Management of active records at Nansana Municipal Council central registry
Abstract
This study focused on the management of Active records at Nansana Municipal council central
registry and it is largely centered on active records management activities like records creation,
storage, filing and maintenance. Nansana Municipal council is located in Wakiso district in the
central region along Kampala-Hoima Road.
The purpose of the study was to analyze the management of active records at Nansana municipal
council with much emphasis on records creation, storage, filing and maintenance.
The objectives of the study were to find out the forms of records created and maintained, filing
systems, storage equipments, storage conditions and facilities, benefits in managing active
records at Nansana municipal council central registry, challenges in managing active records and
also to suggest possible solutions to these challenges. The methods of data collection included
observation aided by an observation guide and interview aided by an interview guide. This study
consisted of four respondents who were selected using a purposive sampling. A qualitative
design was used.
Administrative records, personal records, research records, confirmation letters, pension records,
payroll records, receipts, appointment letters, financial records, monthly academic follow up
reports among others were the major types of records created and received at Nansana municipal
council central registry and they were mainly paper based records. The benefits of managing
active records included safe guarding important information, better management decision
making, effective retrieval and disposition of records among others.
Numeric, alphabetic and subject filling were the most common used filling systems. Drawer
cabinet devices, open shelves, boxes, hard covers and manila files, cup boards were used as
records storage equipments. Lack enough storage space, inadequate registry staffs, inadequate
storage equipments, insufficient funds, miss placement of files, Lack of clear guidelines for
disposal, external factors, lack of functional records management policy, miss handling of
records, un skilled personnel, miss-direction of mails by the clients are the major challenges in
managing active records at Nansana Municipal council central registry.
The researcher concluded that Nansana municipal council should adopt use of electronic records,
provision of storage materials, enlargement of the registry, cleaning the registry on a daily basis,
employing more registry staffs. These solutions were recommended by the researcher in relation
to the problems identified regarding management of active records at Nansana Municipal
council.