Assessment of records processing and storage system at Kampala Capital City Authority registry

Abstract

The purpose of this study was to assess the records processing and storage system at Kampala Capital City Authority, the specific objectives were; to investigate the current state of records processing and storage at Kampala Capital City Authority, to identify problems associated with records processing and storage at Kampala Capital City Authority and to propose the need for proper records processing and storage at Kampala Capital City Authority. The involved qualitative methods of data collection and analysis using interviews and observations. Twenty respondents were interviewed in this study and they who included; Senior records officer, Assistant records officer, Office messengers and Secretaries. Results showed that; Different kinds of records were found being stored at KCCA ranging from electronic to paper record such as minutes of annual general meetings, service delivery within the KCCA boundaries, payroll, purchase orders, list of machines and equipment, employee’s registers, position and title of each employees, schedule of the organization activities, remuneration of employees, tax records, accounting records. The problems faced were both financial and organizational such as limited finance, poor attitude of record management staff on record keeping, lack secure storage cabinets and damp free storage areas, there is even a problem of pest infestation and limited polices and guidelines for the access of records. The need for proper records included easy access, organization achievement of efficiency, economic benefit, saves time and money through training and management. The study recommended that; KCCA should carry out scheduled trainings for records management staff to enhance good knowledge in records management; Storage cabinets and increased space should be enhanced at KCCA registry to easily store and handle huge documents generated at KCCA and Increased finance by KCCA to records management department and proper guidelines implementation on the access of registry documents.