Management of physical planning records at Kampala Capital City Authority

Abstract

The purpose of this study was to assess the management of records in the physical planning registry at KCCA physical planning registry and the objectives are; 1) Assess the types of records managed in the physical planning registry at KCCA, 2) Identify the importance of the records held at KCCA Physical planning Registry, 3) Identify the challenges associated with records management at KCCA Physical planning Registry and 4) To recommend strategies that KCCA Physical planning Registry should adopt to improve its records management. The study applied qualitative methods of data collection and analysis. The study used a sample size of 15 respondents. Data was collected from the target respondents using interviews. The study findings were that; the types of records managed in the physical planning registry at KCCA included; Payroll, Statement of accounts, Human resource records, Correspondence record, Personal records and Legal records. The importance of records kept included; statements of account records mainly provided financial transparency and helped in the evaluation of tax liability, they also help in mitigating errors, building trust and improving payment cycles. It was also found out that human resource records mainly preserved written history of the happenings and discussions that occurred around a specific event, facilitate disciplinary action and help in employment termination. The records also provide morale to employees and facilitate resource allocation. The challenges faced with records at KCCA physical planning registry included; the absence of migration strategies for electronic records, absence of legislation, absence of policies and procedures to guide the management of electronic records and also there is the absence of budgets dedicated for records management. Furthermore, paper records have limited space for storage and there is limited computer skills in managing electronic records, finally the strategies are; introduction of electronic records management system, qualified people should be employed, employees should be trained and sensitized, adopting a record-keeping standard ISO 15489 and employing adequate staff to handle the management would improve records management. The study concluded that records management at KCCA still needs an overhaul improvement