Preservation and conservation of records at the Ministry of Gender Labour and Social Development
Kaganzi, Jamilah Chance
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The aim of the study was to examine and find out strategies for preservation and conservation of records at the Ministry of Gender, Labour and Social Development (MoGLSD). Specifically, the study sought to establish the current status of preservation and conservation of records, management of preservation and conservation of these records, the challenges involved in preservation and conservation and to come up with suggestions on best practices for preservation and conservation. The study employed case study design and targeted a population of 63 employees at the Ministry of Gender, Labour and Social development from which a sample of 3 records officers was determined. The methods used for data collection in this study were the interviews and observation whereby the guiding tools were developed to guide the researcher during the data collection sessions. The findings revealed that MoGLSD keeps its records in two categories of records which are electronic records which include; administrative records, personnel records and financial records. Another category of records but kept in print or in hard copy format included records such as Photographic records and recorded audio collection. The storage equipment for electronic records are mainly the computers, CDs/DVDs. While paper formats are kept in metallic filling cabinets, archival boxes that are acid free, on shelves. The management of preservation and conservation of records is undertaken through, regular dusting removal, scanning, fumigation, binding especially of damaged books and other materials, repair and lamination. However, in doing so, there are some challenges that are faced during preservation and conservation of records at the MoGLSD which include lack of space especially for hard copy records, the cabinet boxes are also not adequate, lack of preservation and conservation policy. The study recommends that there is a need to improve staffing of records officers in the records department of the MoGLSD, fumigation, need for disaster preparedness plan and to improve the storage space and facilities. The study also suggested areas of further studies and this was that the study can also be replicated in other government ministries in Uganda to find out if the same results hold.