Assessment of the access and retrieval of records at Kyambogo university students’ registry

Abstract

The purpose of the study was to assess the access and retrieval of records at Kyambogo University students registry and the specific objectives of the study were; 1) to find out the types of records kept at Kyambogo University students registry, 2) to examine the access of records at Kyambogo university students ‘registry 3) to analyze the retrieval of records at Kyambogo university students registry 4) to find out the challenges faced in the access and retrieval of records at Kyambogo University students registry, and 5) to suggest strategies for improvement in the access and retrieval of record at Kyambogo University students’ registry. Study found out that Students’ academic records, Students enrolment records, certificate replacements, Withdrawal letters, Withdrawal resumption letters, disciplinary letters and Introductory/ recommendation letters to be among the records kept at Kyambogo university registry. Access records at the registry has to be done by visiting websites, walking into registries, academic registrars’ system, filling forms and sending email requests. Retrieval process involves indexing, registers and borrowing. Challenges in retrieval and access included failure to get transcripts on time, Pests and insect attack, misfiling of their biodata forms, failure to see results and limited trained personnel and finally the strategies to improve records access and retrieval included; Established procedure for opening and closing of the registry securing electronic records with passwords and end to end encryption, windows and doors should be wired the security alarm system, preservation of non-print materials like the audiovisuals, strict rules and regulations for the access of the registry, use of a perfect data management system and adopting electronic system of record access and retrieval. The study concluded that the access and retrieval of records at Kyambogo university needs improvement and therefore the study recommended that; Kyambogo University should carry out scheduled trainings for records management staff to enhance good knowledge in records access and retrieval, storage cabinets and increased space should be enhanced at Kyambogo university student’s registry to easily store and handle huge documents generated at Kyambogo and increased finance by government to records management department and proper guidelines implementation on the access of registry records