Assessment of electronic records storage and retrieval practices at Mita College Kawempe
Kato, John Bosco James
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The major purpose of this study was to assess electronic record storage and retrieval practices in Mita College Kawempe. In carrying out this study, four (4) research objectives which included to identify the kinds of electronic records managed, to analyse the exiting electronic storage devices and the electronic record management systems, to find out the challenges faced in records storage and retrieval of electronic records, to suggest possible solutions to the problems faced in the storage and retrieval of electronic records from which the four research questions where generated. A sample size of five respondents was selected using purposive sampling technique involving the Director, Head teacher, Secretary, Bursar and the head library department because they were fully involved in the Electronic records storage and retrieval practices . It was qualitative in nature and data was collected using the interview and observation method. Data was analysed and presented qualitatively. Reliability was used to improve on the quality of data presented. The major findings of the study were that, the electronic records storage and retrieval practices composed of storage equipment like CD’s, DVD’s Flash dicks personal computers and memory cards, filing systems used were electronic in nature. Electronic records storage and retrieval practices ware characterized by challenges like inadequate record storage equipment and space, miss filing, virus attack, power problem, theft and many others. Some solutions to the challenges as suggested by respondents like allocating resources to records management, educating works more computer skills, installing antivirus, backing up data on a daily basis and others. The study recommends that Mita College Kawempe has to develop a records Management Policy which will help to govern all the records management activities including the new technologically generated records like social media records covering the protection of the whole Records Management Unit with a well disaster management plan this will also involve computerization of its records which are still in paper form. This will make records retrieval and storage easy and also improving on the security system of records such as using passwords in protecting records.