Records management at the Ministry of Public Service: challenges and prospects
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ABSTRACT The study examined how records are managed at the Ministry of Public Service in particular while focusing on challenges and prospects. The objectives of the study were to: identify the types of records managed and maintained at the ministry; to examine how these different types of records are managed at the Ministry of Public Service; to establish the services offered by the Ministry of Public Service; to identify the challenges faced during record management at the Ministry of Public Service and to propose strategies to overcome challenges faced in records management. The researcher used qualitative research methodologies to collect and analyze data from nine (9) respondents these included; the principle records officer, records officers, assistant records officers and internees. Interview guide, observation guide and structured questionnaires guide were used as data collection instruments as discussed in chapter three of the study. The findings showed that paper records are mainly manually managed at the ministry especially personnel records which contain details for all government employees. The researcher also found out that challenges such as biological agents like rodents, insects, mould, abuse and mishandling of records were the major challenges that were faced during record management at the ministry as discussed in chapter four. The study concluded that for the ministry to achieve its objectives as the organization, the identified strategies to overcome the challenges faced in record management should be majorly practiced in the record centers especially in the registry, for example fumigation to be done in the registry, making security copies of valuable materials, foods and drinks should be prohibited in the record centers more so in the registry. The study recommended the ministry to consider the following practices hence overcoming the identified challenges faced in record management and these included; Fumigation practices, Installation of security software like antivirus, spy ware, firewall, in order to avoid viruses, Install fire and water alarms throughout the registry and make sure they are always operational as discussed in chapter four.