assessment of records keeping systems of records generated in the construction department at national housing and construction company limited (nhccl)

Description

The aim of the study was to assess the records keeping systems in the construction department at National Housing and Construction Company Ltd. The objectives of the study were to; identify the different kinds of records kept in the construction department at NHCCL Ltd, examine the current records keeping system in the construction department at NHCCL, identify the challenges in the records keeping system in the construction department at NHCCL and make recommendations for the improved records keeping system in the construction department at NHCCL.The study used a case study research design while adopting qualitative research approaches in data collection. Purposive sampling was used to select the (3) records staff two (2) secretaries, and the Head of Department for the construction department who participated in the study. The study established that the different types of records managed in the construction department at NHCCL were; cartographic records, plans, architecture drawings, text records in files, photographic records, audio-visual records and the contract records among others.The study revealed that the construction department at NHCCL has maintained the manual records keeping system alongside the electronic records management system which was acquired in the year 2015. The challenges in the records keeping system in the construction department at NHCCL were; new records management system, inadequate records management facilities, lack of records management skills by the action officers, inadequate funds, creation of different records formats and the poor record keeping practices.In order to improve the records keeping system in the construction department at NHCCL, the different suggestions include; training of the records users, implementing a records management policy, limited access to the records, make use of the records retention schedule, weeding and appraisal of records and usage of the file plan.