Assessing the storage and retrival of records at Newvision group company registry

Abstract

The purpose of the study was to assess storage and retrieval of records of New Vision Group registry. The objectives of the study were; 1) to find out the different types of records kept at New Vision Group Company registry, 2) to identify the status of the records storage and retrieval at New Vision Group Company Registry, 3) to find out the challenges encountered in the storage and retrieval of records at New Vision Group Company Registry and, 3) to suggest strategies for proper storage and retrieval of record at New Vision Group Company Registry. The study applied quantitative and qualitative methods of data collection to collect data from a sample size of 50 respondents. The study used questionnaires, interviews and observations to collect data. The study found out that; the different types of records kept at Newvision group company are: Circulars, Legal records, Historical records, financial records, Minutes of meetings, Letters and Memos. Status of records storage and retrieval at Newvision is: conditions are designed to protect records from unauthorized access, written guidelines for retrieval of records are available, records are stored in physical location that can be identified such that records can be easily retrieved and used for authorized purposes taking into account all relevant legislation, access, copyright or licensing conditions to manage retrieval status. The challenges facing records storage and retrieval include; Climate factors (floods, moisture and light), inadequacy of resources (shelves, cabinets and store rooms), Limited funds, Limited trained personnel, Limited technological knowledge and Limited computer skills. The strategies employed here in the management of records storage and retrieval are: Documenting registry procedures, Retention and disposal policy, Use of electronic databases, recruiting trained staff, Additional funding and Training of staff. The study concluded that records storage and retrieval needs an overhaul improvement and the study recommended that; trainings, storage cabinets and increased space should be enhanced and increased finance.