Assessment of the records classification systems

Abstract

ABSTRACT Records classification today is an important aspect of information management in organizations. records require proper management to support core functions of the organization, provide evidence of business transactions, promote the image of the organization, ensure continuity of business activities, pass on information to the future generations. The aim of the topic was to assess the records classification system at Uganda Broadcasting Corporation, with a view of suggesting solutions to problems affecting classification system at the organization. The objectives of the study were to find out the types of record maintained by UBC, to analyze the existing classification methods for records in UBC, to further find out the challenges affecting records classification system at UBC and lastly to suggest solutions to the challenges records classification at UBC. The study was carried out at Uganda Broadcasting Corporation (UBC) the headquarters at Kampala with sample comprising of six people who included Library and Records staff who included Records managers, Record Assistants, Librarian and some administrative staff like IT Specialist and Human Resource officer. The study used quantitative and qualitative research approaches with case study research design that is the reason why interviews, observations and document reviews were used as data collection tools. The different types of records managed at UBC include: financial records, administrative records, televesion records, radio records, audit, procurement records, accounting records and other records with television record formats like audio, video, visual films, photographs and negatives, digital records, maps, blue prints and office documents. Some of the challenges in records classification system: technological obsolescence, mishandling of record by humans, lack of adequate funding, limited qualified staff. Some strategies suggested include: environmental controls, training and increase of staff members, recruiting more qualified staff, proper indexing and increased funds. The major findings of the study were that the records that were classified where both electronic records and manual records to say the records that are stored in files. They are identified and categorized according to subjects, themes, format and type of information. The classification system mainly used was the alphabetical system where files where labeled and filed xii alphabetically. In addition, there are also other classification systems used such as alpha-numeric and numerical system. The study also looked at the challenges that were faced in the registry for instance misfiling as one of the major challenges accompanied by less skills that aided the proper records management.