Examining the electronic record management practices at the Ministry of Lands Housing and Urban Development

Abstract

This study is to examine electronic record management practices at MLHUD, the Specific objectives were; to identify the forms of electronic records generated and managed at the MLHUD, to identify problems associated with electronic records management at the MLHUD, and to suggest a framework for managing electronic records at the MLHUD so as to overcome the challenges. A combination of both quantitative and qualitative approaches was used in studying a phenomenon. Data was collected using Interview guides questionnaires and Document Review, Both purposive sampling and simple random sampling technique was used to select the respondents for the study where data was successfully collected, analyzed, edited, coded and tabulated, The sample size was chosen from a selected population of 50 respondents who included Heads of departments, Records officers, typists, Data entry clerks, and External users. Findings revealed that forms of electronic records commonly found at the MLHUD are; Digital maps, Accounting records, Cadastral data sheets, Correspondents, Land management forms and others. With problems faced by electronic records; Inadequate ICT skills and competences, lack of trained staff, Reliability and authenticity, Deterioration of digital media and many more. It is therefore, recommended; Sensitization, training sessions, giving attention through recruitment of qualified personnel with skills.