CHAPTER ONE

INTRODUCTION

1.0 BACKGROUND OF THE STUDY

Reprography is the duplication of any type of graphic material on a physical medium by means
other than hand copying. Reprography can be performed by a number of methods including
mechanical or electronic. Therefore computerized document reprography refers to all kinds of
photocopying equipments currently available.
Reprography is also as the reproduction of graphics through mechanical or electrical means.

Reprography originated in the year 1938 by an American Physicist Chester F. Carlson a patent
Attorney in New York. For decades now, fast changes have been taking place in all faces in human
life including the office environment. This is a result of technological advancement. During the
past few years the cost of printing papers has risen notably. As a result, prices of books and
periodicals have become almost prohibitive.

As a result of changes in technology, the role of secretaries in business has changed tremendously.
Today’s secretaries are exposed to office technology that makes work easier and knowledge more
accessible (Edwin 2008). There are wide ranges of office machines and equipments which now
enable secretaries to improve on their performances and this have been turned around by
technology. It has provided the tools that shift the role of secretary from that of information
recorders to business strategists.

Secretarial duties refer to the roles or the responsibilities carried out by a secretary in an
organization. A secretary is a personal assistance who plays an integral role in a business or other
organizational environments.
The main duties of a secretary are to provide an administrative support to the senior managers in an
organization. This general description means that they may be given a wide range of tasks and
responsibilities based on the specific needs.

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More experienced secretaries are employed in senior administrative roles where they are
responsible for overall office management. Secretaries that are employed in a legal office
environment are required to do legal research, draft pleadings and deliver documents in court.
Secretaries employed in a corporate environment on the other hand are required to prepare reports
and compile presentations. Secretaries’ duties can vary depending on where they work. They are
responsible for answering office phone lines and directing each call to the appropriate individuals,
organizing and distributing memos, notes, messages and other written communication.

Secretaries are commonly in charge of maintaining the schedules and agendas of professionals in
the company. For instance, a secretary organizes team schedules for each of the company’s
departments as well as the executive’s agendas by setting appointments with clients, vendors and
shareholders. They are also responsible for keeping inventory record s and maintaining office
supplies.

1.1 STATEMENT OF THE PROBLEM

Cameroon (1982) a very long time ago, commended that it takes up to 10 t0 15 years between the
introduction of new equipment in the market and its installation in small organizations. In modern
times it is not uncommon to find some organizations still subjecting the secretaries to the use of
manual work. When secretaries are not provided with efficient and effective working tools,
productivity is definitely bound to be low.

Dunga (2011) observed that due to the introduction of sophisticated office equipments in to today’s
offices, the secretaries need to meet the challenges by acquiring new skills and competencies for
efficient operations in the electronic office. There is continuous advancement in technology which
has affected secretarial duties in terms of the quality, speed and accuracy of works performed.

According to this research, lack of computerized document reprography may lead to more paper
work which may be difficult. Paper documents can take up significance amount of space and the
quantity of paper will increase day by day. Typically, documents will need to be stored close to
hand so that they can be accessed as quickly as possible. Regardless of size, for any organization it
is important to protect data and other valuable assets. Manual documents are easily damaged, lost
or stolen while printed documents can be easily last.

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Manual documents system is difficult because when changes are made the content is needed to be
written again this will need to be repeated every time the document is needed to make corrections a
copy of the original is made to distinguish all amendments that have been done.
Working with manual document system, collaboration is extremely difficult. If several departments
needs to create a common document that is written manually so that they have multiple copies to
make all the necessary amendments and then share their version. Digital document management
system allows users to collaborate in a way that is easily and fast.

Secretaries’ office is supposed to be a confidential place being shared by other workers. It should
be separate from other staff and close to office of the boss and it should be far from where he/she
receives his/her visitors to avoid leaking of the information and office secret. This may cause
embarrassment to the secretary and may demand explanation where there is a problem.

Most organizations have problems relating to funds which are hindering them from the effective
training and development of secretaries efficiently and effectively.
In most organizations, you find that secretary’s office which is supposed to be a confidential place
is being shared by other workers. It should be separated from other staffs and close to office of the
boss so as o create conducive environment. The job of the secretary requires several skills which
include both professional and interpersonal language. The absence of any of the above mentioned
skills will lead to inefficiency of the secretary.

Inadequate reward to trained secretaries is an economic problem which secretaries have been
battling with over the years. This has reduced the interest of many people in the field as many
people are looking up for higher earnings to lives and meet their economic and social demands in
order to live to their expectation.
Social behavior, based on this point some of this problems socially are the attitude to the boss to
work. The boss who encourages the visitors to disregard appointed time of visit, contribution of
official and private work for the secretary to do. The secretary’s time terms to be over labored by
their bosses which implies that at the end of the day he/she ends up doing much work which
include some work that is meant for the boss. This may affect her annual performance appraised
which may consequently hinder her elevation and promotion.

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1.2 PURPOSE OF THE STUDY
This study intends to contribute to a greater comprehension of the subject of matter from a
practitioner’s perspective. The results of the study will provide a benchmark that can be used in
assessing the effectiveness of the implementation of reprographic equipments in an office
environment as well as define key productivity factors.
The study is also aiming at finding on how the role of computerized document reprography is
important on efficient performance on secretarial duties. It intends to identify and analyze the
relevance and importance of the various office machines to the everyday working life of a
secretary.
The research will expand my knowledge whereby there is more to learn about a topic even if you
are already well-versed in it. It allows building on any personal experience you have with the
subject.

Research gives the latest information. Encourages finding most recent information available,
especially scientific ones, there is always new information and discoveries being made. Research
builds credibility whereby it gives a solid foundation on which will build ideas and opinions, it will
help me to narrow my scope. Research helps to identify most unique and/or important themes. You
can choose the themes that fit best with the project and its goals. It will help me to learn better
discernment. Doing a lot of research helps to sift through low-quality and high-quality information
where by the more research you do on a topic the better you get at discerning what is accurate and
what is not.

Research will introduce me to new ideas, the more the research the more views points come across.
This encourages entertaining new ideas and perhaps taking a closer look at yours. It will help in
problems depending what the issue is, the research can focus on what others have done before. You
might need more information, so you can make an informed plan of attack and informed decision.
When you know you have collected good information you will feel much more confident in your
solution.

1.3 RESEARCH OBJECTIVES

1. To determine methods of computerized document reprography
2. To establish the role of document reprography in secretarial duties
3. To establish the types of secretarial duties

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 4. To establish a link between computerized document reprography and efficiency in
secretarial duties

1.4 RESEARCH QUESTIONS

1. Determine the methods of computerized document reprography
2. Establish the role of document reprography in secretarial duties
3. Establish the types of secretarial duties
4. Establish a link between computerized document reprography and efficient performance of
secretarial duties

1.5 SIGNIFICANCE OF THE STUDY

This study is didactic in that it enlightens the public and secretaries who think that cannot be useful
again due to the introduction of reprographic equipment’s. This ought to be done in order to boost
their morals and increase their productivity as well.
This research is beneficial to higher institutions and teachers as well as in that it will induce them
to install some of these reprographic machines as to enable students practice before and not just
teaching them theoretically.

This study will also be of help to subsequent researchers that may be interested in doing more work
in this area in study with a view of recommending how to tackle these challenges brought about by
modern technologies

1.6 SCOPE
The modern office has changed dramatically since the 1990’s. offices in today’s societies are
transmitting information via different electronic devices. Technology continues to play a vital role
in transforming the business environment.
New technology has changed the scope on what has considered an office. The mechanization of
office work has come as a result of need for greater speed and accuracy.

Reprography can be performed by a number of methods including mechanical and electronic.

Xerographic and photography are two of the most common processes used for reprography and the
simple for a photocopying a diagram is prime example. Duplication of text documents is also
technically reprography, but the term is generally used to refer to the reproduction of graphic
material.

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There are different methods of reprography:
Offset lithography is also known as offset printing. It involves printing plate made from
aluminum which each hold an image of the content that needs to be printed.
Offset lithography is great at producing consistently high-quality images and can be used for small
or high-volume jobs.
Digital printing images are sent directly to the printer using digital files such as PDF’s. this
eliminates the need for printing plate and can save time and money. It is suitable for small jobs and
it is often used for: posters and signage, labels, newsletters, menus and letters.
Flexography is often used for packaging, labels, wallpapers and gift wrap. It is commonly used for
printing on uneven surface. It uses quick drying semi-liquid inks and it can be used for high
volume jobs.
Flexography is suitable for long runs and ability to print on a huge range of media including
plastic, cellophane and metallic film.
Large format it is often used for billboards, posters, wallpapers, murals, floor graphics and
laminating. It uses rolls of prints that are fed incrementally to produce one large sheet.
Screen printing often used for logos and graphics on to clothes, fabric burners and posters. It is a
printing technique where fine materials or mesh is used to transfer an image on to another material.
It is not very cost effective for small number orders.

Reprography helps in minimizing fraud during work. It improves the effectiveness of secretarial in
attaining their objectives in the office whereby more work is done by the machines like printing
documents and photocopying.

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 CHAPTER TWO: LITERATURE REVIEW

2.0 INTRODUCTION
Literature review is a search and evaluation of the available literature in given subject or chosen
topic. It documents the state of the art with respect to the subject or topic you are writing about.
Literature has four main objects:
It critically analyses the information gathered by identifying gaps in current knowledge by showing
limitations of theories and point of view and by formulating areas for further research and
reviewing areas of controversy.
It surveys the literature in the chosen area of study. It synthesizes the information in that literature
into a summary. It represents the literature in an organized way. Literature review demonstrates a
familiarity by a body of knowledge and establishes the credibility of the work.

2.1 INFORMATION ON INDEPENDENT VARIABLE

Normally in offices different types of reprographic equipment are used to accomplish different
tasks. Computerized document reprography refers to the production of printed documents,
handwritten documents, charts, drawings, designs, graphics, plans and many others. There are
different equipments of reprography that are used to produce duplicates from the original
documents.

There are certain factors on which reprography depend like the number of documents to be printed,
time taken to perform the reprography, the quality of output required and the costs involve in the
whole process. The process of reprography was reportedly invented in the year 1938 by an
American Physicist called Chester F. Carlson, a patent Attorney in New York.
Throughout 20th century the photocopying in the name of xerography remained one of the most
sought-after techniques by industries and researchers for documentation purposes especially in the
libraries and universities.

At one stage of time the process of Xerox the new invention in 1980’s was part of reprographic
process and indented mainly for educational, institutional, research institutes, commercial and
government works. The reprographic process played an important role in the documentation of
records and extensively used by the scientific communities and scholars all over the world for
research and to study historical archives.

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Reprographic techniques enabled one to obtain several or even a single copy from the called
original document, the photocopies that resembled the original in all respects including the
contents in the original, baring the size so that they can be verified appropriately as and when
needed. The term reprography was coined and introduced as office printing at the First
International Congress on Reprography (FIC) in 1963 in Cologne, Germany.

As of today, it broadly includes multiple content reproduction methods such as scanning,

photography, xerography and digital printing of documents and images in both physical (hard
copy) and digital (soft copy) formats.

On one hand, photocopies have helped libraries better access to literary materials, allowing
students to reproduce required material from books and newspapers. Since the right of
reproduction is an exclusive right, it is natural to voluntarily establish the collective management of
reprographic rights of reproduction.

2.1.1 ELEMENT ONE ON INDEPENDENT VARIABLE

Offset lithography
It is also called offset printing.
It is a method of mass production printing in which the images on metal plates are transferred
(offset) to rubber blankets or rollers and then to the print media. The print media, usually paper
does not come in to direct contact with the metal plates.
Lithography was first created in the late 18th centuries as an inexpensive way o reproduce artwork
and theatrical texts. Using limestone printing plates, lithography creates an image by taking
advantage of the immiscibility of oil and water.

In England in 1875 (Robert Barday Patent) the first rotary lithographic printing press, this machine
which printed on thin tin, combined the technologies of mid-19th-century transfer printing
technology and Hoe’s 1843 rotary printing press.

In 1901, while working in Barclays Printing Press, (Ira Washington Rubel) accidentally discovered
that a rubber roller, printing on paper, produces much clearer, sharper images. Previously the press
had employed a metal cylinder wrapped in cardboard that printed the image directly on metal. (the
rubber roller was used only to move item being printed upon the paper through the press.

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Rubel’s discovery transformed the land scope of offset printing at the time lithography was falling
out of favor as photography became more and more popular. But with Rubel’s new method of
printing, the offset printing industry would flourish in the following years.
In 1903, the potter press printing company in New York created a printing press That employed
Rubel’s new design. By 1907, Rubel’s printing press was being used across the country in San
Francisco.

Today the offset printing press is still to print high volumes of any image of texts. It remains the
best method for printing a lot of copies quickly, efficiently and most importantly with the best
quality. When used in the combination with the lithographic process, which is based on the
repulsion of oil and water, the offset techniques employ a flat (planography) image carrier. Ink
rollers transfer ink to the image areas of the image carrier while a water roller applies a water-
based film to the non-image areas.

This method is the best choice in some situations but it is not always the right choice. Advances in
technology and the development of modern press equipment has made most types of printing less
labor intensive over the years and today the cost of offset is competitive.
Through the history of offset printing, this method has been very popular; this was due to the fact
that art work could be reproduced with great results t a lower cost. The popularity of offset grew
once the method was available from printers and that continued through the 1800’s and 1900’s. It
was finally possible to reproduce detailed images in a much shorter time and without all of the
effort required for an artist to start from scratch and draw every single line in the image.

Through the history of offset printing changes have occurred, rocks were transformed in to plates
and today special rubber blankets streamline the process and make it easier to get picture perfect
images. Press is run by electricity instead of steam today and the technique has been improved
repeatedly through the last century.

2.1.2 ELEMENT TWO ON INDEPENDENT VARIABLE

Digital printing
It is a method of printing from a digital-based image directly to a variety of media. It usually refers
to the professional printing where small-run jobs desktop publishing and other digital source are
printed using large format and/ or high-volume laser or inkjet printers. Digital printing has a higher

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cost per page than more traditional offset printing methods but this price is usually offset by
avoiding the cost of all technical steps, required to make printing plates.

The first digital printing presses came on to the market in the early 1990s when German
Businessman (Johannes Gutenberg) created a press that started the mass production of books.
Digital printing allows for on demand printing short-turnaround time and even a modification of
the image (variable data) used for each impression.
The savings in labor and the ever increasing capability of digital presses, means that digital
printing is reaching the point where it can match or supersede offset printing technology’s ability to
produce larger print runs of several thousands sheets of a low price.

The first digital print was released on water color paper in 1989 when a pre-press printer, the Iris
3047, was modified for inkjet printing an art reproduction for the very first time. In 1993, the
world’s first color printing press was launched called (indigo). Digital print has rises to account for
18% of all printing by 2016.
Digital printing assembles each image from a complex of numbers and mathematical formula.
Images are captured by a matrix of dots called pixels and the process is called digitizing. The
digitized are then used to control the deposition of ink, toner or exposure to electromagnetic energy
to reproduce the data. The printing uses a color management system to keep the images looking the
same despite where and when they are printed.
The printing industry has always walked in hand in hand with technology improvements. Better
inks, specialized substrates, updated software tools and improved control over color range,
accuracy and resolution of ink placement will all open doors in traditional and emerging fields like
nanotechnology, 3D biometric, biomedical, security and light printing.
Today’s regulatory challenges for greener print solution with low VOCs, lower power consumption
and less waste and consumables will led to tomorrows unexpected and amazing processes.

2.1.3 ELEMENT THREE ON INDEPENDENT VARIABLE

Flexography
It is a form of printing process which utilizes a flexible relief plate. It is essentially a version of
letter press, evolved with high speed rotary functionality which can be used for printing on almost
any type of substrate, including plastic, metallic film, Cellophane and paper.
It is widely used for printing on non-porous substrate required for various types of food packaging.
It is also well suited for printing large areas of solid colors. The ink used in flexography dries

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quickly by evaporating and are safe for use on wrappers that come directly in contact with foods.
Originally, flexographic printing was rudimentary in quality labels requiring high quality have
been generally printed using the offset process until recent.

Since 1990, great advances have been made to the quality of flexographic printing presses, printing
plates, ink system and printing inks. The greatest advances in flexographic process have been kin
the area of photopolymer printing plates including improvements to the plate material and the
method of plate creation. Ongoing improvements has been the increasing ability to reproduce
highlight tonal values thereby providing a work around for the very high dot gain associated with
flexographic printing.

Flexography is often used for packaging, labels, wallpapers and gift wrap. It is commonly used for
printing on uneven surface. It uses quick drying semi-liquid inks at it can be used for high quality
jobs. It is suitable for long runs and ability to print on a huge range of media including plastic,
cellophane and metallic film.

2.2 INFORMATION ON DEPENDENT VARIABLE

An important element of the secretary’s success and value to the executive lies in skill dealing with
people and creating an impression which will enhance the organizational reputation. The
responsibilities are enormous for the secretary is the executive’s personal organizer. Generally
deciding whom they see and to whom they speak, what matters receive, their urgent personal
attention and what can be redirected to others.

The secretary should provide a vital link between the executive and their various contacts, ensuring
that communications are effective and that the required action is taken. The secretary is the
executive’s personal representative and in this key role should be relied upon to create a favorable
impression with contacts within and outside the organization. Secretaries can play a full part unless
they are given. The duties of a secretary or administrative assistance vary by industry and
employer; some tasks are common to many work settings.
The word “secretary” came from the Latin term “secretaries” meaning a person entrusted with
secrets. During the Renaissance, secretarial work expanded to incorporate more clerical work
including keeping accounts books and records, filing and attending to correspondents in addition to
acting as stenographers (persons employed to take dictations and use shorthand). The history and
the position of secretary changed irrevocably in the 1880s. a boom of industrial expansions

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instigated the need for more secretaries in order to handle the paper work overload of the time. By
the 1930s women made up roughly 95% of all secretarial workers.

Secretaries provide unseen services which make the organization to prosper. According to
(Ahukannah and Ekelgbe) 2008 secretaries duties are classified in to four categories.
Professional secretaries, these are the secretaries by reason of training ethics, orientation and
skills. This category (in other words terms as confidential secretaries) is the researcher area of
concern.
Honorary secretaries are the ones who are in charge of the correspondence, records and other
business affairs of a society club and other associations.
Private Secretaries is an employee who deals with correspondence, keep records and files in the
office. Is an employee who deals with correspondence, keep records and files in the office.
Corporate company secretary, companies established under the company’s act 1990 is normally
required by the statute to engage the services of a company secretary. He/she takes charge of the
administration of the company as well as functions of a secretary.

In addition secretaries need to know what is expected to them in assisting the executive’s. the role
of executive secretary has been defined in brochure of the European Association of Professional
Secretaries. One who has sufficient knowledge of the executive’s and the sphere of work to be able
to have a considerable amount delegated to them?
They are able to make decisions, give instructions and represent the executive in business occasion.
The role of the secretary has changed with the advent of word processing equipment and
improvements in reprographic processes and the increased production which results from these
developments. At a simple level, the improvements in electrostatic copying have revolutionized the
production of paper work.

The secretarial office with interactive word processing terminals, facsimile terminals and
microprocessors for word, text and data processing has had a marked effect on the performance of
the secretarial duties. However, sophisticated systems may become they will never succeed in
replacing the competent secretaries who can use initiative coordinate the activities of an office out
what is an effect a public relations and human relations role both within and outside the
organization.
2.3 CONCEPTUAL FRAMEWORK
Independent variable Dependent variable

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Computerized Document Reprography Efficient performance of secretarial duties

Offset lithography Printing

Digital printing
Flexography Photocopying
Large format Dissemination of
Screen printing information

CHAPTER THREE: METHODOLOGY

3.0 INTRODUCTION

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Methodology refers to a collection of methods, practices, procedures and rules used in a field.
Methodology also refers to the study of methods used in a field.
This chapter outlines the methodology adopted for the study. The techniques and the procedures
used in undertaking this study. The chapter before highlights on the research design, data
requirements and sources, data collection tools and methods, sampling techniques as well as data
processing employed for the research.

3.1 RESEARCH DESIGN

Research design refers to the overall strategy that a researcher chooses to integrate the diverse
components of the study in a coherent and logical way to ensure that the research problem is
efficiently addressed. It provides the blue print of data collection measurement analysis (De vaus
200, Trochim,2006).

A research methodology is an overall approach to addressing problem from the theoretical

underpinning of the research to the collection, analysis and interpretation of data (Creswel &
Plano), (clark 2011) selecting an appropriate research, methodology to a research project, very
much depends on nature of the research (Srivastava & Thomson 2009). In general, a research
design can be considered as framework for guiding the researcher towards accomplishing the
research objective. (Creswel, 2009).

This research is a descriptive, it aims to investigate the role of computerized document reprography
on efficient performance of secretarial duties. Descriptive research is used in obtaining information
on the current status of a given phenomena and to describe what exists with respect to variable or
conditions in a situation (Anastas 1999). Both primary and secondary source of data will be used in
the research. Questionnaires were used to collect primary data while secondary data was collected
through literature review.

3.2 AREA OF STUDY

The area of study in this case is Trans-Nzoia County. Trans-Nzoia was selected due to the
geographical location. The study is aimed on secretary’s efficient performance by the use of
computerized document reprography machines. This has helped to know that from different
respondents views that reprography has played a big role on efficient performance of secretarial
duties in different organizations.

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Trans-Nzoia County is the best in conducting this research since most offices from different
organizations practice by the use of reprographic machines and this has led to efficient
performance of day to day work of secretaries. Trans-nzoia County have so many secretaries in
different organization and this led me to collect data from this organizations so as to improve my
studies.

3.3 DATA COLLECTION

Data collection is the process of gathering and measuring information on variables of interests, in
established fashion that enables one to answer stated research questions, test hypotheses and
evaluate outcomes. Data will be collected using questionnaires. Semi-structured questionnaire will
be used to collect data this means that the interviewer asks only few questions are not planned in
advance.
The semi-structured questionnaire will be used to collect primary data. Questionnaires with both
open and closed ended questions to assist in gathering specific responses. Open questions would
allow respondents to give their own views and opinions while close ended questions require them
to choose their responses from a choice given.

Open ended questions are questions that cannot be answered with a simple “Yes” or “No” and
instead require the respondent to elaborate on their points while closed-ended questions are
questions that could be answered with one word answer or a simple “Yes” or “No”.
The questions were self administered and sought to collect data.

3.3.1 SOURCE OF DATA

Data refers to the collection of object units that are distinct from one another. It also refers to
uncountable collectively information. Data can be classified into two types: statistical and no-
statistical. Statistical refers to data that is gathered for some official purposes, incorporate census,
and officially administers surveys. Non-statistical sources refer to the collection of data for other
administrative purposes or for the private sector.
The questionnaires will be taken to offices that have secretaries. The data will be collected from the
external sources because the data will be collected outside the organization and it will be a primary
data where by first-hand information will be collected by the investigator.

3.3.2 METHOD OF DATA COLLECTION

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In conducting this research, both primary and secondary method was used. Relevant literature was
reviewed from secondary sources such as books, journals, internet among others to appreciate key
concepts relating to secretarial duties. Gaps identified in the literature review led to the collection
of appropriate data through the primary data gathering.

Data collection from primary sources involved a survey since it has the capacity for generating data
from a large number of people. The survey focused on the role of computerized document
reprography on efficient performance of secretarial duties. Structured questionnaires and
observations were used as the data collection tools for the study. The instruments ensure a
complete assessment and insight in to the dynamism of the issue understudy and its consequences.
With regard to this, a number of questions basically open-ended types were prepared and
administered through the use of purposive sampling technique.

The open-ended questions were used to give unlimited room for respondents to provide relevant
responses pertaining the issue understudy.

3.4 SAMPLING PROCEDURES AND SIZE

3.4.1 Sampling procedure
A sample is a small part of something intended as representative as whole. Sampling is that of
statistical practice concerned with selection of an unbiased or random subset of individual
observations within a population of individuals intended to yield some knowledge about the
population of concern especially for the purpose of making predictions based on the sample frame.

In order to obtain a representative sample for the study, various sampling techniques were used to
select the respondents for the study. Notably is the use of purposive sampling techniques. These
techniques took in to consideration the wide range of the role of computerized document
reprography on efficient performance of secretarial duties and the years of experience on the job.

3.4.2 Sampling size

Sample size refers to the list of elements from which the sample is drawn (Mugenda & Mugenda
2003). A sample is a proportion or a subset of a larger group called population but with similar
character.
The study used of a sample of 10 respondents from staff secretaries.
Name of the organization Name of the Position Population % Sample

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 respondent size
The Kitale National Polytechnic Respondent 1 Secretary 2 50 4
The Kitale Law Courts Respondent 2 Secretary 4 40 6
The County Commissioner Trans- Respondent 3 Secretary 3 60 9
Nzoia County
Amagoro Secondary School Respondent 4 Secretary 1 80 8
Kephis Respondent 5 Secretary 4 30 4
Cherangany Nursing Home Respondent 6 Secretary 2 40 2
St. Patrick’s Boys High School Respondent 7 Secretary 1 20 7
St. Monica High School Respondent 8 Secretary 1 10 5
Kenya Seed Company Respondent 9 Secretary 4 90 4
Friends Secondary School Sirende Respondent 10 secretary 1 10 8
0
Total 23 70 9

3.5 DATA PROCESSING AND ANALYSIS

3.5.1 Data Coding
Data processing is the conversion of data in to usable and desired form. Data analysis is defined as
a process of cleaning, transforming and modeling data to discover useful information for business
decision making. The purpose of data analysis is to extract useful information from data and taking
the decision based upon the data analysis.

Qualitative data was used for study using questionnaires after collecting data from questionnaires
the data was coded, analysis was undertaken to generate a descriptive picture of the data gathered.

3.5.2 Analysis
Refers to procedures for analyzing data techniques for interpreting the results of such procedures,
ways of planning the gathering of data to make its analysis easier, more precise or accurate and all
the machinery and results of mathematical statistics which apply to analyzing data (Turkey 1961).

Data analysis methods help in the understanding of facts, observation of patterns and formulation
of explanations. (Kothari 1985). After collecting the data from the questionnaire the data will be
coded and fed in to SPSS 14.0 for windows. Analysis was undertaken to generate a descriptive
picture of the data gathered.

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3.5.3 Editing

Editing is the processing that involves revising the content, organization, grammar and presentation
of a piece of writing.

Through data collection, the respondent aware of questionnaire, editing helps in ensuring that the
ideas are presented to the reader clearly as possible (Hannah Bowman 2006).

3.6 DATA PRESENTATION

Data presentation refers to the process of using various graphical formats to visually represent the
relationship between two or more data sets so that an informed decision can be based on them. The
tabular presentation will be used. Tabular presentation is a method of presentation data using the
statistical table, this is a simple to understand and interpret information.

The data was tabulated using number of respondent number of organization and also the research
variable. This will help in describing the outcomes of the study. The advantages of data
presentation are estimate key value at a glance permit a visual check of the accuracy and
reasonable of calculating clarity trends better than do tables, summarize a large sent in visual form,
display relative number or proportion of multiple categories and also is easily understood due to
wide spread use in business and the media

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 CHAPTER FOUR: DATA ANALYSIS, FINDINGS, CONCLUSIONS AND
RECOMMENDATION.

4.0 INTRODUCTION
This chapter presents the results and findings of the study. The results present a summary of
respondents. It comprises of data collection, findings, conclusions and recommendations.
This chapter shows the tables and the data that was collected from different organizations
and different respondents who filled the questionnaires.

4.1 INFORMATION ON FINDINGS

Findings are the information they get or the conclusions they come to as the result of an
investigation or some research. One of the main findings of the survey was the confusion
about the facilities already in place.
The researcher has found that computerized document reprography has reduced paper work
since more is done by reprographic machines.

Through reprography, documents are stored for long and there is accurate work with no
errors. Manual documents can be easily damaged, lost or stolen while computerized
documents cannot be easily damaged. The research has noted that when working with paper
documents, collaboration is extremely difficult, if several departments’ heads need to create
a common document they have multiple copies printed.

Computerized document reprography is fast than manual. More copies are produced within
a very short time since manually they will take more time to write few copies (time
consuming).

4.1.1 INFORMATION ON QUESTIONNAIRE ISSUE AND COLLECTED

Name of organization No. of Questionnaires Questionnaires not

respondent filled filled
targeted

Kitale National Polytechnic 15 1 12

Kitale Law Courts 20 2 15

The County Commissioner’s 30 4 28

Office Trans-nzoia County

Amagoro Secondary School 8 3 2

Kephis 4 3 3

Cherangany Nursing Home 6 5 8

St. Patrick’s High School 9 5 9

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St. Monicah High School 10 8 6

Kenya Seed Company 5 5 1

Friends Secondary School 2 2 1

Total 109 38 85

The above table shows a clear picture of the organization that the researcher visited to collect the
data. It shows both organizations that accepted to fill the questionnaire and those who did not fill it.

4.1.2 INFORMATION ON RESPONDENT

Name of Organization Gender Age Level of Years

respondent education worked

Hellen Marofu Kitale law courts Female 46 Tertiary 20

Wanjiku Kitale law courts Female 38 Tertiary 10

Kariuki

Melody moraa County Female 30 Tertiary 5

Ogoti commissioner trans-
nzoia

Respondent 4 Cherangany Nursing Male 28 Tertiary 3

Respondent 5 St. Patrick’s Boys Female 35 Tertiary 10

High School

Respondent 6 St. Monica High Female 40 Tertiary 15

School

Respondent 7 Kenya seed Male 25 Tertiary 6

company

Respondent 8 Kephis Female 28 Tertiary 8

Respondent 9 Friends high school Female 34 Tertiary 7

sirende

Respondent 10 Amagoro Secondary Female 33 Tertiary 4

school

The table above shows the names of the respondents who included their names and those who did
not include on the questionnaire. It shows the details e.g names, age, organization, level of
organization and the number of years he/she has worked for the organization.

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 4.2 INFORMATION ON RESEARCH QUESTION ONE

Name of the Strongly Agree Strongly Disagree Not

respondent agree disagree sure

Hellen Marofu 

Wanjiku 
Kariuki

Melody Moraa 
Ogoti

Respondent 4 

Respondent 5 

Respondent 6 

Respondent 7 

Respondent 8 

Respondent 9 

Respondent 10 

The table above shows the number of respondents who agreed strongly on the role of computerized
document reprography.

4.3 INFORMATION ON RESEARCH QUESTION TWO

What are some of the ways maintaining efficient performance of secretarial duties?

Name of Timely producing Preparation of quality Possibility of producing

respondent of documents documents without quality documents from a
errors single copy

Hellen Marofu   

Wanjiku   
Kariuki

Melody Moraa   
Ogoti

Respondent 4   

Respondent 5   
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Respondent 6   

Respondent 7   

Respondent 8   

Respondent 9   

Respondent 10   

4.4INFORMATION ON QUESTION THREE

Does the respondent observe any relationship between computerized document reprography and
efficient performance of secretarial duties?

Name of respondent Strongly agree Agree Strongly disagree Disagree Not sure

Hellen Marofu 

Wanjiku Kariuki 

Melody Moraa Ogoti 

Respondent 4 

Respondent 5 

Respondent 6 

Respondent 7 

Respondent 8 

Respondent 9 

Respondent 10 

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4.5 INFORMATION LINKING INDEPENDENT VARIABLE AND DEPENDENT VARIABLE

Source of Information on Information on Link between

information independent variable dependent variable variables

Literature review Yes Yes Yes

Questionnaire Yes Yes Yes

Observation Yes Yes Yes

Experimentation yes Yes Yes

4.6 CONCLUSION
Based on this research, it is true that computerized document reprography has played a very big
role on efficient performance of secretarial duties.
This equipment’s have improved the work of secretaries in offices since they reduce work
congestion. Through reprography the documents produced are very neat and this has improved
many organizations because the work done if fast and accurate.

4.7 RECOMMENDATIONS
The researcher recommends that computerized document reprography should be networked and
installed in various offices to improve efficiency of secretarial duties.
Secretaries should have adequate professional training to become literate for efficient use of
reprography.
The organizations should purchase more reprographic machines for efficient record keeping.

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