Examining records retention and disposition practices at Abim District Local Government

Abstract

This study was to examine records retention and disposition practices at Abim District Local Government. The purpose was to examine records retention and disposition practices in order to recommend proper retention and disposition practices at Abim District Local Government. The study had four objectives and these objectives were to: determine the types of records; examine the current records retention and disposition practices; assess the challenges facing the proper records retention and disposition practices; and propose and recommend proper records retention and disposition practices for efficient and effective records management at Abim District Local Government. The study adopted a case study design and employed qualitative approach. Purposive sampling was employed with an aim of drawing the most eligible and convenient participant group. Data was collected through interview and observation and through review of various relevant guidelines and policy documents. The researcher selected a population of 18 people from which a sample size of 17 participants was drawn. The study found personnel and administrative records as the most common types of records and also found records retention and disposition schedules in place but were not distributed to and implemented in all departments and offices. The study found out in adequate equipment, space and funds as the most common challenges. And to solve these challenges the study found out the need to allocate enough fund, space, purchase of enough equipment and training of staff. The study concluded that Abim DLG would improve on records retention and disposition practices by identifying all types of records they had created or received and attach appropriate retention and disposition periods to each type of records. The study further concluded that Abim DLG would improve on its records retention and disposition practices by; distributing to and implementing records retention and disposition schedules in all departments/offices and registry, and proper scheduling of records retention and disposition. In regards to the various challenges identified, the study concluded that the challenges would be solved by; providing adequate fund, space and equipment. The study also concluded that proper retention and disposition would be achieved by; transferring archives to the National Archives, scheduling retention and disposition for all records and caring for records retained pending their ultimate disposition.