Evaluation of records management practices at Kampala International University

Abstract

Records management seeks to efficiently and systematically control the life cycle of records that are routinely generated as a result of activities performed by institutions. The major aim of this study was to evaluate the records management practices at Kampala International University-Kabalagala Branch. The study was guided by the following objectives; to identify the types of records created and maintained by KIU, identify the records management practices performed by KUI, identify the challenges associated with the management of records at KIU, and suggest possible solutions to address the challenges associated with the management records at KIU. A case study research design was used and both qualitative and quantitative research data analysis were employed by the researcher, data collection methods like interviews and observation with tools like interview guides and observation guides were used to collect, analyze and interpret data basing on the research results from the interviews and observation. The population of the study was limited to only staff members from the different departments of the institution because they had a good knowledge about the records management practices at the university and a purposive and probability sampling techniques were used to select a sample size of 25 respondents with an aim of ascertaining clear and well defined information about the topic of the study. The findings revealed that KIU faced some challenges when managing its record and some of them included the following; the biggest problem of misfiling of records, followed by loss and misplacement of records, limited storage space, inadequate records storage equipment, absence of a formal records management policy, temperature changes, dust, decentralized system of management, poor handling of records, over dependence on the manual records management system among others. As a way forward, the research recommends key strategies to consider so that records management is properly and effectively practiced at KIU for example; training of staff how to care and handle records, automation of records and their practices, purchasing more durable and appropriate records storage equipment, formulating and implementing of a formal records management policy, regular updating of records retrieval tools to aid in quick access and location of record, proper indexing and filing of records.