Influence of Digitization Strategy on Record Storage Practices in Nairobi City County's Urban Planning Department, Kenya

This study examined how digitization strategy influences record storage practices in Nairobi City County's Urban Planning Department, Kenya. It sought to establish how digitization contributes to record preservation, accuracy, security, accessibility and retrieval, while identifying institutional challenges that may limit its effectiveness in supporting efficient records management and evidence-based urban planning decisions. The study adopted a descriptive cross-sectional survey design and a census approach targeting 75 departmental personnel. The study collected primary data through structured questionnaires and semi-structured interviews. The study received 66 completed questionnaires, yielding a 93% response rate. Data were analyzed using descriptive statistics, Spearman correlation and binary logistic regression in SPSS Version 31. The findings showed that digitization strategy had a positive and statistically significant relationship with record storage practices (r = .354, p = .004). Logistic regression further showed a significant positive effect, with digitization strategy associated with approximately six times greater odds of effective record storage practices (Exp(B) = 6.312, p = .003). Record preservation received the highest mean score (M = 3.92), while retrieval speed recorded the lowest (M = 3.53). Major challenges included inadequate scanning equipment, weak supporting infrastructure, unclear digitization guidelines, limited staff training and inconsistent implementation across departmental units. The findings indicate that digitization improves record storage, although its influence remains constrained by institutional capacity and resources. The study concludes that a digitization strategy is necessary but insufficient for optimal record storage practices. The department should strengthen digitization infrastructure, formalize guidelines, provide continuous staff training, and improve the indexing of older physical records. These measures will improve record accessibility, preservation, and retrieval, supporting accountable, evidence-based urban planning decisions.