Design and Development of An Electronic Filing System for the management of Records at Uganda Institute of Banking & Financial Services

Abstract

The study aimed at designing and developing Electronic filing system at Uganda Institute of Banking and Financial Services for the management of records. The Uganda Institute of Banking and Financial services just like most other financial institutions of the world still uses manual filing system. This manual filing system is associated with a number of challenges such as misfiling, difficulty in retrieval, loss of files, and consumption of office space and hence delay in service delivery The study was done under the following objectives, to identify the records at the UIBFS, to find out the existing filing system, to find out the challenges faced in filing, to establish the requirements for the design and development of the electronic filing system, to design and develop electronic filing system and to recommend the use of the developed electronic filing system at UIBFS The study used two data collection techniques of interview and observation. The researchers collected data about designing and developing Electronic filing system at Uganda Institute of Banking and Financial Services from 35 respondents including Records officers, clerical officers, IT staff and other staff The study established that UIBFS generates a number of records which range from administrative records, Academic records and financial records. The study further established the filing equipment used in filing of Academic records and they include shelves, cabinets and file folders. The study found out that UIBFS faces a number of challenges such as misfiling of records, difficulty in retrieval inadequate finances, improper documentation, inadequate technical expertise and resistance to change. The researchers concluded by designing and developing an electronic filing system and recommending it for use. He stated the ways of accessing the system, how to search for a file in the system and how to add a record to the system