| dc.description.abstract | The purpose of the study was to assess the filing and retrieval of Records at Nansana Municipal Council. The objectives of the study were to: identify the current mechanisms used in the filing and retrieval of records, identify the benefits of filing and retrieval of records towards records management, identify the challenges faced whilst using the current records filing and retrieval mechanisms, assess the filing and retrieval of records at NMC. The study was purely qualitative and engaged a sample size of 36 respondents which included records management staff selected purposively, external and internal users selected randomly. Each of these selective groups were involved through the use of Interview, observation and questionnaire methods of data collection.
The study found out that; the highest number of respondents’ visits at the NMC was 1-2 times a month, subject filing and filing by date were the commonly used modes of filing. Majority of the respondents stated the need of records filing to ensure ready reference to records, timely access to records, quick follow up of records and effective records management characterized by quick and timely access as the most likely benefits of records retrieval. Majority reported associated challenges of long-time access and retrieval and complex access to records retrieval experienced with the current filing and retrieval system. Over 80% of the respondents recommended to streamline the registry filing system, purchase of necessary filing equipment, standardize the filing classification scheme/system and develop records transfer forms to track files.
The study concluded that; users have guaranteed granted access to the records at the registry. Subject filing and filing by date are the most used filing systems. Filing benefits, challenges and recommendations to proper records filing and retrieval relate majorly on two factors thus records access and records retrieval.
The study recommended streamlining the registry filing and retrieval systems through purchase of necessary filing equipment, standardizing the filing/classification scheme, generation of records transfer forms to track files, schedule records events to fit definite timing through records retention, appraisal and scheduling, but most importantly an electronic records management system should be adopted for records filing and retrieval in order to overcome most of the hindrances posed by (and associated with) the paper based filing system that is broadly used in the records filing and retrieval processes at NMC registry center.
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