Designing an electronic storage system to enhance the retrieval of records at Kasangati Magistrate Court

Abstract

This project aimed at designing an electronic storage system to enhance the retrieval of records at Kasangati Magistrate Court. The study was based on these objectives: to identify different types of records managed by Kasangati Magistrate Court; to analyse the different storage systems and equipment used at kasangati magistrate court; to identify the challenges affecting records storage and retrieval at Kasangati Magistrate Court and to design an electronic storage system to enhance the retrieval of records at kasangati magistrate court. This study employed a qualitative research methodology, interview and document review instruments were used to collect data from the Kasangati Magistrate Court staff members. The findings of this study revealed the registry maintains voluminous records such as criminal records, capital offences, and family and administrative records, secondly, it was revealed that the registry uses a manual storage system with an alphanumeric filing arrangement, challenges affecting storage including limited funds; lack of a specific system for storing or maintaining records; absence of automation; lack of legislation or policy and inadequate technology infrastructures, lastly, system requirements were elicited, thus resulting into a developed records storage and retrieval system to enhance retrieval of information. The findings of this study and the designed system may act as a prototype for system designers and records practitioners to pick a leaf from it and come up with a robust system while putting electronic records management at first hand or as a priority in judicial systems.