Assessing personnel records tracking and retrieval practices at the Infectious Disease Institute, Makerere University

Abstract

The purpose of the study was to assess records tracking and retrieval practices at the Infectious Disease Institute , Makerere University. The objectives of the study were to;identify the different personnel records generated and stored , review the current personnel records tracking and retrieval practices,assess and document loopholes in personnel records tracking and retrieval practices, and propose measures for improving tracking and retrieval practices of personnel records at the IDI, Makerere University.

The study used a case study research design while adopting a qualitative approach to data collection. Data was obtained through the use of interviews and observation methods. In the study, 2 records officers and 3 human resource staff were purposively and conveniently selected to participate in the study.

The study established that IDI generates a number of personnel records which include; personal requisition forms, job application documents, memorandums, conflict of interest, interview documents and reports, reference checks, acceptance letter, contract terms and conditions, confidentiality and anti-fraud documents, personal records, leave forms,resignation letters, bank loan documents, which exist in both paper and electronic formats.

There are various personnel records tracking and retrieval practices at IDI which include; registration of all the personnel records, tracking devices used for personnel records, folioing of personnel records, use of file indexes, file cards, classification of personnel records, filling of personnel records, storage of the personnel records and maintaining security of personnel records at IDI.

The study also revealed different loopholes for the personnel records tracking and retrieval practices at IDI which include; ineffectiveness of the excel and Na-vision applications, in compliance from the staff, delay with the files, inadequate backups, insecurity of records, misplacement of record files and the lack of a personnel records tracking and retrieval policy.

The study established the measures for improving records tracking and retrieval practices at IDI and these included; routine personal check on records while they are in action transit, staff training about the principles of records management, regular file audit/ census, allocating more funds to the records department, employ more trained records staff, automation of records tracking and retrieval systems, improve on the records filing system.