Assessment of retrieval and security of semi active records at Ministry of Gender, Labour and Social Development case study: Records Centre

Abstract

The study aimed at assessing the retrieval and security of semi active records at Ministry of Gender’ Labour and Social Development records centre. It was guided by objectives like to find out the types of semi active records managed at MOGLSD, to analyze the retrieval of semi active records, to examine the security of semi active records, to find out the challenges associated with retrieval and security of semi active records and to suggest appropriate measures to improve retrieval and security of semi active records in the records centre at MOGLSD. The study adopted a mixed research approach where qualitative and quantitative research techniques were used. A case study research design was used and data was collected using two methods which were interview and observation methods from eight people where 6 were records people and 2 people from information centre were sampled. MoGLSD maintains records about children, older persons, youth, women, community development and even the disable people. Activities carried out in the MoGLSD records centre include transfering of records, boxing of files, retrieving of files, appraising of records and labeling of boxes. The types of semi-active records include financial, administrative, legal and Personnel semi active records. Challenges encountered in retrieval and security of semi active records in MOGLSD records centre include limited Space, dust, misplacement of semi active records, inappropriate storage equipment and failure to place back the archival boxes The study concluded by providing appropriate measures to improve retrieval and security of semi active records at MoGLSD and these involve development of a disaster preparedness plan, electronic record keeping system, provision of appropriate filing equipment, provision of a bigger room for semi active records, purchasing of and replacement of archival boxes, provision of burglar proof doors and installation of alarm systems and closed circuit television cameras The study recommends provision of enough funds, adoption of EDMS, installation of security alarm system, digitization of records, construction of standard records centres, and training of records centre staff on use of ICTs.