Designing a classification and filing scheme for staff records at Uganda Investment Authority
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Date
2023-12-11Author
Kilama, Morris Opira
Businge, Daisy
Kemirembe, Dorcus
Nabulo, Prossy Wamatsembe
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This project focused on designing a classification and filing scheme for staff records at Uganda Investment Authority. The study was based on various objectives such as finding out the types of staff records received, generated and kept by the records department, examining the existing procedures followed in classification and filing of staff records at the records department, determining the challenges encountered in classification and filing of staff records, determining the equipment and common approaches employed in classification and filing of staff records and designing a classification and filing scheme that will improve the access to, arrangement and retrieval of staff records.
The study was based on a case study design and conducted using a qualitative research approach. Data was collected from two (2) respondents selected purposively from the staff within the records department of the organisation using an interview guide, observation guide and document analysis guide. The study discovered that the organisation uses a subject based approach and procedure in both classification and filing of its staff records. However, this approach has got a number of loopholes which were pointed out by the participants in the research study some of which included; absence of policies and procedures for the management of both manual and e-records, mishandling of staff records, limited funding, misclassification of records, work overload, insufficient classification skills, inadequate filing equipment, existence of multiple files on the same subject.
The study proposed some solutions to confine the challenges faced and these include; equipping records management staff with classification and filing skills, provision of adequate funds, recruitment of more qualified staff, purchase of standardised and adequate filing and classification equipment, automation and application of ICTs, designing of policies and guidelines to be followed when managing both manual and electronic staff records, etc.
The above study findings equipped us with information that was used to design a proposed classification and filing scheme for staff records that is focused on enabling effective and more efficient access to, arrangement and retrieval of staff records at the records department of Uganda Investment Authority.