Designing a records storage and retrieval system for Uganda national bureau of standards

Abstract

The study was aimed at designing a records storage and retrieval system for Uganda National Bureau of Standards (UNBS). The study was based on different study objectives that included; to identify the different types of records stored and retrieved at UNBS, to find out methods used to store and retrieve of records at UNBS, to establish challenges in the storage and retrieval of records at UNBS, to develop a records storage and retrieval system at UNBS, to design a database system to overcome the challenges of the security of the records stored and retrieved by management at UNBS. The study adopted a qualitative methodology based on a phenomenological research design. Data was collected from a sample of one respondent from UNBS. The study registered 100% response rate and the participant was engaged in the study after obtaining informed consent from them. The study established that computer storage facility (90.0%) was most available to store the records at UNBS. The study also established that lack of necessary equipment and materials as well as inadequate funding, limited staff in the records department, delayed receipt of document, missing information, and regular upgrades of technologies, Inadequate security measures, were the major challenges facing stores records management at UNBS, the suggestions to enhance the records management practice were the updating computer hardware and software, continuous training of the staff, provision of resources, provision of financial support, Close supervision of receptionists, Punishments, Installation of more security systems. The study recommended that a robust stores records management system can be achieved by providing enough security, and support to the stores records management.