Assessing storage of paper records at Uganda National Roads Authority Main Registry.

Abstract

The purpose of this study was to assess storage of paper records at UNRA Main Registry. The findings of the study were presented according to the objectives which included: to identify categories of paper records generated and maintained at UNRA Main Registry, to find out how paper records are stored at UNRA Main Registry, to identify the challenges of storing paper records at UNRA Main Registry and to make recommendations for improving the storage of paper records of at UNRA Main Registry. Data was collected using interviews, observations and document review. Twelve (12) Main Registry staffs were selected for the study. The study identified that UNRA generated and maintained different categories of paper records from different directorates which included reports, street maps, memos, appraisals, minutes, invoices, correspondences to and from stakeholders, requisition books, outgoing and incoming mails, contact agreements, road project files, interim payment certificates. In addition, the study identified that paper records storage equipment at UNRA Main Registry were selected depending on the physical characteristics of the records, retention period and the expected use. The researcher observed that paper records at UNRA Main Registry were stored in filing cabinets, mobile shelves, open wooden and metallic shelves, box files and archival boxes. However, storage of paper records was dared by dust, inadequate space, inadequate storage equipment overwhelming volumes of data, rodents and understaffing. The study recommended regular cleaning and dusting of the Main Registry to avoid records deterioration that caused information loss. In addition, it was important to reallocate the Main Registry to a bigger room since the Main Registry lacked enough space to store all the paper records generated and maintained at UNRA, procure more storage equipment, fully digitize Main Registry records activities and regularly fumigate. Lastly recruiting more and professional records staff since the available staffs were over worked that compromised proper paper records storage. The Main Registry staffs were involved in many activities like receiving mails, dispatching incoming and outgoing mails, scanning and coding mails, data entry, resolving queries etc which sometimes did not make storage a priority.