A records tracking system for directorate of water development at Ministry of Water and Environment, Uganda
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The purpose of the study was to assess the records tracking practices at the Directorate of Water Development (DWD) so as to identify gaps and design an ideal Records tracking system. The objectives of the study were to; find out the different types of records generated and held by the Directorate of Water Development, examine how records are tracked by the Directorate of Water Development at Ministry of Water and Environment, identify the challenges associated with tracking of records in the Directorate of water and development, find out the requirements for designing an ideal records tracking system for the Directorate of Water and Development at Ministry of Water and Environment, design an ideal records tracking system for the Directorate of Water and Development at Ministry of Water and Environment. The study used a cross sectional research design while adopting a mixed method approach to data collection of both quantitative and qualitative approaches. Data was obtained through the use of surveys, interviews and observation methods. In the study, records officers, assistant records officers, records assistants, commissioners and ICT specialists were purposively selected to participate in the study. The study established that Directorate of Water and Development tracks a number of records which include; administrative records, personnel records, financial records, publications and photographic collections. There were various records tracking practices at DWD which included; Registration of the Records, folioing, registration of Outgoing records, filling of records according to their categories and security of records at DWD. Tracking devices used for records at DWD included; Excel Application and tracking cards. The study also revealed different loopholes for the records tracking at DWD which include; incompliance from the staff, delay with the files, inadequate backups, insecurity of records and misplacement of record files. The study concluded that records are tricky to track in case the number of records is high and when the staff in charge got limited knowledge about records tracking. The study therefore recommended training of employees in the use of ICTs, training of DWD Staff on Records Tracking, security and enhancement of confidentiality for records, lose supervision of the records users and adoption of a proposed records tracking system for Directorate of Water Development at Ministry of Water and Environment.