Assessment of classification and filing of Active Records at Ministry of Public Service Central Registry

Abstract

A study was undertaken to assess classification and filing of active records at the Ministry of Public Service Central Registry. The objectives were; to establish the current status of classification and filing of active records at the Ministry of Public Service Central Registry; to find out how the classification and filing of active records at Ministry of Public Service Central Registry is managed; to identify challenges of classification and filing of active records at the Ministry of Public Service Central Registry and to make suggestions for best practices in classification and filing of active records at the Ministry of Public Service Central Registry. Purposive sampling method was used to obtain data from the principal records officer, senior records officer, 2 records officers and 2 assistant records officers because the researcher believed that they had reliable information on classification and filing of active records. Data was collected using observations, interviews and document analysis. The findings revealed that MoPS central registry had established classification and filing procedures which included the Registry Procedure Manual (2014), the Index to Policy and Subject files and the Numerical Keyword List to aid classification of active records in the central registry. The researcher observed that the central registry had two broad categories of records and that was personnel and subject files. The personnel files had the working and master files while the subject included vital, financial, administrative and legal records. The study identified a numerical keywords list as tool for classification of records at MoPS central registry files were assigned numbers and they were arranged and classified according to their numbers and the sequences were coded on the records. The index to policy and subject files for classification was also used where records were sorted, arranged and classified according to their subject matter. The study identified challenges of classification and filing of active records at the Ministry of Public Service Central Registry as misfiling, limited filing equipment, duplication of files, inadequate human resource capacity. The study recommended provision of adequate filing equipment, closing duplicated of file, digitization of records to reduce the time spent on transferring files from one office to another, retrieving of records which delay decision making, hence affecting service delivery, training of records staff and maintaining and filing active records properly.