A work plan for digitising personnel paper records for Residence District Commissioner’s offices at Kyadondo County head quarters
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The purpose of the study was to develop a work plan for digitizing personnel records at Resident District Commissioner‟s Office at Kyadondo County Head Quarters. The objectives of the study were to; determine the types of personnel records managed, examine how personnel records are managed, evaluate the level of adoption of ICTs in the management of personnel records, and develop a work plan for digitizing personnel records at Resident District Commissioner‟s Office at Kyadondo County Head Quarters. The study used a case study research design while adopting a qualitative approach to data collection. Data was obtained through the use of interviews and observation methods. In the study, 1 RDC, 1 Deputy RDC, 3 records officer, 3 Human Resource Officers and 2 secretaries who have access to the personnel records were purposively to participate in the study. The study established that RDC‟s office generates a number of personnel records which include; personal requisition forms, job application documents, memorandums, interview documents and reports, reference checks, acceptance letter, contract terms and conditions, personal records, leave forms, resignation letters, bank loan documents, salary advance forms, which exist in both paper and electronic formats. There are various personnel records management practices at RDC‟s office which include; registration of all the personnel records, tracking of personnel records, folioing of personnel records, classification of personnel records, filling of personnel records, storage of the personnel records and maintaining security of personnel records at RDC‟s office. The study established that there different ICTs which can be used in the digitisation of personnel records were; computers, photocopiers and scanners. The records staff had all the skills and knowledge needed in the digitisation of the personnel records at the RDC‟s office. The study also revealed different loopholes for the personnel records management at RDC‟s office which include; incompliance from the staff, delay with the files, inadequate backups, insecurity of records, misplacement of record files and the lack of a personnel records management policy. This showed a need for the work plan to ensure easy access to the personnel records.