Developing a manual for proper storage and security of records at Nansana Municipal Council Registry

Abstract

The practice of records storage and security started years back, however, implementing it as a professional practice totally became a serious aspect after organisations realizing the priceless benefits of establishing and following recordkeeping procedures. Like other organisations, Municipal Councils generate quite a lot of records through their business activities, therefore, they need to be stored properly for easy and quick retrieval in time of need. The purpose of this project was to analyse the current records storage and security measures at Nansana Municipal Council (NMC) registry with an intention of developing a manual for proper storage and security of records at the municipal council. The project was guided by five objectives which were to: find out the various categories of records kept at NMC; examine the current procedures followed to ensure proper storage and security of records at NMC; examine the current records storage and security practices at NMC; determine the challenges encountered in storage and security of records at NMC; and develop a manual for proper storage and security of records at NMC. The project used interview, observation and document analysis methods to collect data pertaining to each of the objectives. Among the major findings, the project found out that the storage of records at NMC was overwhelmed by the increasing volume of records. As a result, there was congestion in the registry which covered up much of the physical storage and working space. To remedy the insurgencies, the project proposed a manual for the improvement of records storage and security. Recommendations were also made to improve on records storage and security of records at NMC. Recommendations outlined the need to construct standard records storage areas, implementation of a records management policy, among others. This project concluded that; if the above recommendations are put to action, NMC registry would be better off in service delivery and in terms of records storage and security.