Assessment of the appraisal and disposal of records at Uganda National Meteorological Authority (UNMA)

Abstract

Appraisal and disposal of records can be described as the process which involves the selection and presrvation of records of continueing value. These records provide evidence of and information about the transaction of individuals and organizations. Appraisal and Disposal of records take place when records are no longer needed in the active storage. Records are appraised to decide which are to be reained and which should be destroyed. Records selected for permanent preservation are transferred into the archives. The study aimed at assessing the methods and criteria used to appraise and dispose of records, finding out challenges hindering proper appraisal and disposal of records and suggest recommendations to improve appraisal and disposal of records in Uganda National Meteorological Authority. To achieve the above aim, the study was guided by objectives which included; to identify the categories of records (by function, media and the stage in the lifecycle) kept by the organization, assess the appraisal and disposal practices of records in the organization, find out challenges associated with the appraisal and disposal of records and to recommend strategies to improve the appraisal and disposal of records in Uganda National Meteorological Authority. The research adopted a qualitative study approach where the research questions were set to seek answers to each of the objectives. Data collection tools used included; interview guide and observation guide and the data was analyzed and presented according to each research objective. The findings of the study revealed that the records were appraised and disposed of in the organization, however it was ineffective and inefficient. There was no appraisal and disposal guideline such as appraisal and disposal policy, inadequate skills, understaffed, limited storage space and storage equipment and a lot of records were left unappraised due to their large amounts. From the analysis of the findings, it was concluded that there was need for immediate action for improvement, development and implementation an appraisal and disposal policy, training of staff, procurement of standard storage equipment and recruitment of more skilled records staff.