| dc.description.abstract | ABSTRACT
This study was about STORAGE AND RETENTION OF RECORDS IN REGISTRIES: A CASE STUDY OF MAKERERE UNIVERSITY CENTRAL REGISTRY. Four research objective guided the study: To identify and analyze the types of records, forms of media used and how they are managed. To identify and examine records storage and retention procedures followed from creation, filling, classification, Indexing, storage, access and retrieval of the records. To find out or identify challenges facing the records management systems at the University. To suggest and recommend possible solutions/remedies that can be applied to solve the identified problems/challenges faced to better the management of records and other records management strategies in the university. A cross section research design was used to obtain information. The study involved the a population of staff in the office of central Registry, and who are all 15 respondents .These respondents were selected because they are considered to be knowledgeable able storage and retention of records, and therefore, they are able to provide relevant information as required by the study. A questionnaire, interview guide, observation guides were used to collect data. The study employed both qualitative and quantitative research methodologies during data collection, analysis and presentation. Data was analyzed using excel to generate and present quantitative information such as frequencies and percentage as well as the graphic, while quantitative data was analyzed through thematic analysis. The study found out that the challenge encountered in the storage and retention of records at the university include among other r thing limited space for both the storage and staffing erase visa-a-vis the accumulating records at university, unskilled staff as evidenced by the lack of personnel that are trained in records management, misfiling of documents as a results of accumulation of records in the departments, poor filling and storage system, limited number of staff like records manager and assistant. The study concluded that there is unauthorized access to records, especially in the storage areas due to presence of no streamlined rules, policies and regulations against such practice, insufficient funding from the university administration, inadequate storage facilities, especially the cabinets, open shelves and computers that facilitate safe storage of the records in the departments, insecurity of records since they are exposed to a lot of insecurity factors that endanger their existence like exposure to unauthorized personnel, lack of E-records management system, and fraud and document forgery leading to university financial losses and administration mismanagement of resource at all levels .Makerere University should implement a computerized records storage and retention with a comprehensive approach on the management ,storage and retention of records. The system should ably used in collaboration by the account and central registry staff for better service to clients/the system shall, for example be able to send notifications of payment and availability of students s certificates hence doing away with uncertainty of availability of students certificates. Therefore, when a student comes, the records staff will be able to locate their certificates easily and retrieving them | en_US |
