Designing an electronic records management system for National Drug Authority Kampala

Abstract

The study was based on a case study design which involved the use of a qualitative research approach. The data was collected using tools like interview guides and document analysis guides from 3 respondents. The study findings revealed that NDA uses a Microsoft access system to manage electronic records. Some of the records managed include reports, manuals, personnel records, administrative records, financial records, legal records drug register, forms (application forms, veterinary medicine forms, human herbal medicine, drug information), guidelines (herbal medicine guidelines, medical devices guidelines) and circulars. These records are generated in both paper and electronic formats by the different departments at NDA. The study findings also revealed the challenges encountered by the registry staff while managing electronic records like virus attacks, inadequate staffing, complicity in determining the retention and disposition of electronic records and difficulty in carrying out audit trials. Some of the strategies that can be put up to improve the management of electronic records include, use of anti-virus software, having a records retention and disposal schedule in place and recruitment of more staff to work in the registry. The study recommended that there should be recruitment of more registry staff, implement records retention and disposition schedules and policies, and occasionally training the registry staff to enhance their skills.