Assessment of file classification and coding in Uganda Management Institute-Kampala
MetadataShow full item record
The purpose of this study was to assess file classification and coding in Uganda Management Institute. The types of records created, received, used, and maintained by UMI, how records are classified and coded in UMI, the existing gaps in classification and coding records and, the proposed measures to improve on the records classification and coding in UMI were thoroughly explored. The study deployed a case study design that examined 37 (Thirty-Seven) respondents from both senior and junior status within the selected departments of UMI. Purposive sampling technique was used to collect data and data were presented and analyzed qualitatively. The study proved that UMI as an education institution, generates, receives, uses, and maintains general correspondences, technical reference materials, personnel records, student records, transitory correspondences, electronic records, program files relating to the core mandates of the organizations, business records, administrative records, cartographic materials, cards, and case records. The findings revealed that UMI uses subject, chronological, alphanumerical, and alphabetical classification and coding systems in her records management activities. The study brought forwards a lack of procedural and training manuals, no clear records retention schedules, no records management policy, no training for the users of the classification scheme, and poor coding system as some of the gaps that exist in the classification and coding of records in UMI. The findings revealed that in order to close the gaps, UMI should invest in automation as a mean of cost-saving and security of records, adopt the color-coding system, construct the classification scheme based on the organization functions and hierarchy narrowing down to specific activities within the functions. Furthermore, management should train action officers on the records management as well as on issues of records classification at the departmental level since the bulk of records are kept in departmental offices. The study concluded that there is a direct positive effect of file classification and coding on the records management program of UMI. The study recommended that UMI should come up with a records management policy that governs all records management activities of the Institute and create a centralized records management system that brings all the records under single supervision and management of a central registry, and invest in an automated records management system.