Assessment Of Records Management Systems In Public Institutions

Abstract

The purpose of this study was to assess the records management practices in Ministry of Health Uganda and to provide strategies of improving records management in the ministry. The objectives of the study were; to examine the procedures used in the processing of records in ministry of health, to determine the types of records kept and managed by the Ministry of Health Uganda, to identify the challenges associated with the management of records in the ministry of health Uganda and to recommend the possible solutions to the challenges. The study applied both qualitative and quantitative methods of data collection and data was collected from a sample size of 50 respondents who include the; Records clerks, Secretaries, Records officer and Office messengers. The study found out that creating a disaster plan, identifying essential records and processing them with care and proper environmental storage were found to be the procedures used in the processing of records in ministry of health. Reports, records of the ministry’s service delivery and activities, then minutes of meeting from ministry of health stakeholders, an up-to-date version of the rules; an up-to-date list of the names and addresses of people who are office holders, then members registers, employment and tax records, policies, then an up-to-date register of all members, finally other records included termination letters, retirement benefits records and vacant posts were found to be the records kept at the ministry. It can also be seen that the ministry faces myriad challenges especially the low level of ICT literacy among records personnel and limited record management staff. recruitment of qualified personnel with skills, the use of magnetic tapes and duplication or reproduction of records so that copies can be stored at a distant location field were found to be the solutions to the problems facing the records management at the ministry. The study concluded that various conclusions can be drawn for example disaster plan was found to be the most famous method of records processing however as observed by the researcher disaster plans are not well implemented. The records kept in the ministry of health vary from human resource, service delivery, accounts and day to day running of the ministry activities. It can also be seen that the ministry faces myriad challenges especially the low level of ICT literacy among records personnel and limited record management staff. The solutions to the problems are not well put into practice because during the interview respondents were not accepting that there are possible solutions put to address the challenges. The recommendations were; Regular training, Integrating ICT- Technology, Regular renovation of storage materials and Storage environment should be improved