Assessment of records management systems in Kyankwanzi District local government central registry

Abstract

The study looked at “Assessment records management systems in Kyankwanzi district local government central registry” It looked at the following research objectives; To find out the types of records kept in Kyankwanzi district local government central registry, to examine the existing records management systems in Kyankwanzi district local government central registry, to find out the benefits of good records management systems in Kyankwanzi district local government central registry, To find out challenges facing records management systems at Kyankwanzi district local government central Registry, to propose solutions for the improved records management systems. The study adopted qualitative and quantitative research approaches to come up with the findings through interview guide and observation guide and researcher used purposive sampling where only individuals attached to the records field were interviewed. The actual size of sample size was 4 respondents namely 1 records officer 2 records assistants and 1 office messenger, helped the researcher to gather the following findings; The research findings revealed that the central registry keeps only current records which are frequently needed in the daily operations of an organization and they are categorized into two categories namely; personal files and subject files and there is only manual records management system used currently in central registry while computerized records management system was put on hold due to many challenges they were experiencing it. Therefore the study mainly settled on manual system to gather all the research findings. The research findings also revealed that there is a couple of challenges facing the records management systems of Kyankwanzi district local government central registry like , Lack of computer hardware to support the computerized system, Dust in central registry, Lack of a disaster management plan , Lack of enough security for records, Inadequate space compared to what registry supposed to be and the increasing number of records, Inadequate records storage equipment such as filing cabinets, boxes and shelves resulting from insufficient funding of the registry by the management. The researcher recommended that, basing on the research findings revealed that most of the challenges faced are as a result of management to fail to fund registry well therefore the management Kyankwanzi district local government should provide enough money to registry to purchase enough storage Equipments like mobile and lockable cabinets and shelves. The researcher concluded that, the records management systems plays a very important role of managing and preserving organizations records in an organized system which is manual system that maintains its integrity and authenticity hence supporting legitimacy, accountability and transparency in an organization.