Assessment of filing and retrieval systems of personnel records at Ministry of Public Service central registry

Abstract

The study aimed at assessessing filing and retrieval systems of personnel records at Ministry of Public Service central registry. The study objectives were to; assess the different filing and retrieval systems used at Ministry of Public Service central registry, to determine the different equipment used in filing and retrieval of personnel recordsat Ministry of Public Service central registry, examine the challenges faced with the current filing and retrieval systems at Ministry of Public Service Central registry, propose and recommend the strategies for proper filing and retrieval of personnel records at Ministry of Public Service Central registry. The study used qualitative research approach and a case study research design. Data was collected using interviews, observation and document analysis. The sample size was 10 and they were purposively selected for empirical data The study revealed that numerical filing is used in filing of personnel records, the filing and retrieval equipment used arevertical cabinets, mobile or movable shelves, folders as supplies and finding aids, missing files is the major challenge facing filing and retrieval systems of personnel records, automation and computerization of personnel records was recommended. The study concluded that MoPS would make sure that professionals are employed to work in the central registry, more funds be allocated to the central registry enable especially automation and computerization of basic registry functions and purchasing enough equipment for the registry, the ministry would consider expanding or construction of a standard records office building and preparation of regular reports about registry activities The study recommended that MoPS should make sure that professionals are employed to work in the central registry, expanding the central registry, increasing registry funding and fully automating and computerizing its records management functions to enhance service delivery to all its stakeholders, allocating more funds to the central registry and preparing regular reports about registry activities.