Assessment of storage and retrieval of financial records at Uganda prisons service

Abstract

A study was carried out to assess the record storage and retrieval of financial records at the Uganda Prisons Service (UPS). The objectives of the study were to; establish the current status of financial records storage and retrieval at UPS, find out how financial records storage and retrieval at UPS are managed, identify the challenges of storage and retrieval of financial records at UPS, and to make suggestions for the best practices in managing financial records at Uganda Prisons Service. The study used a case study research design. The researcher purposively selected five (5) respondents to participate in the study that is; one (1) Senior Records Officer, two (2) Assistant Records Officers, one (1) Secretary and one (1) Office Attendant. Data was collected using interviews, observation guides and document analysis. The study established that the different types of financial records at UPS were; revenue/receipts records, expenditure records, procurement records, fixed Asset Management records, financial Statements. The study also established that the current record storage and retrieval system at UPS uses shelves, boxes and file cabinets to protect the company’s records. The challenges included; limited record storage space, inadequate record storage equipment, dust, inadequate backups, insecurity of records, misplacement and misfiling of records. The suggestions for improved storage and retrieval of financial records were; more funds should be allocated to the records management section, more records staff should be employed, automate the record storage and retrieval system, updating the filing systems, designing an up-to-date disaster preparedness and recovery programme, division of work and regular cleaning and splaying of records storage facilities. The study recommended UPS to develop a Financial Records Storage and Retrieval Policy. Other recommendations were; training of the records staff, automation of the financial records, recruitment of more records staff, increased funds to the records department, purchase more records storage facilities and sensitization of staff on proper records handling.