Examining closed records management in Ministry of Internal Affairs

Abstract

This study titled ' examining closed records management in ministry of internal affairs` was carried out from Ministry of Internal Affairs. The research was aimed at examining the challenges to closed records management the Ministry. The study answered four research questions; what is the current status of closed records management at the Ministry of Internal Affairs? What are the challenges of closed records management at the Ministry of Internal Affairs? What suggestions do you make for the best practices in managing of closed records at the Ministry of Internal affairs? Across sectional research design was used to obtain information from 20 selected respondents who included records officers as well as users of records in Ministry. The study employed both qualitative and quantitative research methodologies during data collection, analysis and presentation. The study found out the closed records in Ministry of Internal Affairs are mainly stored in paper format, while very little appears in digital/electronic format. This implied that much of the records are kept in paper format, highlighting the underlying challenge of adequate automation of Ministry users` records and information. The main types of records kept in the Ministry of Internal Affairs are mainly Ministry users` records, like rulings and judgments by Ministry, Ministry applications by lawyers, petitioners, among others. The study concluded that main factors affecting the provision of records storage and retrieval system in Ministry of Internal Affairs include staff motivation which topped the list; staff generally receive low salaries and allowances which can no motivate them to perform better in records storage, retrieval and access; specialized staff training is yet another factor, some records staff lack professional skills in computer use, more especially the specialized programmes of records management on compute such as, Access, and Excel among others. This computer based programmes of records management are efficient but require specialized training to records staff. The study recommended that records management staff in be trained further in the area of modern computer usage. The staff should be trained the specialized programmes of records management such as Visual Basics, Quick Book, and Access. Such training could also be extended to both old new staff trough induction training for the better management of closed and information management