Designing a records capturing and tracking system for human resources records at Mt. St. Mary’s College Namagunga

Abstract

The aim of the study was to review the current personnel records capturing and tracking practices and designing a proper system for capturing and tracking human resources records at Mt. St. Mary’s College Namagunga. The objectives of the study were to; identify types of personnel records captured and legible for tracking, review the current personnel records capturing and tracking practices, find out loopholes in personnel records capturing and tracking and to design a proper system for capturing and tracking human resources records at Mt. St. Mary’s College Namagunga.The study used a case study research design while adopting a qualitative approach to data collection. Data was obtained through the use of interviews and observation methods. In the study, the records clerk of the school, the school secretary and Deputy Head teacher were deliberately and conveniently selected to participate in the study. The study established that MSMC captures and tracks a number of personnel records which include; job application documents, memorandums, interview documents and reports, acceptance letters, contract terms and conditions, leave forms, resignation letters, bank loan documents, which exist in both paper and electronic formats. There are various personnel records capturing and tracking practices at MSMC which include; registration of all the personnel records, following of personnel records, use of file indexes, file cards, filling of personnel records, storage of the personnel records and maintaining security of personnel records at MSMC. The study also revealed different loopholes in the personnel records capturing and tracking practices at MSMC which include; in compliance from the staff, delay with the files, inadequate backups, insecurity of records, misplacement of record files and the lack of a personnel records tracking and retrieval policy. The study established the measures for improving records capturing and tracking practices at MSMC and these include; routine personal check on records while they are in transit, staff training about the principles of records management, regular file audit/ census, allocating more funds into enhancing this system, employ more trained records staff and designing a human resources records capturing and tracking system .