An assessment of active records tracking and processing at Entebbe Municipal Council

Abstract

ABSTRACT The main aim of the study was to assess the tracking and processing of active records at Entebbe Municipal Council. It was set out to find out the types of records generated at Entebbe Municipal Council, to gain knowledge about the active record processing and tracking at Entebbe municipal council, the challenges faced when tracking and processing the active records and the possible solutions to the challenges faced when processing and tracking the records. The study used the case study design. Data was collected through interviews and observations. The registry staff, Town clerk and four heads of departments were purposively selected for first-hand information because the researcher believed they had the accurate information on the tracking and processing of active records in the council. The findings of the study revealed that the council receives records from the society and also generates its own records. The records generated at the council included administrative records, financial records, electronic records, educational records, legal value records and medical records. The records were mainly processed and tracked manually at the council office that is they were received, stamped, classified, filed, stored and tracked. The challenges faced at Entebbe municipal council included inadequate storage equipments, lack of strict guidelines and procedures, inadequate qualified staff, misplaced files and inadequate funding from the government. The study recommended automation of all the tracking and processing methods at the council so as to ease the operations, increase budgetary allocations, train more staff on how to handle the different types of records, the need to improve the tracking methods in the council and also monitor these methods to ensure that they are followed