Assessing records storage and security at Entebbe police station

Abstract

A study was carried on assessing records storage and security at Entebbe Police Station with the study objectives which were to establish the current status of records storage and security, to find out how storage and security of records are managed, to identify challenges of Records storage and security and to make suggestions for the best practices in records storage and security at Entebbe Police Station. The study purposively sampled seven records staff (one records manager, two assistant records managers, one stores manager, system administrator, records secretary and the archivist. Data was collected using the interview, observation and document analysis. The study revealed that Entebbe Police station used majorly the manual records management system where most of the records were passed on hand to hand and kept in hardcopy paper files wooden shelves, cabinets, boxes, sorters and drawers. The Police station also had some few electronic records which were generated at the station which included reports, charge sheets, nominal roll and police pay roll. It was further revealed that the Police Station also had many challenges in records storage and security which included inadequate storage space, inadequate trained staff, inadequate storage equipment, biological agents, missing records, dust, computer viruses, use of insecure locks, lack of records management policy, lack of security technology, improper disposal of records and obsolete computers. However it was recommended that the Police Station should set up policies on records management, carry out Staff training ,have access controls, use identification systems, install security monitoring systems, digitize its records, develop a records management policy, design a disaster management plan, install security software ,back up its information and expand the storage areas. It was concluded that records storage and security at Entebbe Police station was still very weak and therefore needed to be greatly funded and considered as part of an integral records management function. Through that the Police station will be better off in records storage and in terms of records safety.