Developing an automated record indexing system for semi-active records at Posta Uganda

Abstract

ABSTRACT Records indexing today are an important aspect of information management in organizations. Records require proper management to support core functions of the organization, provide evidence of business transactions, ensure continuity of business activities, and pass on information to the future generations. The aim of the topic was to develop an automated indexing system at PostaUganda, with a view of suggesting solutions to problems affecting indexing system at the organization. The objectives of the study were to find out the types of record maintained by Posta Uganda, to analyze the existing indexing system in Posta Uganda, to further find out the challenges affecting records indexing system and lastly to design an automated records indexing system at Posta Uganda. The study was carried out at Posta Uganda the headquarters at Kampala with sample comprising of Records staff who included Records managers, Record Assistants,and some administrative staff like IT Specialist and Human Resource officer. The study used quantitative and qualitative research approaches with case study research design that is the reason why interviews, observations and document reviews were used as data collection tools. The major findings of the study were that The different types of records managed at Posta Uganda includes: financial records, administrative records, legal records, procurement records, and other records with record formats like electronic and paper records, some of the challenges in records automated indexing system: technological obsolescence, limited qualified staff. Some strategies suggested include: environmental controls, training and increase of staff members, recruiting more qualified staff, proper indexing and increased funds. An automated records indexing system was developed using Microsoft Access, the developed system comes with various features especially metadata capture, search, retrieval of required information. The study recommended an Automated records indexing system to improve the way user’s access records from the storage facilities should be thought of in an attempt to eradicate the manual procedural process of accessing materials.