Designing a File Storage and retrieval system for Kyambogo University Medical Centre
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The study aimed at designing a file storage and retrieval system for Kyambogo University Medical Centre. The objectives of the study were to: establish the different types of records generated and stored at Kyambogo University Medical Centre, examine the procedures in storage and retrieval of records at Kyambogo University Medical Centre, identify the challenges in storage and retrieval of records in Kyambogo University Medical Centre, and design a file storage and retrieval system for Kyambogo University Medical Centre. The study employed a case study research design while adopting a mixed research approach in data collection. Purposive sampling was used to select the 8 respondents who participated in the study. Observation, interview, and questionnaire methods were used to collect data from the respondents. The study established that the different types of records generated at Kyambogo University Medical Centre were; treatment papers, diagnosis and other records, pathology investigations, heart scans, and blood pressure, doctors notes relating to doctor notes, drug sheet; temperature and blood pressure readings; pathology tests, x-ray and other forms of scan reports. The study findings revealed the different procedures for records storage and retrieval which begins with the process of creating patient records by conducting an assessment of a patient. KYU Medical Centre currently stores its records using the manual records storage systemin order to effectively manage the records. The challenges for the storage and retrieval of files were; lack of immediate retrievals, lack of immediate information storage, lack of prompt updating, error prone manual calculation, preparation of accurate and prompt reports was difficult, and lack of security for user’s information. The study concluded that there was a need to design a file storage and retrieval system for the KYU Medical Centre to support the staff in the delivery of documents to the users. The need for a system was assessed and the findings revealed that the medical centre has got a positive attitude towards its development and implementation. Its development according to the user community will counteract the several challenges associated with the current manual system.