Examining active legal records filing and storage at the Commercial Division of the High Court, Kampala

Abstract

The study examined the filing and storage of active records at the Commercial Division of the High Court at Kampala. The study was guided by the following objectives: to establish the current status of filing and storage of active at the Commercial Division of the High Court; to find out how active records filing and storage is managed at the Commercial Division of the High Court; to identify the challenges of active records filing and storage at the Commercial Division of the High Court; and to make suggestions for the best practices in active records filing and storage at the Commercial Division of the High Court. The study involved 12 respondents. These were selected using purposive sampling technique. The methods of data collection were use of interviews, document analysis and observation while the instruments included interview guide, document review and observation checklist. The data obtained were analyzed using qualitative means. The findings of the study indicated that active records are filed using alphanumeric method. They are mainly stored in filing cabinets, boxes, open wooden shelves and in computer databases. In some instances, when they have excess active records, they store then in gunny bags. The findings of the study further established that there is poor management of filing and storage activities in the registry. For example, it was established that no standard procedures were followed in filing the active records because the institution has a records management manual that does not specify the procedures for filing and storage of active records. The challenges facing the filing and storage of active records included: lack of trained staff in records management, limited administrative support and obsolete technology. However, the respondents were optimistic that refresher training of staff, procurement of better computer systems and storage facilities as well as increasing on the budgetary allocations to the registry would help to reverse this trend. The study concluded that active records filing, and storage are poorly handled at the Commercial Division of the High Court due to lack of skilled staff, limited administrative support as well as logistical and technological constraints. These challenges affected the storage of the active records retrieval. The study recommended need for refresher trainings for staff, improved budgetary allocations for sustaining the ever-changing records management activities and upgrading of computers among others.