A retention and disposal schedule for administrative records at Marie Stopes Uganda

Abstract

This document outlines a study conducted to design a retention and disposal schedule for administrative records at Marie Stopes Uganda Ltd (MSUG), aimed at ensuring effective records management in line with legal, regulatory, and organizational standards. The study sought to identify the types of administrative records retained at MSUG, assess how they are currently retained and disposed of, establish the challenges affecting these processes, and design a structured retention and disposal procedure. Conducted at the MSUG head office in Kampala, Uganda, the study used purposive sampling to select five participants, including the Head of Administration, Records Officer, Human Resource Officer, Finance Officer, and Procurement Officer. Data were collected through semi-structured interviews and non-participant observation and analyzed thematically. Findings revealed that MSUG retains a wide range of records, including personnel files, financial reports, procurement documents, donor correspondence, and policy manuals, but lacks a formal retention schedule, leading to paper-based practices, inconsistent and undocumented disposal, storage congestion, retrieval delays, weak security, and fragmented departmental practices. In response, a comprehensive retention and disposal schedule was designed, specifying record categories, retention periods, disposal methods, and accountability procedures, with emphasis on safeguarding sensitive information, ensuring compliance with data protection laws, and supporting transparency and accountability. The study concludes that implementing this framework will improve records management, reduce risks from data breaches, and promote environmentally responsible practices, and it recommends staff training, clear role allocation, integration of hybrid digital systems, and continuous monitoring to sustain effective records management.