Assessment of records classification and filing arrangement at Lyantonde District Local Government Registry

Abstract

The study aimed at, “assessing of records Classification and filing arrangements at Lyantonde District Local Government registry.” The objectives of the study were to examine the status of records classification at Lyantonde district local government registry, to examine the nature of filing arrangement used at Lyantonde district local government registry, to identify the challenges associated with records classification and filing arrangement at Lyantonde district local government registry, to suggest possible strategies for the proper records classification and filing arrangement at Lyantonde district local government registry. The study used a qualitative research approach and the samples were selected purposively. Interview and observation were the data collection methods used in the study using the purposive sampling. The study found out that Lyantonde District Local Government uses a file list system to classify records and an alphanumeric filing system to organize its records, Lyantonde District Local Government is associated with a number of challenges including loss of files and documents, inadequate storage space, inadequate policies and procedures, high cost of equipment used in classification and filing, poor records filing procedures, and lack of a standard classification scheme The study recommended that Lyantonde District Local Government should adapt to the digital alphanumeric filing system since it can be applied in organisations that handle large amounts of records system, all staff members that use records especially from the records department should be trained and be with proper records Classification and filing arrangements strategies. The study concluded that Lyantonde District Local Government would revise the current records classification and filing arrangements so as to improve on the service delivery, Lyantonde District Local Government would ensure that records manager is to be provided with adequate training to ensure that this official is able to undertake the full responsibilities of the post, adopt an electronic records classification and filing arrangement which involves organizing and managing files electronically and also ensures quick retrieval of records within the organization.