Assessment of file tracking and movement at Uganda National Bureau of Standards (UNBS)
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This study was mainly about the assessment of file tracking and movement at Uganda National Bureau of Standards basing on the fact that it is a very important component of records management mainly used to prevent file loss. The research study was guided by six objectives, that is: identify the types of records, find out how files are stored, analyze how files are dispatched, identify how files are tracked, examine the challenges faced in files management, suggest recommendations to improve files management at UNBS. The main purpose of this study was to find out the file tracking and movement system of UNBS, how it works, challenges faced and formulate possible recommendations. The research was qualitative in nature and with the use of data collection methods for example interviews which were conducted both structured and unstructured, observation which involved both participant and nonparticipant and finally questionnaire, I was able to get answers to my research questions commonly referred to as findings. The findings at Uganda National Bureau of Standards interpreted that loss of registers is one of the major problems and this has put their records at risk since retrieval has not been made possible most times. The Executive Assistant stated that action is delayed when a file has been moved from her office to another office and then the register gets missing. The tracking of that file becomes hard because the information that travels with it is lost thus delaying action and consuming a lot of time. According to the findings, the researcher concluded that there is need for improvement on the way files are managed at Uganda National Bureau of Standards for better records management and smooth functioning of the organization. Thus the need to recommend possible solutions to eliminate certain shortcomings. In regards to the above problems, a study was conducted in order to find out what could be the main cause and possibly recommend a suitable solution to the given problems. The researcher was able to recommend solutions like developing of a records management system for effective and efficient records management, training of users that access the files such that they can know the impact of these filing tools and finally adopting of more storage space such that files needed urgently or in daily use are easily accessible and secure. The study greatly helped me understand the importance of file tracking and movement in any organization be it within or outside the organization for the proper management of files.