Assessing the management of closed files at Ibanda District Local Government (IDLG) Central Registry
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The study was undertaken to assess management of closed files at Ibanda District Local Government Central Registry. The objectives were: to find out the categories of closed files maintained at Ibanda District Local Government Central Registry, to identify how closed files at IDLG Central Registry are stored and retrieved, to find out the challenges of managing closed files at IDLG Central Registry and to recommend best practices for management of closed files at Ibanda District Local Government Central Registry. Data was collected using interviews, observation and document analysis. The study involved 3 respondents: Senior Records Officer, Assistant Records Officer and the Registry Clerk who were purposively selected for data collection because they had reliable and accurate information about management of closed files at IDLG. The finding of the study revealed that at IDLG, closed files were files relating to matters on which action had been completed and to which no further documents were to be added. The study observed that IDLG had a number of categories of closed files which included personnel closed files and subject closed files. The closed files were stored separately in different filing cabinets, shelves and boxes to avoid confusion of closed with current files. The study established that IDLG faced a number of challenges in management of lack of enough space, limited storage equipment, lack of a records centre, inadequate human capacity, inadequate funding and poor preservation and conservation procedures. The study recommended that IDLG should construct a records centre, expand the records offices, provide more storage equipment, recruit more and professional records staff, increase funding and improve conservation and preservation methods for closed files.