Designing a records retrieval system for KCCA Rubaga division offices

Abstract

Records retrieval refers to the process of accessing or obtaining specific information or data stored in records or files. It involves locating or extracting relevant records from either physical or electronic archives. This task may be performed for various purposes such as; legal proceedings, research or administrative functions. Records retrieval typically involves organizing and retrieving records according to predefined criteria or requests. It can be done manually by physical searching through paper-based records or electronically through databases and document management systems. A research proposal aimed at designing a records retrieval system for Rubaga Division, with the objective of improving the efficiency and effectiveness of records retrieval. The study sought to identify the types of records managed in Rubaga Division and assess the current records retrieval system in place. It also aimed to identify the challenges faced during the use of the current system and propose solutions to address these challenges. Through a combination of quantitative and qualitative research methods, including interviews, and observation, data was collected to gain a comprehensive understanding of the current records retrieval and their associated challenges. The research focused on identifying the strengths and weaknesses of the existing system, as well as exploring opportunities for improvement. The research involved engaging relevant stakeholders, including staff members responsible for records management in Rubaga Division. The collected data was analyzed using appropriate techniques to extract meaningful insights. The research proposed practical and feasible solutions to overcome these challenges which would enhance the efficiency and effectiveness of records retrieval processes. The findings of this research would contribute to the existing body on knowledge of records retrieval systems. The designed records retrieval system will serve as a valuable tool for Rubaga Division, improving their records retrieval practices, streamlining processes, and ensuring the security and accessibility of vital information.