Assessing records appraisal and disposition procedures at Ministry of Public Service
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The study was conducted at the headquarters of the Ministry of Public Service along plot 12 Nakasero Hill road in the neighborhood of Wandegeya in Kampala, Uganda and at the Uganda National Records Centre and Archives located on 8-9 Lourdel Road, Wandegeya Kampala Uganda.The four objectives of the study were to identify the types of records at Ministry of Public Service, to assess the records appraisal and disposition procedures used, to examine the challenges affecting records appraisal and disposition and to suggest the possible solutions to the challenges affecting the records appraisal and disposition at Ministry of Public Service. The researcher used qualitative research methodologies to collect and analyze data from one (1) Principal Records Officers, one (1) Assistant Records Officer, two (2) Records Officer and two (2) Interns. Interview guide, observation guide and documentary review were used as data collection instruments as discussed in chapter three of the study. The findings showed that some records kept at the Ministry of Public Service include; financial, personnel, administrative and legal.The researcher also found out that appraisal and disposition is done for various reasons some of which include avoiding over accumulation of in active records.Delay in approval of destruction list and lack of knowledge about appraisal and disposition are some of the challenges faced during records appraisal and disposition at the Ministry as discussed in chapter four. The study concluded that appraisal should be performed as early as possible in the records life cycle, informed by an in-depth understanding of the functions and activities that led to the creation of the records. The aim should always be to reduce the appraisal and disposal process to a routine whenever possible, so that it becomes part of the regular activities of the records professional and the administration. The study recommended that the Ministry carried out record Centre stocktaking, this exercise would be aimed at establishing; the total holdings of the Records Centre, records deposited per ministry, department or local authority, the average number of files per box, the number of records due for appraisal based on the 20 year rule and the physical condition of records.