Assessment of the file tracking systems at the central registry Ministry of Education and Sports

Abstract

The study “Assessment of the file tracking systems at the central registry at MOES” was aimed at achieving objectives: (1) the importance of establishing file tracking measures at MOES; (2) the measures and strategies used to track records at MOES; (3) the challenges faced in tracking records and (4) recommend strategies for improvements. The study was a qualitative research that used interviews, questionnaires and document review for collecting data from15 respondents of study. The study discovered that various types of records are generated at MOES and these are categorized according to subjects for which they pertain such as administrative, financial, legal, compliance, human resource and procurement and stores records. These records include memos, minutes, quotations, summons, court orders, police notice, displacement orders, salary payments and payroll, audit records, stock and purchases documents, email based records, memorandums and eviction orders. Study discovered further that file tracking at MOES is inefficiently carried out as only file out card, transit ladder, registering files as used to track the whereabouts of records. Other practices such as classification of records, filing of records, folioing of correspondence, refiling, inventory of records are carried out to facilitate access of records. Study revealed the major challenge encountered during control of file movement and file tracking is lack of professionalism on the side of records managers. The study revealed that the staff in charge of records are non records management professionals and are thus lack enthusiasm for the profession. Furthermore, challenges such as limited funds, inadequate records storage and processing equipments, limited storage and work space for managing records, limited records staff, and lack of institutional wide support are among the backsliding factors for the control of the movement of records and thus hardship in tracking whereabouts of records. The study further recommends efficient file registering, folioing and systematic filing, record out-cards, transit ladders are among the solutions to implement and improvement on records tracking at MOES.