Designing an e-filing system for national housing and construction company limited
Kyeyune, Abdul Hakim
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The need for better access to information, quick and safe sharing of data and information at NHCC as well as proper storage of records in order to ensure improved service delivery, necessitated the development of an E-filing system for the management of case files. The main aim of the project was to investigate the records filing practices at National Housing and Construction Company Limited in order to identify the gaps and challenges faced and design an e-filing system for best practices. The objectives of the study were; to identify the different types of records created and received; to find out the records filing practices, to identify the challenges associated with the records filing practices, to examine the requirements needed to come up with an electronic filing system that will enable easy management files and to design an e-filing system to improve records filing practices at the National Housing and Construction Company Limited. The study discovered that the types of records managed at NHCC included; Administrative records, Legal Records, Vital records and Human Resource Records. The study discovered that the records filing practices at the NHCC include the following; Receiving and registration of in-coming correspondences, Filing documents and organizing of files where the different methods of filing in in the registry are clearly explained and the filing system used is presented perfectly among others. Study findings on challenges associated with the records filing practices at national housing and construction registry were Lack of Records filing Policy, Inadequate Storage Space and inadequate records filing Equipment and other challenges. A pilot study was conducted to pre-test the validity and reliability of data collection instrument using pre-test check list. We used context and dataflow diagrams to come up with the system design basing on the gathered system requirements. The result was a fully functioning electronic filing system that can be used to electronically file records, capture relevant metadata for these records and provide a storage repository thereby ensuring the availability of these records whenever required. The study recommended that the Records Managers should be provided with adequate training to ensure that they are able to undertake the full responsibilities of the post, The government should allocate both enough money and human resource to run the NHCC registry because if this is done they was able to purchase enough and good quality equipment for use in records filing.