Designing a manual for storage and retrieval of human resource records at Platinum Credit Limited

Abstract

The study aimed at designing a manual for storage and retrieval of Human Resource Records at platinum Credit limited. The study was centered on 4 objectives i.e. determining the types of HR records managed at platinum credit limited, Examine the current system used in the storage and retrieval of HR records at platinum credit limited, Determine the challenges experienced in the storage and retrieval of HR records at platinum credit limited, Design a manual for effective storage and retrieval of HR records at platinum credit limited. This study used a case study design, with a qualitative research approach. Semi-structured interview guide, observation guide and document analysis guide were incorporated in collection of data from 15 respondents that were selected purposively i.e. these included; Human resource and Administration, Records managers, Records assistants, Archivists, Other staff. The study found out the there was no documented procedure manual to provide guidance to staff in storage and retrieval of Human Resource Records and this has resulted into a couple of challenges that included; Misplacement of files, Delayed decision making, Missing Information from files, Delayed records retrieval from storage, Congestion of files, Ineffective file classification, poor storage space and equipment planning, Low of awareness about records management policies and procedures some records staff and users, Dust and dirt, Poor safety and security measures, poor ventilation, shortage of fire extinguishers, Poor safety and security measures, etc. The study proposed solutions that can help Platinum Credit to overcome above mentioned challenges which include; Close supervision of the Records users, Records Appraisal should regularly be carried out, Adoption of electronic system, Involvement of the records manager in the system, building and administration planning, hiring of Technicians to repair all Air Conditioners, Structuring and arranging of file content, Capturing Metadata, Dusting of boxes using a dust blower, Hiring of an off-site space, purchase of trolleys, In-house training of staff, digitizing paper records into electronic documents among others. The study concluded with design of a manual to act as a guiding tool for storage and retrieval of Human resource records at Platinum Credit Limited.