An electronic records management system for Uganda Cancer Institute Registry
Kisakye, Ronald Bukulu
Atukunda, Ingrid Anthea
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The project aimed at designing an Electronic Records Management System for Uganda Cancer Institute Registry. The increased volume of record production, publication, and corporate-wide distribution has aggravated problems in records security, control, tracking, and retrieval. The development of network technology has nowadays reached a level where companies, for a relatively low cost, can implement Intranet, Extranet or Internet. The usage of Work Process Management Systems has, in earlier research projects, been found to be influenced by 'trial and error' process. This was attached to a number of challenges hence the need to develop and Electronic Records management system to counter these challenges. The study aimed at (i) To examine the existing Records Management system at Uganda Cancer Institute registry, (ii) To identify the challenges facing the current Records Management system of Uganda Cancer Institute registry, (iii) To propose solutions to the challenges of the current Records Management system at Uganda Cancer Institute registry and (iv) To design an Electronic Records Management System for Uganda Cancer Institute registry. The study employed a case study research design and a qualitative research approach. A sample size of 30 respondents was used, consisting of both registry staff and users. There were 9 registry staff members and 19 users involved with valid responses; questionnaires, interviews, and observation were used to collect data. It was also qualitatively analyzed and presented using tables, bar graphs, and pie charts. Findings showed that males took the biggest part in the study in numbers of 18(64%) compared to the 10(36%) of the valid responses. Furthermore, data collected showed that; (i) Uganda Cancer Institute uses a manual records management system based on paper filings; appointment letters and patient records were the most accessed records as the respondents showed. (ii) One of the challenges faced by the registry staff and users is time spent in the registry performing different activities such as retrieval of records, this is in addition to long queues, and low security regarding the stored information. (iii) Respondents suggested that an automated records management system was best to ensure that almost all challenges could be overcame and thus welcomed the idea of developing an Electronic Records Management System for the institute. xii Major recommendation was that the management of the UCI should adopt the proposed electronic records management system because of its many benefits. Other recommendations are that; more budget for the registry should be increased for purchase of equipment like computers, scanners and above all the users should be sensitized about the system.