Assessement of records processing and storage arrangement at Makerere University Main Building Central Registry
Abstract
The purpose of this study was to assess the records processing and storage arrangement at
Makerere University main building Central registry, the specific objectives were; to identify how
the records kept in the central registry Makerere University main building are and were
generated, to propose and expose the need for proper records processing and storage arrangement
in the Central Registry Makerere University main building, to identify problems associated with
records storage arrangement and processing and to improve the weaknesses hindering the
processing and storage arrangement of records in the Central Registry Makerere University main
building.The involved qualitative methods of data collection and analysis using interviews and
observations. Ten respondents were interviewed in this study and they who included; Senior
records officer, Assistant records officer, Office messengers and Secretaries. Results showed
that; Different kinds of records were found being stored ranging from electronic to paper record
such as minutes of annual general meetings, service delivery within the Makerere University
boundaries, payroll, purchase orders, list of machines and equipment, employee’s registers,
position and title of each employees, schedule of the organization activities, remuneration of
employees, accounting records among others. The problems faced were both financial and
organizational such as limited finance, poor attitude of record management staff on record
keeping, lack of secure storage cabinets and damp free storage areas, there is even a problem of
pest infestation and limited polices and guidelines for the access of records. The need for proper
records included easy access, organization achievement of efficiency, economic benefit, saves
time and money through training and management. The study recommended that; Makerere
University main building Central Registry should carry out scheduled trainings for records
management staff to enhance good knowledge in records management; Storage cabinets and file
pockets should be enhanced/increased in the central registry to easily store and handle huge
documents generated at Makerere University and Increased finance by Makerere University to
records management department and proper guidelines implementation on the access of registry
documents.