A document management system for Kampala Capital City Authority KCCA

Abstract

The purpose of the study was to design a Document Management Systems at the KCCA. The objectives of the study were to; find out the types of records kept, assess the existing document management system, establish the challenges associated with the current DMS, examine the requirements for the design and implementation of the new document management system and design an improved document management system for Kampala Capital City Authority. The study employed a case study qualitative research design while adopting a case study qualitative research approach in the collection of data. Purposive sampling was used to select 12 respondents who participated in the study. Interview, observation method and document review methods of data collection were used to collect the data in the study. The study found out that the records managed at KCCA were; cartographic records, plans, architecture drawings, text records in files, photographic records, audio-visual records and the contract records among others. The major challenge with the current manual Document Management System was inadequate funding in records management. Inadequate records staff and facilities in the management of the records were also highlighted as the challenges with the current Document Management System. The study concluded that adopting Document Management System, increasing of the funding in records management, digitization, training of staff on the management of records, training of the records staff, provision of adequate funding, employing more records officers and localizing the newly acquired electronic records management system would help in improving the Document Management Systems at KCCA. The study recommended that in order to improve the Document Management Systems at KCCA, the different suggestions include; training of the records users, implementing a records management policy, limited access to the records, make use of the records retention schedule, weeding and appraisal of records and usage of the file plan.