A records disaster preparedness plan for Dag Hammarskjold postgraduate Hall Makerere University

Abstract

Although most organisations operate as though they have never heard of the word ‘disaster’ and neither shall they be struck by any disaster or this shall be a mere say elsewhere, this project shall focus its research on developing a records disaster preparedness plan for Dag Hammarskjold Postgraduate Hall Makerere University. This study based on the fact that there is totally no disaster preparedness plan for records at DHPH apart from the common records keeping practices and if any disaster struck the hall at any one time that shall be the end of it all for paper records and a few electronic records that are stored on flash discs, computers as well as other electronic media. Therefor the aim of the study was to review the existing disaster plan if any and basing on the same, we could develop an up to date records disaster preparedness plan. The objectives that guided the study were to: identify the types of records managed, assess the sources and types of disasters which threaten records, establish the challenges faced in records disaster management and develop a records disaster preparedness plan for Dag Hammarskjold Postgraduate Hall Makerere University.

A qualitative research design was used in this study. The target population comprised of 2 people that is the secretary to the warden and the administrative secretary who directly deal with records management. The sample size was 1 out of the 2, represented by the administrative secretary and concentrated on only primary sources of data. Data collection tools such as interview guide and observation guide were used.

The major findings of this study were; the different types of records generated and maintained by DHPH included, attendance and discharge forms, application for admission, application for educational assistance, records of death for pupils in resident rooms. The challenges in records disaster management at DHPH were; Carelessness of personnel, lack of adequate funds from the MAK, computer viruses and limited space. We therefore recommended that DHPH; develops a records disaster management plan, check fire extinguishers every three months, mark emergence escape routes and exits, backup copies be kept in an offsite place, and finally MAK administration should allocate more funds for disaster management.