Assesment of records filling and retrivel systems at Kabarole District Local Government

Abstract

The study aimed at, “assessing of records filing and retrieval at Kabarole District Local Government.’’ The objectives of the study were to examine the records filing and retrieval system at Kabarole District Local Government, Establish challenges associated to the filing and retrieval systems at Kabarole district local government, to assess the benefits of good filing and retrieval system at Kabarole District Local Government headquarters, to propose and recommend strategies for the proper filing and retrieval of records at Kabarole District Local Government. The study used qualitative and quantitative approaches and the samples were selected purposively. Interview, observation and questionnaire were data collection methods used in the study using the purposive sampling. The study found out that Kabarole district local government uses a numeric filing system and the manual retrieval system, Kabarole District Local Government is associated with a challenge of delayed retrieval of the records due to torn up retrieval guides used, Proper records filing and retrieval system has reduced on the cost of document storage. The study concluded that Kabarole District Local Government would adapt to the new retrieval system so as to improve on the service delivery and retrieval of records from storage locations, Kabarole District Local Government would adapt to the proper filing systems since the cost of document storage, KDLG would be able to adapt to a computerized management system since it has gotten a bigger storage, since the Local Government lacks enough storage facilities and it makes retrieval of the records easy. An electronic retrieval system would be used. The study recommended that Kabarole District Local government should adapt to the alphanumeric filing system since it can be applied in organisations that handle large amounts of records system, all staff members that use records especially from the records department should be trained and be with proper records filing and retrieval systems. The researcher recommended that KDLG should also adapt to the electronic system which will enable to improve on the efficiency of the records retrieval, the administrators and the records managers should adapt to the proposed alphanumeric filing.