Assessment of file tracking system at Health Service Commission

Abstract

The study assessed the file tracking system in Health Service Commission in Uganda. The study was guided by the following specific objectives; To find out the kind of records managed at HSC; To establish the file tracking system used in HSC;To identify challenges associated with file tracking in HSC; and To suggest strategies for better file tracking at HSC The study involved 15 respondents. The respondents were selected using purposive sampling technique. Interviews, document analysis and observation checklists were used in data collection. An interview guide and observation checklist were used to collect data. The data were analyzed using tables, graphs and charts. The qualitative data were analyzed using narrative text. The findings of the study indicated that at HSC, human resource, financial, administrative and procurement records are managed. Two file tracking systems are in use; manual for paper records and EFTS for electronic records. However, a number of challenges faced the file tracking systems used. These among others included: Outdated computers, limited donor funding for records management facilities and lack of adequate skills among the staff. The study recommended need for training the staff periodically through refresher courses, upgradation of computers used in file tracking and revision of the records management policy to incorporate the missing elements on file tracking among others.