An assessment of filing and access of business records at Uganda Registration Services Bureau Registry (URSB)

Abstract

In many government agencies, there is a problem with poor filing and access to business records. Though most agencies have been equipped with various information systems to manage their business records, still some business records are lost through misplacement and misfiling. This causes delays in filing and access to business records whenever needed in the day to day operations or performance of the organization. Thus, the purpose of this study was to assess filing and access to business records at the URSB. The study was guided by four research objectives; To identify the types of business records at URSB; To find out how the filing and access of business records is carried out at URSB; To examine challenges faced by filing and access of business records at URSB; To make suggestions on best practices on improving filing and access of business records at URSB. The study used a cross-sectional design with a qualitative research methodology to collect, analyze and present data from a sample size of 14 respondents who included information technology staff, human resource staff, records officers, assistant records officers. A set of interview guides were used to gather data as well as observation and document interview analysis techniques. The data collected underwent content analysis through the thematic content analysis technique. The types of business records that are generated from the business registry were agreements, resolutions, business names, appointments, powers of attorney, partnership deeds, constitutions, certification of registration and incorporation. These were administrative records and financial records whereby some were managed manually and others electronically. There was a lack of centralization which led to data loss which was caused by program failure and access was poor, since, at times, records that were requested in bulk took long to be accessed and many files were lost with no known reasons. The study concluded that main challenges affecting the filing and access to business records include: lack of specialized staff training, lack of professional skills in computer use by some records staff, more especially the specialized programs of records management. The researcher recommends that the staff should understand all guidelines for improving filing and access to active data, the staff need to be motivated, more computers should be provided to

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facilitate the automation of keeping records and management; making the working environment improved through availing the necessary equipment.