Records processing and organization practices at the Ministry of Health Headquarters

Abstract

Records in any organization are basic and crucial assets. Recorded information requires effective and efficient records processing and organization practices to ensure ease of access and retrieval. Management of records at the MoHH is majorly characterized by poor records processing and organization practices. The Aim of the study was to evaluate records processing and organization practices at the MoHH and to suggest ways in which these practices can be enhanced. The objectives of this study were: to identify the different types of records created and received at the Ministry of Health headquarters registry, to find out the records processing and organization practices at the ministry of health headquarters registry, to identify the challenges associated with the records processing and organization practices at the ministry of health headquarters registry, and to propose possible strategies to improve records processing and organization at the ministry of health headquarters registry. The study adopted a qualitative research method using case study approach. The study population was 23 with a sample size of 20 involving Records staff, HOD’s, secretaries, and administrative assistants. The study used probability sampling method in which purposive sampling technique was used to categorize the respondents. Data was collected through interviews and observation and interview schedule. A pilot study was conducted to pre-test the validity and reliability of data collection instrument using pre-test check list. The key findings of the study were that: Ministry of health registry has been working to streamline records processing and organization practices to avert unauthorized access and unnecessary loss of records, misplacements, misuse and inadequate security measure which is challenging to personnel in-charge of records at the MoHHR and may lead to possible violations of privacy and confidentiality of individual records among others. The study recommended that: the MoHH should develop an operational framework for effective and efficient records processing and organization, to formulate institutional policies guidelines and regulations for records management and provide basic records management skill to staff.