Developing an electronic record filing system for managing financial records in the sales department at New Vision Printing Publishing Company Ltd

Abstract

This study was titled “developing an electronic records filing system for managing financial records in the sales department at New Vision. The purpose of the study was to analyze filing systems at the New Vision. This study sought to answer four research questions; the different types of financial records generated in the sales department at New Vision, the filing systems and how to keep them secure in the sales department of the New Vision, the challenges associated with the existing filing systems in the sales department of the New Vision and the possible measures to develop an electronic records filing system of financial records in the sales department of the New Vision. Exploratory case study research design was used to obtain information from 12 selected respondents who included records officers as well as users of records in repositories. The study employed qualitative research methodologies during data collection, analysis and presentation. The study found out the records filing systems in the New Vision are stored both in paper and electronic format, while very little appears in digital/electronic format. This implied that much of the financial records are filed in paper format, with limited levels of automation and computerization, highlighting the underlying challenge of slow retrieval and access to the filed records as well as rampant cases of missing records. The study concluded the current filing system is a bit effective. With the current filing system, access and retrieval of records is done either manually or electronically depending on the form it is stored in. Information retrieval selects documents from a collection according to the presence or absence of keywords assigned by an indexer. The study recommended that more computers should be purchased and installed to facilitate the automation and computerization of financial record filing and management; the computers should also be updated with modern and relevant programmes for financial records and Information management. The records management staff should also be trained further in the area of modern computer usage to enable faster and efficient filing, retrieval and access in the New vision