Assessment of records filing and classification systems: A case study of Mbarara District Local Government
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This study was carried out at Mbarara District Local Government and the major purpose for the study was to assess the records filing and classification systems at Mbarara District Local Government. In carrying out this study, three (3) research questions were posed. The study purposely sampled 10 administrative staff comprising senior members, senior staff and junior staff at Mbarara District Local Government. The instruments used for data collection were questionnaire and observation. The research questions were answered using frequency and percentages. The study reviewed literature on the concepts of records filing and classification systems and their forms like Alphabetic index, encyclopedic arrangement and alphabetic filing systems. It further outlined the benefits and challenges of records filing and classification systems. Flowing from the quantitative nature of the research strategy, structured questionnaires and observations tools were used as data collection instrument and Statistical Package for Social Sciences (SPSS) was used to analyze the data. The major findings of the study revealed that the administrative documents are stored in both manual and electronic forms. This leads to quick decision making, saves office space and promotes good corporate governance. It was further indicated that there were insufficient resources in terms of professionally trained records officers, training-starved administrative staff and office space. Therefore, it was recommended that management of Mbarara District Local Government should embrace the records filing and classification systems to ensure its effectiveness, and also professionally trained records officers should be employed. The researcher suggested that more study be conducted to establish records filing systems and classification systems in the private sector, e.g. banking, insurance and non-governmental organizations, agricultural sector and health service sector. Such a study would provide useful comparative data on records filing and classification systems in the public and private sectors.