Records processing and organisation at Office of the Prime Minister
Nanyunja, Lillian Ruth
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This study focused on records processing and organization at Office of the Prime Minister (OPM). The study sought to find out the categories of records managed, to analyze the records processing and organization, to identify the challenges faced by records processing and organization and to suggest possible strategies for effective records processing and organization. Different methods were used to collect data and these included interview, observation and document review methods. Purposive sampling method was used to identify interview participants. The total population of the study was the whole administration staff from which (10) participants were selected or sampled. Findings indicated that the categories of records managed by OPM include administrative and personal records. Records processing and organization is done through alphanumerical filing systems; filing is through subject and alphanumerical classification systems and the storage equipment utilized include open shelves, file cabinets and manila covers. The study discovered that records processing and organization faced many challenges such as misfiling and misplacement, inadequate storage equipment, inadequate space, lack of retention and disposal schedule, too much wear and tear, and dust. The study recommended the introduction of ICTs that improve the capture and provides access to records as well as tracking the movement off files, retention and disposal programs, and upgrading to an electronic system.