Assessing of the filing systems in government registries, A case study of the security registry at Ministry of Public Service

Abstract

This study titled Assessing of the Filing systems in Government Registries, A Case Study of the Security Registry at Ministry of Public Service carried out from the Ministry of Public Service. The aim of the study was to assess filing systems at the Security Registry of Ministry of Public Service. This study was guided by three (03) research objectives; to analyze the current kinds of Filing systems at the Security Registry of the Ministry of Public Service, to identify the challenges of Filing systems at the Security Registry of Ministry of Public Service, to propose possible measures to improve the Filing systems at the Security Registry of Ministry of Public Service. A cross sectional case study research design was used to obtain information from 12 selected respondents who included records officers as well as users of records in repositories. The study employed qualitative research methodologies during data collection, analysis and presentation. The study found out the records filing systems in the Security Registry are stored both in paper and electronic format, while very little appears in digital/electronic format. This implied that much of the records are filed in paper format, with limited levels of automation and computerization, highlighting the underlying challenge of slow retrieval and access to the filed records as well as rampant cases of missing records. The study concluded the current filing system is a bit effective. With the current filing system, access and retrieval of records is done either manually or electronically depending on the form it is stored in. Information retrieval selects documents from a collection according to the presence or absence of keywords assigned by an indexer. The study recommended that more computers should be purchased and installed to facilitate the automation and computerization of student keeping and management; the computers should also be updated with modern and relevant programs for financial records and Information management. The records management staff should also be trained further in the area of modern computer usage to enable faster and efficient filing, retrieval and access at the Ministry of Public Service.