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.