Developing records preservation system at Uganda prisons service

Abstract

The major aim of this study was to develop a records preservation system at Uganda Prisons Service [UPS]. The objectives of the study were to study the current systems at the Uganda Prisons Service that helped to identify the types of records, to analyze the information kept at the Uganda Prisons Service and finally to recommend a system to the management of Uganda Prisons Service. The methods used to collect data were interviews and observation. The study was carried out using purposive sampling which constituted of 25 staff from the organization and respondents were mainly from the information dissemination department which is the head of information management at the center. Data was analyzed using qualitative techniques and the findings show that currently records at Uganda Prisons Service are preserved both in manual and electronic way however the organization lacked an effective Records Preservation System since the electronic ones available were hosted locally in the same location. The study concluded that in order to retrieve information and promote timely decision making a central system should be managed to integrate all records generated in all departments to avoid wastage of time to staff and that the staff should be trained in information communication technology capacity building and converting of all manual records to electronic processes and finally the conclusion gave the benefits of the system once implemented at the center.