A File Tracking System for Busia district local government central registry

Abstract

The study aimed at designing and developing a File Tracking System for Busia District Local Government Central registry in order to guarantee the security of files at Busia District Local Government Central Registry. The project objectives were to: Examine the current file tracking system used at Busia District Local Government Central Registry, Determine the various types of records generated and kept in Busia District Local Government Central Registry, Determine the requirements necessary for the development of a file tracking system and Design and Develop a file tracking system for Busia District Local Government Central Registry. A case study research design was used while adopting a qualitative research approach. Interviews, Questionnaires and Observation were the methods of data collection used. A sample of 27 respondents was selected using purposive sampling technique. The study found out that, BDLG–CR manually tracks files, records such as reports, appointment letters, confirmation letters, employee records, administrative records are generated and kept at BDLG-CR. The current registry services provided by BDLG central registry are done manually with Records officers moving to office to office tracking for the files. The challenges that are faced in providing the service include time wastage, documents get lost and being tiresome. The study concluded that, would there be an electronic file tracking system at BDLG-CR, users will be able to get the services effectively from the central registry. The study recommended that Busia District Local Government Central Registry should adopt the proposed File Tracking System to guarantee security and monitor the movement of files during decision making. Other recommendations include: sensitization of users, training of Registry staffs, allocating enough funds to the registry, purchasing more Registry equipments so the services can be effectively provided by the Registry.