Assessing records appraisal and disposition procedures at Ministry of Public Service
Abstract
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.