Examining storage and retrieval of semi active records at Ministry of Finance Planning and Economic Development

Abstract

The study was carried out to examine storage and retrieval of semi-active records of Ministry of Finance Planning and Economic Development following these objectives; to establish the current status of storage and retrieval of semi- active records at Ministry of Finance Planning and Economic Development, to find out how storage and retrieval of semi-active records at Ministry of Finance Planning and Economic Development is managed, to identify the challenges of storage and retrieval of semi-active records at Ministry of Finance Planning and Economic Development, to make suggestions for the best practices in the storage and retrieval of semiactive records at Ministry of Finance Planning and Economic Development. A case study design was adopted with a sample size of 15 selected purposively and the data was collected using interviews, observation and documentation analysis. The findings show the records center Ministry of Finance Planning and Economic Development has records basing on the types that is to say paper and non-paper records, financial records and administrative records. The equipment for their storage included shelves, boxes, cabinets, and computers. The research also shows that records were retrieved both manually and electronically. The challenges found included storage space, manual retrieval of records, dust and inadequate training. The study recommended the need for computerizing the records system, regular cleaning of the records center and training of staff periodically so as to improve on the storage and retrieval of semi-active records at the Ministry of Finance Planning and Economic Development..