Designing a user manual for the disposal of academic records at the academic registrar's Department, Makerere University.

Abstract

This Project focused on designing a User manual for disposal of Academic Records at the Academic Registrar’s Department, Makerere University. The study was based on different objectives such as examining the existing Procedures being followed in the disposal of Academic Records at the Academic Registrar’s department, Determining the challenges encountered in the disposition of academic records and designing a User Manual that will enhance efficient and effective disposal of Academic Records at the Academic Registrar’s department. The study was based on a case study design and conducted using a qualitative research approach, Data was gathered from a sample of 15 Respondents selected purposively from the Academic Registrar’s department staff using Interview guide, Observation guide and Document Analysis guide. The study found out that there was no clear procedure followed in disposal of Academic Records at the AR’s department which resulted into increased levels of backlogs in office spaces, Misallocation of Academic files, premature destruction of records etc. In addition the department also experiences other challenges which include; under staffing, inadequate storage and disposal equipment, inadequate skills possessed by staff etc. this has greatly impacted the efficiency of the disposal process. The study proposed some solutions to confine the challenges experienced and these include; training records management staff, provision of adequate funds, Recruitment of qualified staff, purchase of standardized equipment etc. The above study results enriched us with information that we used to design a disposal manual that consist of well-established procedures that will facilitate efficient and effective disposal of academic records at the Academic registrar’s department, Makerere University.