Records filing and retrieval at Uganda Parliamentary Records Management Service (PRMS) assessing
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The study aimed at assessessing records filing and retrieval at the Parliamentary records management service. The study objectives were to; establisg the current status of records filing and retrieval at PRMS, find out how records filing and retrieval is managed, identify the sgortages/ challenges of records filing and retrieval and make suggestions for the best practices of records filing and retrieval. The study used qualitative and quantitative research approach and a case study research design. Data was collected using questionnaires,interviews, observation and document analysis. The sample size was 12 and they were randomly selected for empirical data results. The study revealed that numerical filing,alphanumeric,terminal digital filing,paperless filing systems were used in filing of records and retrieval equipment used were vertical cabinets, mobile or movable shelves, folders as supplies,registers,file transit sheets. Loss of records, inadequate office space, limited skilled labour, limited vehicles for transport, lack of security alarms, shortage of internet,insufficient office space,inadequate records management policies,dusty records, poor retrieval methods, inadequate equipments for filing and retrieval of records are the major challenge facing the PRMS. Digitizationof records, purchasing more vehicles, constructing new parliament chembers tocreate more rooms for PRMS, funding the PRMS topurchase equipments, installing water and fire alarms were some of the recommended made for the challenges facing records filing and retrieval in the PRMS.. The study concluded that the PRMS should adopt more to electronic records filing and retrieval than the manual which is commonly used in the office. This is because with electronic methods filing and retrieval of records becomes quick and perfect, easy to correct errors and also creates space in the office since only soft copies of records are filed and retrieved than the bulky heavy files which make the office packed and congesyed leading to shortage of office space. The study recommended that PRMS should make sure that professionals are employed to work in the office, expanding the PRMS., increasing funding in the PRMS by the government and fully digitization of records filing and retrieval to enhance service delivery to all its users,using the records management policy purchasing plastic fasteners which do not rust ,dusting of the records.