Developing a records storage and security system at Uganda Railways Corporation

Abstract

The study aimed at Developing A Records Storage And Security System At Uganda Railways Corporation. Uganda Railways Corporation just like most other institutions of the world still uses manual system. Manual system is based on associations with paper-based records management. The manual system is associated with challenges such as difficulty in retrieval, wastage of time and consumption of office space since it deals with paper based records. The study was done under the following objectives; To identify the various categories of records that are created and received at Uganda Railway Corporation; To examine the current records storage and security system that is being used at Uganda Railway Corporation; To find out the challenges faced in the records storage and security at Uganda Railways Corporation and To propose solutions to improve on the records storage and security system at Uganda Railways Corporation. The study used two data collection techniques of interview and observation. The researchers collected data about Records Storage and Security System at Uganda Railways Corporation from 10 respondents including Records officers, records users and IT staff. The study established that Uganda Railways Corporation generates a number of records which range from administrative records, fiscal, Policy and financial records. The study further established the filing equipment used in filing of Administrative records and they include shelves, cabinets and file folders. The study found out that Uganda Railways Corporation faces a number of challenges such as difficulty in retrieval, less economy of space, low training on records management and less funding. The research concluded by developing Records Storage and Security System for Management of Records at Uganda Railways Corporation and recommending it for use. The research team stated the design standards and the main functionalities of the system.