meaningful involvement. The overarching purpose was to establish the extent to which improvements in records maintenance could reinforce transparency and expand civic participation. Specifically, the objectives were to evaluate the status of digitization, examine the robustness of policy frameworks, analyze the regularity and credibility of audit practices, and assess staff competencies in sustaining accurate and accessible records. The investigation was grounded in the Records Continuum Theory alongside participatory governance principles, both of which underscore the importance of systematic records stewardship as a foundation for accountability and public empowerment. Employing a descriptive mixed-methods design, the study was situated in Meru County Assembly. The target population comprised 424 individuals, from which a stratified random sample of 270 respondents was selected to capture representation from staff, legislators, and community members. Data were gathered through structured questionnaires, key-informant interviews, and documentary analysis. Instrument validity was established through expert review, while reliability was confirmed via a pilot test yielding a Cronbach’s alpha coefficient exceeding 0.70. Quantitative evidence was processed using descriptive statistics frequencies, percentages, means, and standard deviations together with inferential tests such as correlation and regression. Qualitative inputs were subjected to thematic interpretation. A response rate of 92% was achieved. Findings revealed that digitization efforts were partial and inconsistent, which limited timely access to records and undermined citizen participation. Policy instruments were disjointed and unevenly enforced, diminishing institutional transparency. Records audits were sporadic, compliance-oriented, and rarely publicized, thereby weakening accountability. Inadequate staff capacity, especially in digital literacy, further reduced the reliability of records and restricted accessibility. Consequently, citizen participation remained minimal due to poor information flow and weak record systems. The study concluded that incomplete digitization, incoherent policy frameworks, irregular auditing, and limited staff competence collectively constrained participatory governance. It recommended comprehensive deployment of electronic records systems, harmonization of management policies with constitutional mandates, institution of independent and publicly shared audits, and ongoing professional training for staff with emphasis on digital proficiencies. The originality of this study lies in demonstrating that improved records maintenance is not only an administrative necessity but also a strategic enabler of transparency, accountability, and inclusive citizen engagement within devolved governance structure.