Records classification and Indexing at Ministry of Works and Transport, security registry

Abstract

The major purpose of this study was to focus on records classification and indexing at Ministry of Works and Transport, security registry.Specifically the study was set out to address four objectives which were: tofind out the categories of records managed at MOWT; to find out the classification and indexing systems used at the ministry; to identify the challenges in the classification and indexing of the records at the ministry and to suggest strategies for the proper classifying and indexing of the records in the ministry. The study comprised of respondents like; the Senior Records Officer, Records Assistants, archivists and few selected administrators who included the Human Resource Manager. The researcher used four methods to collect data that is interview, questionnaires, observation and Document Review Method. The study realized that at MOWT, the records that are classified and indexed include the following: administrative ministry records like audit reports, minutes of different meetings, financial records, and legal records. The systems used for records classification include numeric and alphanumeric classification methods. Indexing method used at the ministry is template field indexing method. The study also pointed out the challenges faced when classifying and indexing records which include inadequate space, limited equipment and inadequate qualified staff, lack of ICT skills and the fact that records are in different locations. They also face a challenge of difficulty to find the required documents at the ministry. Some of the strategies are training of personnel, labelling, backing up of ministry records and the acquisition of more equipment. The study stated that the classification and indexing of the records at Ministry of Works and Transport security registry has led to loss of records and decline in the quality of records at the ministry. Lastly, the researcher gave out recommendations such as, the introducing of otherclassification methods, employing qualified personnel, encourage digitalization in the registry, acquire more classification equipment, training the existing staff, increasing the funds given to the records department of the ministry and to create staff awareness on the importance of records.