Analysis of paper-based records management at Records and Archives Department of Kakira Sugar Works Limited
Nandera Edith Norah
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This study was to analysis of paper-based records management in the records and archives department of Kakira sugar limited. In this study, five (5) research objectives were used which included, to find out the types of paper-based records managed at Kakira Sugar Limited., to examine the existing paper-based records management systems involved in the management of paper records at Kakira Sugar Limited, to assess the benefits of paper records management at kakira sugar limited, to find out the challenges associated with the management of paper records at kakira sugar limited, to suggest the solutions to the challenges to improve the management of paper records from which the research questions were generated. The methodology adopted was qualitative in nature with aspects quantitative research. A sample size of twenty (20) respondents was selected using purposive sampling technique involving the (1) Registry superintendent, (2) Records officers, (1) Industrial relations manager, (2) Industrial relations officer, (3) Senior accountants, (2) Audit officers (1) Chief accountant (6) Internees (1) Senior welfare officer (1) Welfare and establishment manager, making a total population of twenty (20. It was qualitative in nature and data was collected using the interview, questionnaires and observation method. Data was analyzed and presented both quantitatively and qualitatively with a case study design. Reliability was used to improve on the quality of data presented. The major findings of the study were that, the paper-based records management system is composed of storage equipment like filing cabinets, open shelves and the filing system used was numeric filing system. Paper-based records management was characterized by challenges like inadequate record storage equipment and miss filing. Inefficient document transportation, Limited collaboration and Editing problems and some solutions to the challenges as suggested by respondents included allocating resources to records management, training storage equipment dusting records etc. The major recommendations were: the records management staff should establish better paper records storage and security program that will encompass the policies and procedures and ensure that they are implemented or functional, Incorporation of information and communication technologies in managing the storage and security of paper records, Purchase of more storage high quality facilities, developing and implementing a disaster preparedness plan, More skilled and trained staff should be recruited so that the storage and security of paper records functions are put in operational state.