Assessment of records filing systems at the registered trustees of kalangala oil palm growers trust

Abstract

The study was carried out at the Registered Trustees of Kalangala Oil Palm Growers Trust and aimed at assessing the records filing systems at the Registered Trustees of Kalangala Oil Palm Growers Trust. The four objectives of the study were to identify the types of records created and maintained at the Registered Trustees of Kalangala Oil Palm Growers Trust, different records filing systems used at the Registered Trustees of Kalangala Oil Palm Growers Trust,the challenges affecting the records filing systems, suggest the possible solutions to the at the Registered Trustees of Kalangala Oil Palm Growers Trust. The methods used for data collection were observation and the interview whereby the researcher was able to observe the different records at the Registered at Trustees of Kalangala Oil Palm Growers Trust. Interviews were conducted on to get information about the different records filing systems used, the challenges faced when filing the records and the possible solutions. The researcher found out that the different types of records created at the Registered Trustees of Kalangala Oil Palm Growers Trust included annual reports budgets, contractor memorandum of understanding, directives, farmer ledgers, transport receipts, invoices, income statements, bank statements, payment vounchers, payslips, loan application forms, commercial invoice books, fuel accountability forms. The records filing systems included electronic and manual whereby manual included the alphanumeric filing system, SAP system, PEARL system that is used to reconcile data for storage according to the different blocks. Their challenges encountered when filing the records which included loss and misplacement of records, delayed data from the field, inadequate security of files, and bulkiness of files. The possible solutions to the challenges included computerising the paper records, provision of more space for filing of records. In conclusion, the above included the statement of the problem for carrying out the study, methods used to conduct the study, summary of findings, recommendation. The Registered Trustees of Kalangala Oil Palm Growers Trust should computerise its paper records use electronic filing of its records