Assessment of records storage systems at Finance Trust Bank(FTB)

Abstract

The study was undertaken to asses records storage systems at finance trust Bank (FTB) in the department of records, Jinja branch. It was centered on the following objectives below: to find out the categories of records managed, to find out the current records storage systems used to establish the challenges associated with record storage systems and finally to suggest strategies to improve records storage systems at finance trust bank. The study adopted a case study design. Data was collected using interviews, observation and document revive guide. A sample size of ten respondents was selected using purposive sampling where one records manager, 3 administrators, 2 records officers and 4 Assistant records officers. The study found out that there are different categories of records stored at finance trust bank in different categories stored at Finance Trust Bank in different formats such as hard copy and soft copies and hard copy records are administrative records, legal records, employee’s records account and financial records; the current records storage systems are electronic storage system that includes the CIS system and electronic document management system that uses different soft ware such as FLEXCUBE and SABS and manual records storage system which includes active store cabinets and book cases storage system and high density mobile storage system. The challenges associated with record storage systems are limited funds, limited storage space, storage equipment, unskilled staffs and lack of staff training and finally: strategies to improve records storage system were, training of staff the basic skills and features of records storage system, increasing of funding for records department for maintaining the records system and equipment, recruiting more qualified staff. The researcher concludes that, records storage system should be able to capture, store, maintain and retrieve the information starting from the day of creation of the records up to its disposition period. The researcher therefore recommends that the organization should purchase more storage and maintenance equipment, training staff, own offsite storage expand storage area or archive and registry, automation and digitization of records.