Assessment of retention and disposition of administrative records in registries at the Ministry of Health Headquarters, Kampala

Abstract

The study was centered on the Assessment of Retention and Disposition of administrative records in the registry at the Ministry of Health Headquarters, Kampala. The study aimed at assessing the retention and disposition schedule of administrative records in the registry and developing a Records Retention and Disposition Schedule for administrative records in the registry at Ministry of Health. The study was based on the fact that there is still inadequate knowledge on retention and disposition of administrative records among the records management staff at the Ministry. The research findings were based on the following objectives; to identify the types of records kept in the registry,to assess the retention and disposition schedule of administrative records in the registry, to identify the challenges faced in retention and disposition of administrative records in the registry, to recommend strategies for improving the retention and disposition procedures of administrative records in the registry, to develop a Records Retention and Disposition Schedule for administrative records in the registry. Methodology of the study covered a sample of 10 respondents and these included; 1 Principal Human Resource Officer, 4 Records of Officers, 2 Human Resource Officers and 3 Office messengers. Data was analyzed from questionnaires and interview guides as they were the major instruments of data collection. The study findings indicated that personnel records, administrative records, pension records and health guidelines and policies records are some of the types of records kept at the Ministry of Health Headquarters, Kampala. The challenges faced in retention and disposition of administrative records were; some records are kept for a very long period of time, limited storage place, limited institutions dispose information, among others. The study recommended; digitization of records and archival materials in soft copy, assigning of retention programs to all subject files and provision of adequate stationary for storage of records.