Designing records storage and security guidelines for Uganda Registration Services Bureau

Abstract

The study aimed at designing guidelines of records storage and security at URSB. It was based on the fact that most of the records held at URSB hold personal information about clients and their businesses, that require strict retrieval, security measures and safety guidelines in place to overcome unauthorized access to this information. The study was guided by objectives that included; to identify the various types of records maintained by URSB, to assess the current status of records storage and security at URSB, to find out the challenges and gaps in the storage and security of records at URSB and to suggest guidelines for storage and security of records at URSB. The study adopted a case study design in a qualitative approach to integrate the different components of the study in a coherent and logical way, thereby, ensuring one effectively addresses the research problem. The population for this study focused on staff of the intellectual property directorate at URSB which consist of 18 employees, 3 of these work in the records department. However, due to limited time, the researchers could not study the whole population and were tasked to select only fourteen (14) respondents due to their knowledge and experience in records management. The findings of the study showed that numerous hindrances to records storage and security existed at URSB such as Limited storage space, limited funding, inexperienced and unskillful records staff, lack of records centre, absence of training programme among others. Adding to this, absence of management concerned with the security aspect of records management was found to be the biggest challenge to records security issues of URSB. The study therefore recommended; adoption and implementation of records storage and security guidelines, increase in the funds, employing specialized staff, storage space increase, training the users and staff and lobbying for more funds.