Assessment of records creation and description. A case study at Makerere University Hospital

Abstract

The study was carried out at Makerere University Hospital. The aim of the study was to assess records creation and description at Makerere University Hospital. The objectives of the study were; to identify the categories of records managed at Makerere University Hospital, to find out the various methods used to create and describe records at Makerere University Hospital, to identify the challenges faced in the creation and description of records at Makerere University Hospital, and to suggest possible strategies for effective creation and description of records at Makerere University Hospital. Four Hospital staff members were selected. A qualitative research design was used which included sampling strategies for example data was collected from different offices by use of interviews, observation and document review methods. The findings showed that the Hospital generates financial, administrative, medical, staff, and student records all which are in both paper and electronic form as their Hospital records. However, the methods of storage were shelves, cupboards, box files and boxes. Preventative photocopying, cello tape, office glue and stapling of school records are mostly used as preservation methods. The findings also revealed that there are challenges faced during the creation and description of records like; inadequate storage space, limited skilled man power, inadequate storage equipment, and high cost of materials used in creation of records. Based on the findings, a number of suggestions were identified for the Hospital after research and these included Makerere University Hospital should evolve from a manual records management to electronic records management, increasing awareness among the users of the records at Makerere University Hospital especially those offices that take decisions, creating adequate space for storing records or store records at a separate facility, such as a rental storage unit and training the users most especially the staff members on how to handle records. In conclusion, Makerere University Hospital attempts proper creation and description of its records but a lot more effort is needed in order to have improved records creation and description hence increasing the longevity of the Hospital records.