Assessment of storage and retrieval of active records at Naro Nabuin Zardi - Moroto

Abstract

The study was aimed at assessing storage and retrieval of active records at NARO Nabuin-ZARDI Moroto, the study objectives were; to identify the types of active records stored and retrieved at NARO Nabuin-ZARDI, to examine the storage of active records at NARO Nabuin ZARDI – Moroto, to analyze the retrieval of active records at NARO Nabuin ZARDI-Moroto, to find out the challenges facing storage and retrieval of active records at NARO Nabuin ZARDI – Moroto and to propose possible plans to improve storage and retrieval of active records at NARO Nabuin ZARDI - Moroto. A case study research design approach was used where both qualitative and quantitative methods were employed. Two types of sampling techniques were used that is to say purposive and simple random, this was done so that all members of the study population had equal chances of being selected. The study population included 25 members of which only 24 participates were selected as a sample size. Data was collected using questionnaires, interview guides, observation for primary data collection and documentary review guides for secondary data collection. The study findings established that NARO Nabiun-ZARDI has different departments which carry out different activities that lead to the creation of different active records like administrative records, agricultural records and procurement records. These are stored separately by each department in their offices since they lack a central registry. NARO Nabuin-ZARDI employee’s the use of both manual and digital storage equipment like cabinets, removable disks and hand written books. In addition, it faces a lot of challenges during the storage and retrieval of active records, these include little knowledge of stuff about records management, lack of a records management department, interrupted power supply and improper use of storage equipment. The study concluded that though NARO Nabuin-ZARDI’s active records are stored and retrieved, the methods, equipment and procedures used are not standard therefore putting the authenticity, integrity of records at risk hence the recommendations that; NARO Nabuin-ZARDI sets up a central record keeping point in order to limit access of records, put in place a records management team for the purpose of record management and training stuff about concerns of records management.