Assessment of storageand retrieval of human resource records a case study at Mukono District Local Government (MDLD)
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The study was about assessing the storage and retrieval of human resource records at MDLG. In carrying out this study, there were four specific objectives which included,to find out the current storage and retrieval system of HR records at the MDLG, to find out the equipment used in storage and retrieval of the HR records, to identify the challenges faced during storage and retrieval of HR records and to propose strategies for the better storage and retrieval of HR records at MDLG. The sample size of five respondents was selected using purposive sampling technique involving the Senior Records Manager, HR Records officer and Assistant HR departmental officer. Data was analyzed and presented qualitatively. From the study validity and reliability were used to improve on the quality of data presented. The findings of the study were that, the current systems used to manage human resource records at MDLG included the archival boxes, metallic shelves, bugler proofing, strong doors and shutters, computer for electronic register, drawer cabinets, and filing of human resource records. The storage and retrieval security of human resource records at MDLG included the photocopying, dusting and cleaning, lamination, restriction of unauthorized access and digitization. The challenges faced during the storage and retrieval of human resource records at MDLG include lack of storage policy, inadequate storage facilities, under-staffing, small storage space, people, insect and rodents, light, dust and space. Finally, strategies for the proper storage and retrieval of human resource records included the digitization, regular fumigation, duplication of vital human resource records, inspecting for damage and deterioration and training of staff. The study recommends that blinders should be installed in the windows to control the amount of light entering the human resource records storage areas. Handling users should also be made aware of the exact, informed and sympathetic handling of the human resource records. They should avoid of papers carelessly, bending files and wetting the corners of papers with saliva to increase easiness while turning folios.