Assessment of the records filing systems at Yumbe District Local Government, Yumbe

Abstract

The study topic was “Assessment of the Records Filing Systems at Yumbe District Local Government, Yumbe. It was to facilitate easy retrieval and access to records for easy decision making. The study objectives were to: examine the types of records managed, to assess the filing systems used to file the records, examine the challenges and to recommend a proper filing systems to file the records at Yumbe District Local Government. The study adopted to case design and took a qualitative research approach, the study population was 65 and the sample size was calculated using Slovene’s formula which was 57 respondents. 5 Records Officers, 4 Human resource officers, 2 system administrators and 46 other officers. This study was conducted using three methods i.e. Interview method, Observation method, and Document Analysis Method. The study found out that, Yumbe District Local Government headquarters manages Administration, Legal, Vital and Financial Records. The local government uses Alphabetic, Numeric, Alphanumeric and Subject filing system, the local government faces challenges of inadequate funding, inadequate storage space and inadequate IT skills, inadequate funds, inadequate equipment. The respondents recommended that, more fund should be injected, enough equipment should be availed and training should be availed to the staffs.