Designing operational procedures for manual filing system. A case of finance and administration department at infectious diseases institute, Makerere University.
Ojilong, Kusai Ilakut,
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The research study was centered on designing Operational Procedures for Manual filing system of finance and Administration Department at Infectious Diseases Institute Makerere University. The research findings were based on the four objectives; the various categories of records managed by the Finance and Administration department at Infectious Diseases Institute, the existing operational procedures of manual filing system for the Finance and Administration department at Infectious Diseases Institute, the challenges encountered while using the existing operational procedures of manual filing system and provide possible solutions to the challenges and to design new operational procedures for manual filing system for the Finance and Administration department at Infectious Diseases Institute. The study covered a sample of 6 respondents and these included; 2 administrators, 1 records officer, 2 accounting officers and 1 human resource officer. The study findings indicated that financial and administrative records were the major records kept at the department of finance and administration of Infectious Diseases Institute which include payment slips, revenue records, telephone, advertisement, National Social Security Funds (NSSF), photocopying records, mobile money records, tuition records CTO staff, indirect cost, store journals, audit reports, bank statements, contracts records, personnel files, appointment forms, board minutes of meeting, board and committees papers, advertisements, interview documents, biodata forms for staff, ant-fraud forms. The existing operational procedures of manual filing system for the finance and administration department at Infectious Diseases Institute are the records officer or whoever receives the records has to register and sign in the income document register to act as evidence that the records have been received. The particulars recorded in this register include; the name of the receiver, his little, the subject of the documents, their reference number. The documents are sorted or arranged according to their subject. For example, payroll documents are arranged and grouped differently from budget documents. The challenges encountered while using the existing operational procedures of manual filing system were limited storage, too much dust, bulkiness and lack of cooperation between clients and staff and solutions include; clients are encouraged to ensure maximum co-operation with the record officers to retrieve the records and manage them appropriately. Regular sensitization is being carried out every Friday to educate and remind the records officers about the best records management practices like records filing to improve records management. New operational procedure for manual filing system for the Finance and administration department at Infectious Diseases Institute was designed and some of the procedures are sort the correspondences or mails and arrange them specifically according to their classification numbers and subject. For example, the finance and administration correspondences should be separated check thoroughly and ensure that the selected correspondences sorted are of the same subject and class number and arranging the correspondences in ascending order following the date stamped when the mail was received by the records center or an office among others.