Designing a disaster preparedness plan for Archives Uganda Limited
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Disaster is a common phenomenon that can happen when least expected and it often comes unannounced with disastrous consequences. Disasters are frequently happening around the world and organizations need to focus on risks that can affect and disrupt their normal functioning by taking mitigation measures. The study aimed at developing a disaster preparedness plan intended to enhance effective management of records at Archives Uganda Limited.The objectives of the study were to; identify the types of records managed, assess the sources of disasters which threaten records, establish the challenges faced in managing records, develop a disaster preparedness plan for records. The study applied a case study research design while adopting both qualitative and quantitative research approaches in data collection. Purposive sampling was used to select 2 managers, 1 accountant, 2 archivists, and 2 Records officer who participated in the study. Questionnaires, interviews and observation were used to collect the data. The findings show that AULmanages a number of records which include; financial records, human resource records, legal records, employee records. The study also reveals that there are various sources of disasters that threaten records were; dust, fire and water, excessive heat and humidity, pests, viruses and hackers, mishandling by the users. The study also revealed that there is need for the Disaster Preparedness Plan for Archives Uganda Limited from the suggestions and observations from the researcher. This will help to prevent and reduce on the deterioration of records in the registry of Archives Uganda Limited Company. The plan includes both preventive measures such as; carrying out a building inspection and alter factors which constitute a potential hazard, establish routine housekeeping and maintenance measures to with stand disaster in buildings and surrounding areas, installing automatic fire detection and extinguishing systems, and water-sensing alarms, take special precautions during unusual periods of increased risk, such as building renovation, make special arrangements to ensure the safety of records or archival material when exhibited and many others. The study recommended AUL to implement the proposed records disaster preparedness plan to support in the management of records.