Storage and retrieval of financial records at Vision Group

Abstract

Records are essential for the effective and productive functioning of private and public organizations. Therefore, every record must be stored and maintained in the same way so that it can be protected, located and retrieved when needed. These records need to be stored properly for the authority, possibility to have a good accountability and reference resources for its activities. The purpose of the study was to assess storage and retrieval of financial records at Vision Group. The researcher gathered detailed data and came up with the best description on how Vision Group stores and retrieves financial records that were produced as a result of the organization 's programs and activities. The objectives of the study were types of financial records at Vision Group, how financial records are stored, retrieval of financial records and challenges of storage and retrieval of financial records at Vision Group. Interview and observation were greatly used. The researcher used purposive sampling method to select 15 respondents. The findings of the study revealed that storage, retrieval, challenges of financial records which were clearly explained and possible solutions to the challenges facing financial records like considering digitization of financial records which eases retrieval of financial records and saves storage space for the records. The study concluded that controlled access of financial records, staff training and regular software updates help to solve the challenges faced by financial record storage and retrieval at Vision Group. It is recommended that staff Training should be done. Vision Group authorities should consider hiring outside consultants to train its existing staff and when recruiting new employers there should be a maximum level of training that someone must have on records management in order to be hired. Vision Group should provide training and continued education for the records management staff in the management of financial records.