A records storage and retrieval system for the Ministry of Internal Affairs in the Registry Unity

Abstract

The aim of this project was to design a records storage and retrieval system to manage records for the Ministry of Internal Affairs in the registry unit so as to enable easy access and retrieval of records for improved service delivery. The objectives of the study were: to examine how records materials are stored and retrieved at the ministry of internal affairs, to examine the challenges facing the storage and retrieval system of Ministry of Internal Affairs in the registry unit, to design a storage and retrieval system for the Ministry of Internal Affairs and to identify retrieval tools used in the registry unit of the Ministry of Internal Affairs. The study used a case study research design while adopting a qualitative research approach in data collection. Interviews, observation and document review methods of data collection were used. The study found out that majority of the registry users were workers who access the documents such as policies, plans and many others. The current retrieval system manual and highly depends on paper based documents. Users visit the ministry, use the internet and retrieve documents. The study found out the different challenges in the current retrieval system at the ministry in the registry unit were; slow retrieval of records, poor data storage, lack of security for the users records, misplacement of documents, tiresomeness and time consuming. The requirements for the records storage and retrieval system were: a user friendly interface, a facility that provides online help to the user, able to give authority to the registry staff to manage its operation, allow to allow data searching and display of search results, downloading of full text documents and display search history. The study concluded that implementation of the designed records storage and retrieval system for the ministry of Internal Affairs in the registry unit would improve the storage and retrieval of records for the staff at the ministry. The study recommended that the ministry should digitize all the documents in the ministry, provision of more ICTs in the registry unit, training of both the registry users and other staff, provision of full time power supply, engaging users in decision making, increasing the budget for the library and proper maintenance of ICTs in the ministry.