Designing an electronic records storage and security system for the administrative records of Civil Aviation Authority, Entebbe

Abstract

The study identified a need to recommend a system for managing of records at the Civil Aviation Authority (CCA). The system will help to manage information created manually and electronically and to integrate all informally centrally by using the system. This will go along with using different hardware and software components. The objectives of the study were to analyze the category of administrative records maintained, to examine the methods used in handling the administrative records of Civil Aviation Authority, to identify the challenges in handling electronic security and storage system in Civil Aviation Authority, to propose possible strategies to improve the e-records security and storage system, and to design the electronic records security and storage system for Civil Aviation Authority. The methods used to collect data were interviews, observation as well as questionnaires. The study was carried out through purposive sampling which constituted of 24 staff from the organization and respondents were mainly from the records department. Data was analyzed using descriptive and analytical methods. Data flow diagrams were used for statistical and descriptive representation. The findings show that the center mainly used a hybrid records management system which involves both manual and electronic records management, every department is responsible for managing its own records expect the finance department which has a system for managing all finance at Civil Aviation Authority. The study concluded that once the system is implemented, CAA will be able to have the following benefits, better collaboration, higher levels of security, freeing up space and cost reduction, document management consistency, a higher level of productivity.