Developing Filing System for Uganda National Roads Authority

Abstract

This research focused on developing an electronic filing system at Uganda National Roads Authority (UNRA) as the case study. It was based on the following objectives: to find out the types of records generated and stored at UNRA, to analyze the current records filing system at UNRA, to examine the records classification system used at UNRA, to investigate the challenges facing records filing at UNRA, to assess the requirements of new filing system at UNRA and to develop a new records filing system for UNRA. In order to get relevant, valid, true and complete information, data triangulation method that included both the primary and secondary sources was used by the researchers. The primary method was based on interviewing, observation and data analysis methods whereby a maximum of thirty (30) respondents participated in the research study while secondary date collection was focused on reviewing the related reviewed and peer-reviewed literature by different scholars from the journals, websites, books and articles. The findings of the study revealed that different types of generated and stored records at UNRA which included Correspondences, progress and annual reports. It was also established by the respondents that UNRA uses subject filing system and subject classification system for quick access, retrieval and locating their records which aids sound decision making since records are indispensable to the organisation. Despite the filing system and classification system that is being used at UNRA, some loopholes were also revealed by the respondents for example excessive misfiling of records, illogical and obsolete subject categories in the file plan, scattering of records on closely related subjects in different files. However, in response to solving the presented challenges with the existing filing system, the researchers developed an alphanumeric filing system and recommended UNRA to adopt because it is easy, simple to use and consistent with many advantages compared to other filing systems for example it gives a great array of categories and aid quick search, retrieval and location of records and files, in-service training of staff or hiring of records professionals to effectively manage and handle records filing systems was also suggested by some of the respondents, allocation of ample funds to the records department and among others were also suggested