Assessing management of semi-active records at Ministry of Finance Planning and Economic Development

Abstract

The study was undertaken to assess management of semi-active records at Ministry of Finance Planning and Economic Development. It was aligned on the following objectives; to identify categories of semi-active records generated and maintained at MoFPED, to find out how semiactive records are stored and retrieved, to identify the challenges of managing semi-active records at MoFPED and to make recommendations regarding the best practices for managing semi-active records at MoFPED. The study adopted a qualitative research design and data was collected using interviews, observation and document analysis. The registry staffs as well as the records centre in charge were purposively selected for first-hand data collection because the researcher believed that they had trustworthy information on management of semi-active records. The findings of the study revealed that at MoFPED semi-active records are those records required only infrequently in the conduct of current business. There were two basic categories of semi-active records namely; the subject and personnel semi-active records. The subject semiactive records included administrative and financial semi-active records and personnel semiactive records about recruitment and appointment, induction and initial training, performance appraisal, education, training and development, promotions, transfers, disciplinary proceedings and dismissal, attendances etc. These records were stored on open wooden shelves, acid free boxes, open metallic shelves and computers. Access to the semi-active records is granted by the head of registry through the human resource that is done in writing or a verbal communication through a call. Management of semi-active records is held up by limited space, inadequate storage equipment, understaffing, storage of records in the basement and lack of ladders yet the open wooden and metallic shelves are very high. The study recommended that it is fundamental for records centres to liaise with the records offices that transfer the semi-active records. Active liaison between the two offices is necessary so that records are removed from records office and are deposited in the records centre, transferred to the archival institution or destroyed as required by the schedules. In addition, MoFPED should expand the records centre, recruit and train records centre staff, purchase more storage equipment for semi-active records, shift the records centre from the basement to either first floor or second floor, provide ladders since the shelves are very high as well as regularly dispose records to create space in the records centre.