Needs assessment of the records procedures at the chief magistrate court Buganda road

Abstract

The study presented a comprehensive examination of the records management procedures at the Chief Magistrate Court Buganda Road, with a focus on dNeeds assessment of records management procedures for the court. The study objectives were: to identify the types of records generated; to assess the procedures; to establish the challenges being faced due to use of existing procedures; to assess users’ perception of the needs and requirements of a records management guidelines and procedures; and to develop guidelines and procedures for the records management practices for the Chief Magistrate Court Buganda Road. The study employed a qualitative research approach, and data collection which included interviews and observations conducted with a sample size of six respondents. Through this approach the study reveals a diverse range of records generated at the court, including case files, law reports, court diaries, bail forms, and remand forms. Notably, law reports emerged as a unique and specialized category specific to this court. However, the existing records management procedures exhibited significant deficiencies, such as limited space, physical deterioration of files, and haphazard archival storage. Challenges identified encompassed poor records maintenance, difficulties in chronological filing, archival storage issues, file misplacement, and delays in retrieval. Moreover, users expressed a pressing need for enhanced storage, competent staff, and a streamlined records management system. To address these findings, the study offered recommendations, including the development of a comprehensive records management guidelines and procedures manual, improved training for staff, and adherence to legal and regulatory compliance. The study concluded that implementing these recommendations, along with continuous improvement practices, contributed to efficient records management and enhanced the administration of justice at the Chief Magistrate Court Buganda Road.