Assessment of records filing and storage system at iftra Uganda Limited

Abstract

The purpose of the study was to assess the Records Filing and Storage System at Iftra Uganda Limited and the objectives of the study were; to analyze the types of filing and storage of records system used at Iftra Uganda limited, to find out the challenges faced when filing and storing of records at Iftra Uganda limited and to establish the possible suggestions to the challenges in filing and storage of records system at Iftra Uganda limited. The study applied both qualitative and quantitative methods of data collection and analysis. The study collected both qualitative and quantitative data from a sample size of 10 respondents using questionnaires and interviews. The findings were that; types of record filing and storage systems at Iftra Uganda limited included; for the filing systems, Alphabetical filing system, Numerical filing system, Alpha-Numeric Filing System and Chronological filing system were found to be practiced at Iftra Uganda limited; then for the storage systems, Open Shelf, Medium Density, High Density, and Palletized Records storage systems were found out. The challenges found affecting record management at Iftra Uganda limited included; inadequate Space, High Expenditure, inefficiency, Security and Regulations, Disaster Recovery, Shortage of experienced personnel, Lack of planning in storage of in-active records, Lack of determination of records retention period, Changes in software and hardware and Inadequate Technology Infrastructures. Finally the solutions to the challenges were; trained staff should be hired to manage record’s filing system, Clearly marked shelves in order for easy identification, Establishment of a systematic record management program to ensure organized record, Implementation of proper filing Systems and Creating and maintaining authoritative and reliable records in an accessible. The study concluded that records storage and filing systems at Iftra Uganda limited needs an overhaul improvement. The study recommends that; training sessions, procurement and distribution electronic records equipment, modern storage facilities should be to help the organization store records efficiently and migration strategy for both hardware and software to avoid technological obsolescence.