assessment of record filing practices at mityana district local government central registry (head quarters)

Description

The purpose of this study was to assess the records filing practices at Mityana District Local Government Central Registry. The objectives of the study were; to identify the different types of records maintained, to examine how records filed, to establish the challenges associated with records filing, to make suggestions on best records filing practices at Mityana District Central Registry. The study was based on case study design with qualitative approach and interview, observation, document review methods, with the help of data collection instruments such as the interview guide, observation guide and document review were used to collect data from 5 respondents who included one (1) records officers, two (2) records assistants and two (2) human resource officers. The study revealed that records filing practices the types of records that are maintained in the central registry are financial,personnel, administrative, vital and electronic records, the study also discovered that paper based records are the most dominate in the Central Registry and less electronic records are maintained. The study also revealed the subject filing and numeric filing are the ones that are used in the registry and the respondents clarified that these systems are cheap, it was also discovered that the filing equipments that are used in the registry include, open shelves, drawers, filing cabinets, file fasteners, file folders which are paper based (manila) and strings that are made out sisal. The study revealed the loopholes or challenges that face records filing practices at Mityan District Local Government Central Registry and these included mis allocation of records, limited filing equipments, mis labeling of file numbers and filing cabinets, influence of insects, overcrowding of files, lack of skills and strategies were made on the best records filing practices and the included, use of color coding, carrying out file census, adoption of e-filing, recruitment of trained staff and training the staff, cleanliness, rules and policies, purchase of filing equipment. The study also revealed recommendations as seen in chapter five and these include use of plastic file folders, use of file pass on slips, training the staff and users of files, purchase of filing equipment, recruitment of staff with qualifications.