Assessing the storage and retrieval of archival records at the Ministry of Lands, Housing and Urban Development archive (MLHUD)

Abstract

Storage and Retrieval of archives today is an important aspect of information management in organizations. Archives require proper management to support core functions of the organisation, provide evidence of business transactions, promote the image of the organisation, ensure continuity of business activities, and pass on information to the future generations. The aim of the study was to assess the storage and retrieval of archival records at the ministry of lands, housing and urban development archive, with a view of suggesting solutions to problems affecting storage and retrieved at the ministry. The objectives of the study were to find out the types of archives maintained by MLHUD, to assess the existing storage and retrieval systems for archives in MLHUD, to further find out the challenges affecting preservation and conservation of archives at MLHUD and lastly to suggest solutions to the challenges affecting storage and retrieval of archives at MLHUD. The study was carried out at ministry of lands, housing and urban development archive (MLHUD) with sample comprising of five people who included the archivists, records officer, and Human Resource officer. The study used qualitative research design that is the reason why interviews, observations and document reviews were used as data collection tools. The different types of archives managed at MLHUD include: Digital archives, Land registration archival records, maps, Survey field archival records, and office documents. The storage equipments used include: Open fixed shelves, Storage boxes, Drawer cabinets and Lockable metallic cupboards. Retrieval components used at MLHUD include Access, documentation, Delivery, Follow up, According. Some of the challenges in storage and retrieval include: Mishandling by humans, tec, limited qualified staff, lack of a heavy duty laminating machine. Some strategies suggested include: environmental controls, training and increase of staff members, making security copies. The researcher recommended enough staffing for the MLHUD archives, air-conditioning archives storage rooms, fumigation methods, and provision of adequate staffing for the archives.