Record keeping systems at the department of works, Kiboga District Local government

Abstract

The aim of the study was to assess the records keeping systems in the Kiboga District Local Government, Department of Works. The objectives of the study were to; identify the different kinds of records created and maintained, examine the current records keeping system, identify the challenges associated with the records keeping system and suggest improvements to the records keeping system at Kiboga District Local Government, Department of Works. The study used a case study research design while adopting qualitative research approaches in data collection. Purpose sampling was used to select the two (2) records staff two (2) secretaries, and the Head of Department for the Department of Works who participated in the study. The study established that the different types of records managed in the Department of Works at KDLG were; cartographic records, plans, architecture drawings, text records in files, photographic records, audio-visual records and the contract records among others. The study revealed that the Department of Works at KDLG has maintained the manual records keeping system alongside the electronic records management system which was acquired in the year 2015. The challenges in the records keeping system in the Department of Works at KDLG were; new records management system, inadequate records management facilities, lack of records management skills by the action officers, inadequate funds, creation of different records formats and the poor record keeping practices. In order to improve the records keeping system in the Department of Works at KDLG, the different suggestions include; training of the records users, implementing a records management policy, limited access to the records, make use of the records retention schedule, weeding and appraisal of records and usage of the file plan. The recommended training of the records staff, formulation of records management policies, staff training and development, involvement of all stakeholders in records management initiatives, expansion of storage space, promotion of tight security restrictions and measures and recruitment of qualified records personnel.