assessment of record storage and retrieval system in the education department of luwero district local government

Description

Records are very important in ensuring that the organization is governed effectively and efficiently and is accountable to its staff and the community it serves. The information contained in organizational records needs to be stored in a planned and coordinated way because records support decision-making, provide evidence of policies and assist in proper accountability in the organization. The aim of the study was to assess the record storage and retrieval system in the Education Department of Luwero District Local Government. The objectives of the study were to identify the categories of records generated, to examine the current record storage and retrieval system, to find out the challenges faced in record storage and retrieval system and to propose solutions to improve record storage and retrieval in the education department of Luwero district local government. A sample size of five respondents was selected using purposive sampling technique , the researcher consulted the Senior Records officer, CAO, the Heads of Department, office attendant and the secretary to the DEO. It was qualitative in nature and data was collected using the interview and observation method. Data was analyzed qualitatively. The major findings of the study were that, the record storage and retrieval system in the EDLDLG was manual and it was characterized by inadequate record storage equipments and space, lack of a disaster management plan, poorly trained records management personnel thus leading to the delays in service delivery. The study recommended that in order for records to be effectively managed in the EDLDLG, records must be managed by well-trained staff, automated to create space and properly stored to enable easy retrieval and access.