Assessment of storage of archival records at Kiruddu General Referral Hospital, Makindye Division Kampala

Abstract

The study aimed at assessing the storage of archival records at Kiruddu general referral hospital, Makindye Division Kampala. It was centered on the following objectives; To find out the types of archival records stored at Kiruddu general referral hospital, to analyze the current state of the archival records storage at Kiruddu general referral hospital, to examine the arrangement of archival records, to analyze the records retention and disposition of Archival records at Kiruddu general referral Hospital, to find out the challenges faced in the storage of archival records at the Kiruddu general referral hospital and to suggest the strategies for the improvement of archival records management at Kiruddu general referral hospital. The study was based on qualitative approach and quantitative approach. The study adopted a case study design. Data was collected using questionnaires, interviews and observation. An explanatory research design as well as both simple random and purposive sampling were used to collect data from 28 respondents who included personnel in line with record keeping and archival management (that is records manager, records assistants, and data clerks), medical doctors, nurses, top officers and patient administration. The findings revealed that archival records were stored in boxes, steel cabinets and open shelves. All respondents agreed that the above types of records are stored at the hospital, implying that 100% of the total number of respondents replied yes. A large number of respondents assured that storage of archival records were in a conducive state as compared to the past 5 years. Access to the registry is controlled by serving clients from the counter and locking where the registry staff control the keys. The overwhelming challenges among others were limited registry space, funds and inadequate storage and security equipment. The study recommended that records managers should majorly computerize the archival records storage system. Most importantly management of Kiruddu general referral hospital should increase funding to the records and archives management department to enhance service delivery to its stakeholders. Areas identified for further research include: Factors limiting automation and computerization of archival records, Digitization of archival records in the registry and Management of retention and disposition of archival records at Kiruddu general referral hospital.