Management of paper based records storage at the Ministry of Public Service

Abstract

The study was focused on the management of paper based records storage at the Ministry of Public Service in the Records and Information Management department. The objectives of the study were; to find out the types of paper based records generated, assess the filing system and classification system of paper based records, examine the paper records storage systems, analyze the retention and disposition of paper records, find out the challenges face in the management of paper records and find out the solutions to the challenges faced in the management of paper based records at the Ministry of Public Service.

The study adopted both qualitative and quantitative approaches used as case study research design. Data was collected using the interview guide, document analysis and observation guide as the research instruments. The actual size was 40 respondents, the study targeted a total of 50 respondents from the Ministry of Public Service but managed to get only 40 respondents out of the 50 which was 80% of the response and these were (1) Assistant Commissioner Records and Information Management, (1) Principle Records Officers, (10) Senior Records Officers, (26) Assistant Records Officers, (1) Archivist, (1) Office Attendant.

The findings of the study reveal out the types of records generated such as appointment letters, medical records, acceptance letters, personnel files and resignations. For managing paper based records, the filing system was used, classification systems and other paper based storage systems with the disposition and retention of paper based records. The study also revealed that paper records at the Ministry face s ome challenges such as; misplacement of records, dust, insects and other rodents, human interference , inadequate shelves, rusting on records stored and also submission of insufficient copies for dispatch, inadequate storage space, car gases culmination and fast deterioration of records. Solution to recruit more records staff, the Ministry should motivate the staff, provide plastic fasteners, backing up information, disaster preparedness , providing metallic files and adding on more mobile shelves. The resear cher therefore recommends that Ministry should formulate strict rules and regulations, acquire more storage facilities, recruit more professional records officers and training records officers on how to manage records. In conclusion, the Records Officers a nd should understand the value of time for the proper management of the paper based records.