Application of information and communication technology in records management in Uganda Electricity Transmission Company Limited

Abstract

The study was about application of Information and Communication Technology in records management in Uganda Electricity Transmission Company Limited. The study involved finding out the types of ICTs used in records management, the types of records generated and managed using ICTs, examining how ICTs are used in records management, finding out the challenges faced in application of ICTs in records management, and suggesting the best ways of applying ICTs in records management. The study applied both correlation and cross sectional survey design. The correlation design was used to establish the relationship between ICT and records management, and cross sectional survey design data was collected at one point in time from a sample selected to represent a larger population. The approaches for the study were both qualitative and quantitative methods in collecting and analysing data. Qualitative methods were used for purposes of explaining in details the application of ICT in records management and quantitative method involved use of questionnaires to generate information about ICT application in records management. The sampled population for the study was 10 respondents but actual respondents were 6 from the Human Resource and Administration department, and the ICT department. Findings indicated that types of ICTs were categorized into capturing technologies, storage technologies, communication technologies and display technologies. The findings relating to types of records were stipulated based on their respective departments; Human Resource and Administration Department, Corporate Services Department, Planning and Investment Department, Project Implementation Department, Internal Audit Department, ICT Department, Finance and Accounting Department, Operations and Maintenance Department, and CEO’s Department. The challenges experienced in applying ICT in records management were categorized based on the records life cycle. Recommendations indicated that the UETCL should adequately train and acquaint staff with ICT skills. The company should also make it a policy for records managers to use ICT facilities for records management. After acquainting staff with ICT skills, the UETCL authority should train administrators and provide more ICT facilities to effectively use ICT in records management. The authority should put in place formal procedures to be followed to enforce strict use of ICT structures, and also a framework of guidelines should be provided for prior to purchasing ICT facilities. The conclusion indicated that UETCL should employ modern records staff who can manipulate and utilize ICT equipment and purchase more ICT facilities to use in records management.