Assessment of Records Storage and Retrieval System at Mpigi Local Government Central Registry

Abstract

ABSTRACT The research was intended to study the existing system of storage and retrieval of records in the central registry of Mpigi DLG. The study was aimed at identifying the forms and value of records kept, the current state of records storage and retrieval in the district registry, identifying the challenges of the existing system and establishing how the identified challenges can be solved. The research was conducted in central registry of Mpigi DLG. Data was collected through researcher’s interaction with the various district staff who were much concerned about the problem, researcher’s direct observation and document Analysis. The study established the forms and value of records the registry keeps, the current system in terms of storage, retrieval and security. A sample size of six respondents was selected using purposive sampling technique; the researcher consulted the Records officer, office attendants, D/CAO, PHRO, and the secretaries. The research was conducted in qualitatively and data was collected using the interview and observation method. Interviews and observation list methods were used in data collection. The study recommends that: Mpigi DLG has to computerize its records, which can make records retrieval and storage easy and also to improve on the security system of records such as using passwords in protecting records and also building an offsite records storage space in order to provide backup copies of records. The study concluded that, in order for records to be effectively stored and retrieved in the Mpigi DLG central registry, they must develop and implement records management policy, records retention period in order to avoid overcrowding of records in shelves, cabinets and storage boxes, as well as digitization of records to create space and proper storage to enable easy retrieval and access.