A document management system for case files at Mmaks advocates

Abstract

The purpose of the study was to design a Document Management Systems for case files at the MMAKS Advocates. The objectives of the study were to; find out the types of records kept, assess the existing case file document management system, establish the challenges associated with the current case file DMS, examine the requirements for the design and implementation of the new case file document management system and design an improved document management system for MMAKS Advocates. The study employed a case study qualitative research design while adopting a case study qualitative research approach in the collection of data. Purposive sampling was used to select ten respondents who participated in the study. Interview, observation method and document review methods of data collection were used to collect the data in the study. The study found out that the records managed at MMAKS Advocates were cartographic records, plans and architecture drawings, text records in files, photographic records, audio-visual records, among others. The major challenge with the current case file manual Document Management System was inadequate funding in records management. Inadequate skilled records staff and facilities in the management of the records were also highlighted as the challenges with the current case file Document Management System. The study concluded that adopting case file Document Management System, increasing of funds in records management, digitisation, training of staff on the management of records, provision of adequate funding, employing more records officers and localizing the newly acquired electronic case file records management system would help in improving the Document Management Systems at MMAKS Advocates. The study recommended that in order to improve the Document Management Systems at MMAKS Advocates, the different suggestions including training of the records users, implementing records management policy, limited access to the records, make use of the records retention schedule, weeding and appraisal of records and usage of the file plan would have to be implemented.