Records storage and retrieval systems, A case study of Unified Teachers Service Registry, Ministry of Education and Sports

Abstract

The study was conducted in Unified Teachers Service Registry at Ministry of Education and Sports, It aimed at assessing records storage and retrieval. Records are very important in ensuring that the Ministry is governed effectively and efficiently and is accountable to its staff and the teachers it serves. The information contained in Unified Teachers Service at Ministry of Education and Sports needs to be stored and retrieved in a planned and coordinated way because records support decision-making, provide evidence of transaction and assist in proper accountability in the Organization. The objectives of the study were to establish the current status of records storage and retrieval, to find out how records storage and retrieval is managed, to identify the challenges of records storage and retrieval and to suggest best practices for records storage and retrieval at Ministry of Education and Sports. Data was collected using two data collection methods; interview and observation. A sample size of fifteen (15) respondents was selected during the study using purposive sampling technique, the researcher consulted the Principal records officer (1), records officers (3), Records assistant (4), Data clerk (5), Assistant records officer (2) who provided information to the researcher about the research topic entitled assessment of records storage and retrieval in Unified Teachers Service Registry at Ministry of Education and Sports. The major findings of the study were that, records storage and retrieval Systems in Unified Teachers Service Registry at Ministry of Education and Sports used both manual and electronic systems. The challenges encountered in records storage and retrieval were; misfiling of records, inadequate storage space, poor labeling of files, lack of file indexes and unskilled personnel in managing web records. The study recommended that, Unified Teachers Service Registry at Ministry of Education and Sports has to expand its records storage space in order to accommodate all the records created, generate file indexes, properly label its files, proper use of filing systems, draft records management policy to guide and govern all the records management activities and lastly to employ skilled personnel to manage web records.