ASSESSMENT OF RECORDS MANAGEMENT PRACTICES: A CASE OF PARLIAMENTARY RECORDS MANAGEMENT SERVICE

ABSTRACT

The study covered background to the study, statement to the problem, the main objectives of the study, specific objectives of the study, research questions and scope of the study, justification of the study and the definition of operational terms.

The study was guided with three objectives and these included identifying different types of records at Parliamentary Records Management Service, identifying the importance of the records management Practices at Parliamentary Records Management Service, to examine the challenges faced with management records at Parliamentary Records Management Service, to propose solutions for effective records management Practices at Parliamentary Records Management Service.

The methodology part of the study covered the research design where the researcher used descriptive research design because it provided a framework for interpreting the variables of the study. It further comprised the population where out of the 15 study population, only 14 was used as the sample size basing on a simple random sampling technique which was used to select the respondents in the organization where the study was conducted because of the proximity of the researcher‘s views of time and funds constraints. The study concentrated on only primary source of data, data collections tools such as questionnaires were used

The results indicated that; the department have never appraised or disposed its records ever since its establishment, records had already filled up the strong room which is no longer accessible and some of the records are staffed in boxes and some piled on the floors. It was recommended that the department adopts a records management policy, train its staff on simple records management standards, adopts a records preservation plan, revive the records office and to appraise and dispose records systematically.

The research concluded that the Parliamentary Records Management Service department has worked seriously on records management problems though the safety and security of records is a challenge to personnel in-charge of records. Also at Parliamentary records management services department it was revealed that there were numerous instances where important documents and notes were not kept in secure conditions.

CHAPTER ONE

1.0 Introduction

This chapter presents the background to the study, statement to the problem, the main objectives of the study, objectives of the study, research questions, and the scope for the study, justification of the study and the definition of operational terms.

1.1 Background to the Study

Records management is an essential component of office administration. An effective records management program allows the organization to render better customer service, provides legal defensibility and leads to improved profitability. Hence, it is necessary to award high priority to records management to avoid organizational challenges that may arise owing to poor handling of office records (Robles & Langemo, 2016). As much as people try to deny it, office organization has a distinct link with productivity. The quicker an organization can locate a file or important legal document, the more productive it will be (Peters, 2011. That does not, however, mean that employees have to be neat freaks in order to be productive. It simply means that an organization needs to learn more effective ways to handle its daily paper flow (Shaver, 2011).

The Parliament of Uganda is the country’s legislative body. The most significant of the institution’s functions, is to debate bills brought by government leader of business and then pass the bills into laws after scrutiny, which will provide good governance, democracy and unity in the country. The government ministers are bound to report to the people’s representatives on the floor of the house. Through the various parliamentary committees, parliament scrutinizes government programs, particularly as outlined in the State of the Nation Address by the President. The fiscal issues of the government, such as, taxation and loans need the sanction of the parliament, after appropriate debate. The body was Established in 1962 after the country‘s independence, the Ugandan parliament is currently composed of 238 Constituency Representatives, 112 District Woman Representatives, 10 Uganda People’s Defence Forces Representatives, 5 Representatives of the Youth, 5 Representatives of Persons with Disabilities, 5 Representatives of Workers, and 13 Ex- officio Members.

Although not all records are equally important, they are all records that must be faithfully managed in accordance with the law. The principal task of records management and records managers is to help employees manage the records in their desks, cabinets, andcomputers. Records management is an essential component of office administration at the Parliamentary Records Management Services. According to Gartee (2007), the records of an organization constitute the corporate memory which supplement human memory and serve as guides for effective planning and decision making. An effective records management program would allow the organization to render better customer service, provides legal defensibility and leads to improved profitability. Hence, it is necessary to award high priority to records management to avoid organizational problems that may arise owing to poor handling of office records (Robles & Langemo, 2016).

1.2 Statement of the Problem

Most organizations do not keep proper records for most of their business transactions (Swanson, 2012). According to Mr. Kidega the Principal Records Officer at Parliament says when a records retrieval submission is made to the Parliament of Uganda, it takes on average one hour to access the information, and in other cases it can take days to track it and fulfill the request (Parliament of Uganda, 2017). Much of the archives are not even computerized which makes the performance of duties more difficult, costs organization‘s time, money resources, and makes them vulnerable to security breaches, prosecution and embarrassment. The poor effectiveness and efficiency in operations may be as a result of poor records management, and if the organization does not embark on proper records management Practices s it will lead to low organizational effectiveness and efficiency.

Therefore this study will attempt to address the existing challenges and gaps to improve the records management Practices at Parliamentary Records Management Service.

1.3 Objectives of the Study

1. To identify different types of records kept at Parliamentary Records Management Service
2. To identify the importance of the records management Practices at Parliamentary Records Management Service.

• To examine the challenges faced with management records at Parliamentary Records Management Service.

1. To propose solutions for effective records management Practices at Parliamentary Records Management Service.

1.4 Research Questions

1. What are different types of records kept at Parliamentary Records Management Service?

1. What is the importance of the records management Practices at Parliamentary Records Management Service?

1. What are the challenges faced with management records at Parliamentary Records Management Service?

iii. What are the solutions for effective records management Practices at Parliamentary Records Management Service?

1.5 The Scope of the Study

1.5.1 Subject Scope

The study was confined to the different aspects of the Records Management Practices at the Parliament of Uganda, the challenges it faces as well as strategies to counter these challenges.

1.5.2 Geographical Scope

The study was conducted at the Parliamentary Records Management Services located at Plot 16-

18 Parliament Avenue, in Kampala City‘s Central Business District.

1.5.3 Time scope

The study was focused on the time period from 2012−2018 because this is the period when Parliamentary Records Management Service has experienced poor effectiveness and efficiency in assessment of records management practices.

1.6 Significance of the Study

The study mayhelp build on the researcher‘s knowledge and understanding of the study variables. It may also help the researcher to gain more skills of conducting research and this may be important to the researcher while in office or pursuing further studies.

The study findings would be used by other researchers who may be undertaking a similar study in form of literature review at various institutions of higher learning.

1.7 Definition of Operational terms

A Record

Cornwell Management Consultants (2012), define a record as a document produced or received by a person or organization in the course of business and retained by that person or organization.

Records management

Langemo (2012) defines records management as the professional management of information in the physical form the time records are received or created through their Practices, distribution and placement in a storage and retrieval Practices until either eventual elimination or identification for permanent retention in the archives. Kennedy (2014) defines records management as a function of providing control of records from creation, or receipt through their Practices, distribution, organization, storage and retrieval to their ultimate disposal.