Assessment of storage and retrieval practices in records management at ministry of information, communications technology and national guidance

Abstract

This study assessed the records storage practices of Ministry of information, communications technology and national guidance. Specifically, the research’s objectives were to identify the categories of records managed at Ministry; examine the storage practices used at the Ministry of ICT; identify the Challenges associated with ensuring good storage of records; and to recommend solutions to the challenges identified at Ministry of ICT. Primary data relating to research objectives was collected using the triangulation method (comprising of a self-structured questionnaire, face-to-face interviews, participant observations, and secondary sources). Ten respondents took part in the study out of a target population of eleven respondents and the study sample was selected using the purposive sampling method. The major findings of the study revealed that records are stored manually and electronically included; staff records, financial records, and miscellaneous applications records. The storage equipment used to store records included filling cabinets, open shelves, storage boxes and file folders. Research findings further revealed that there were insufficient resources in terms of storage space and storage equipment, which lead to congestion in the registry. The findings also showed that the ministry revealed that they probably need to recruit more staff to manage records, more so lack of back up procedures, inadequate security procedures, misplaced files, deterioration of records during rainy seasons and inadequate funding. Provision of more storage space was the most suggested way to improve storage. Therefore, it was concluded that records were not stored in the best way possible and recommendations were made to help improve on how records were stored.