Evaluation of records management system at the Uganda Institute of Information and Communication Technology (UICT)

Abstract

The aim of the study was to evaluate the records management system at UICT. The objectives of the study were to find out the types of records created, examine record management system, finding out the benefits of having a good records management system, finding out the challenges faced in management of records and possible measures for improving record management system at UICT. A descriptive research design was used in conducting the study. Data was collected using a number of methods and instrument of data collection that include questionnaires, interviews, observation, interview guide, observation guide and literature review which helped the research better understand the concepts of the study. The findings of the study revealed that there were more paper records created and kept compared to electronic records. The registry system used was a centralized registry system was records were kept in a central location which was the security registry. The records management system was the old manual system and electronic system. The conclusion of the study was that there is poor records management and that it is quite disadvantageous for UICT security registry to produce and keep more paper records than electronic records because this led to problems such as limited storage space and lack of enough storage equipments to store large volumes of paper records which made the work tedious and time consuming when retrieving records which resulted in delays in decision making. The recommendation of the study was that paper records should be digitized in order to provide more storage space for records electronic system provides more storage capacity than the manual system, a record of file movement should be generated and monitored, Shelf reading and rectification should be constantly done, Retention schedules should be put in place, Enough funds should be allocated to the registry, Regular spraying should be done especially in the area that house records, Spraying must be done by qualified and specialized conservators to prevent damaging records at when this process takes place, Reduce the gender divide and employee more female workers and the researcher concludes that the registry system are still inefficient, they need to be interrelated to archive great success and goals of their existence. They need to work hand in hand and should all be recognized and given the same treatment.