Assessment of records classification and filing system at Mulago Hospital Central Registry- Kampala District
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Date
2021-03-15Author
Gladys, Mutesi
Namayito, Janet
Babirye, Maria
Kakulagira, Noel Kasule
Birimuye, Shakirah
Namusanga, Christine
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The study of assessing records classification and filing systems was conducted at the central registry at Mulago National Referral Hospital in order to identify recommendations for improvement. The main objectives was; to investigate the status of records classification and filing systems in the central registry. Specific objectives were: to determine ways of records classification in the central registry, to determine methods of filing system in the central registry, to identify challenges faced during records classification and filing systems in the central registry.
The study employed a cross sectional study design which was used as a plan of what data to gather, from whom, how, when to collect and how to analyse the obtained data. This design provides the glue that bonds the research project together and also employ a qualitative approach to research where interviews, observation and document review are used to collect and analyze data. Qualitative research is an examination of variable(s) or phenomenon(s) is a deep comprehensive manner that aims at the identification of new phenomenon, revealing information that can’t be identified by pre‐determined methodology. Adding to that, qualitative research can provide a deep understanding of some mechanism processes and provides information which somehow can be converted to numerical form.
Study findings revealed that: confirmed the use of subject based classification as the most used type of classification followed by request-oriented classification with alphanumeric filing for easy storage of records at the central registry. Additionally, alphabetical filing systems, numerical, and alphanumerical were commonly used and the least being color filing were also used at the registry. The study discovered that several challenges that impede the classification and filing of records at the central registry and these included lack of skilled personnel, lack of adequate and continuous training to staff, poor records management at active stage, limited or poor storage equipments, limited storage space and poor records management policies and guidelines.
The study thus recommends and concludes that: there is need to adopt strict use of alphanumeric filing for the efficient and effective coding or indexing of data, design and implementation of