A records retention and disposal policy for The Finance and Administration Department at The Ministry of Finance, Planning and Economic Development

Abstract

An effective records retention and disposal program is a major element of the records governance of any organization. However, despite this crucial role played by records disposal, there is a consensus amongst researchers that many organizations, including country governments, pay little attention to the disposal of records. The study based on the fact that there is no clear guideline on the retention procedure and average period to use the information at MoFPED. The benefit of records disposal was to provide space for the incoming records. The aim of this study was to review the existing records retention and disposal procedures and design a records retention and disposal policy for the Finance and Administration department at the Ministry of Finance Planning and Economic Development. A qualitative research design was used in this study. The target population comprised of 5 records staff of the Finance and Administration department directly involved in the management of records. The sample size was determined through the purposive technique. A total of 3 respondents. The study concentrated on only primary sources of data, data collection tools such as interview guide and observation guide were used. Reliability and validity of the data instruments was ensured. The major findings of this study were that; the different types of records generated and maintained by the FAD included; financial records, administrative records, legal records and research records. The challenges faced while retaining and disposing records of the FAD at MoFPED included; Lack of a records retention and disposal policy, records overstaying in custody, limited funds, shortage of disposal equipment, limited space, absence of a disposition authority, among others. The study recommended the following to improve on the process of records retention and disposal; to come up with a fixed design of a records retention and disposal policy, hiring professionals to perform the activity and training of unskilled labor about disposal of records among others