Assessment of records classification and distribution : A case study at Ministry of Tourism, Wildlife and Antiquities

Abstract

The study was undertaken to assess records classification and distribution Ministry of Tourism Wildlife and Antiquities, Kampala. It was involved on the following objectives to identify the types of records created and received; to assess how records are classified and distributed, to examine the challenges faced with the existing records classification and distribution techniques, to propose possible solutions towards improving the challenges of records classification and distribution. Data was collected using questionnaires and observation. The methodology part of the study covered the research design where the researcher used descriptive cross section study design because it provided a framework for interpreting the variables of the study. It further comprised the population where out of the 30 study population, only 10 was used as the sample size basing on a simple random sampling technique which was used to select the respondents in the organization where the study was conducted because of the closeness of the researcher‘s views of time and funds constraints. The study concentrated on only field data, data collections tools such as questionnaires were used The study revealed that at the Ministry of Tourism, Wildlife and Antiquities registry records are classified using the subject classification system ,Alphabetical, Numerical and Geographical system whereby before the records are classified or action has taken place, it goes through the office of the permanent secretary for approval and records are distributed internally and externally using various techniques for example emails, websites, social media platforms, flyers, Televisions among others to distribute records to the users. The research concluded that the records created at MoTWA include administrative, personnel, financial, and vital and they include report from minutes, correspondences. The commonly used classification system is alphanumeric system. The most common challenge identified is multiple personnel’s distributing records and Misfiling of records where by the respondents suggested ongoing training of staff and identifying personnel distributing records as the possible solutions to address the existing challenges within the organization. There should be developing and implementing the training program to records workers. This would help the organization to have records management professionals who are competent enough in undertaking the records management practices in accordance with policies, principals and standards of records management