Assessment of file tracking systems at Ntungamo District Headquarters
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The main aim of the study was to assess the tracking systems at Ntungamo District headquarters. It was established to find out the categories of records managed at Ntungamo District headquarters at Ntungamo District headquarters, the different tools used in tracking the file movement, the challenges faced in the process of tracking the file movement and the solutions to the challenges faced in the process of tracking the file movement. The study used the case study design. Data was collected through interviews and observations. The registry staff was purposively selected for firsthand information because the researcher believed they had the accurate information about the tracking of file movement at the district headquarters. The findings of the study revealed that the district headquarters receives records from the society and also generates its own records. The records generated at the council included administrative records, financial records, electronic records, educational records, legal value records and medical records. The records were mainly tracked manually at the registry by using the registers, file out cards and file census sheets. The challenges faced at Ntungamo District headquarters included action officers taking long to return the files to the registry, he bulk of old accounts records and duplicates hence leading to shortage of storage space ,some officers do not follow the guidelines and procedures, inadequate qualified staff, misplaced files and inadequate funding from the government. The study recommended Sensitization of all staff on the importance of records management, Penalty should be given to officers who don’t follow the policy guidelines and procedures related to the policy in place, implementation of the electronic document management system which will assist to automatically follow up records use and also facilitate multiple records use among staff without physical movement of the files, top management support and goodwill.