Assessing filing and storage of active records at office of the prime minister registry

Abstract

ABSTRACT A study was carried out on assessing filing and storage of active records at Office of the Prime Minister registry and the objectives of the study were to establish the current status of filing and storage of active records at Office of the Prime Minister registry, find out how filing and storage of active records at Office of the Prime Minister registry, identify challenges associated with filing and storage of active records at Office of the Prime Minister registry and suggest best practices for he challenges affecting filing and storage at Office of the Prime Minister registry. The researcher used three data collection methods of interview, observation and data analysis, Five staff members from Office of the Prime Minister registry were selected as the respondents including a records officer, three assistant records officers and one office assistant from the registry and they were selected because of their ample knowledge about filing and storage of active records. The study revealed that Office of the Prime Minister registry keeps and creates seven types of records including financial, employment, safety, insurance, administrative correspondences and electronic records. Some of the challenges affecting filing and storage at Office of the Prime Minister registry include misfiling, insufficient filing supplies, limited filing equipment, loss of files, insects and rodents, limited storage space, insufficient storage personnel, virus and dust. Best practices for the above challenged were suggested in this document. The researcher was able to come up with recommendation derived from the challenges affecting filing and storage of active records at Office of the Prime Minister registry to enable smooth running of services at Office of the Prime Minister the following recommendation were suggested; staff training, transfer of records to the records centre, installation of antivirus, introduction of strict rules and regulations in the registry, automation and digitization of records, backup of highly sensitive records and purchase of high density metallic shelves to save on space and prevent deterioration of records.