EXAMINING THE STORAGE AND PRESERVATION OF RECORDS AT MINISTRY OF LOCAL GOVERNMENT

                                                                                          CHAPTER ONE

INTRODUCTION AND BACK GROUND

1.0 Introduction

The study examines the storage and preservation of records at local government in Uganda a case study ministry of local government.

1.1 Background of the study

The preservation of records to aid in key areas management of organization are probably as old as the practice (Ayodele, 2011). As early as the 17th century records was considered to play an important role in the planning, management and decision-making, in 1662 John Graunt published a landmark analysis of mortality data, this publication was the first to quantify patterns of birth, death, and disease occurrence, noting disparities between males and females, high infant mortality, urban/rural differences, and seasonal variations. More to that Hippocrates in 400BC attempted to explain disease occurrence from a rational rather than a supernatural viewpoint basing on the records to study patterns, (Sekitoleko, 2017).

Organizations are faced with the danger of losing information when it is not properly preserved, yet it happens all the times. It makes sense for organizations and those involved in research to ensure that data is well managed. However, literature is replete with evidence of lack of preserved records and incapability to manage records which could otherwise contribute towards reduction in mishandling of data needed by organizations (Bishop & Borden, (2020).

Storage of records is a growing concern of researchers and institutions because of; policy shift of funding agencies, advances in digital technology and data driven science which emphasize research excellence (Choi & Lee, 2020; Tayler, Ripp, Jafary, 2020). Excellence in management and efficiency in records management require ethical performance across the research life cycle, making good use of public funds, in addition to making experiments and studies replicable, and research results to be as accessible as possible. Although, funding agencies and institutions are spending colossal sums of money in production, management and preservation of records (Whyte & Pryor, 2011; Scott, 2014; Wiley & Burnette, 2019).

Anane- Sarpong et al. (2017) about records preservation practices observes that preservation of records is slow and unsatisfactory compounded by financial constraints. Other challenges confronting preservation of records in Africa include lack of data sharing skills, poor or absence of data sharing policies, and poor data infrastructure (Chigwada, Chiparausha, & Kasiroori, 2017).

In Africa, it is only South Africa which has increased awareness about preservation of records in various sectors and the country is making significant and sustained strides towards inclusion of preservation of records. A number of initiatives are already in place to ensure that records from different fields is systematically managed and preserved for researchers for both the present and future use. In Kenya and Malawi two studies have so far been carried out to examine preservation of records (Ng’eno, 2018; Chawinga, 2019).

Uganda as a country is yet to institute in a coordinated manner practices and services dedicated to storage and preservation (Nakanjako et al., 2017; Ministry of local government, 2017; Nnamuchi, 2016; UNCST, 2014). The continued absence of a comprehensive plan to preserve records may hinder many organization in Uganda in achieving their objectives (Mladovsky, Mossialos, & McKee, 2015; Simons, 2016; Vasilevsky, et al., 2017).

Despite the challenges and limitations, organizations continue to establish databases, biobanks and repositories as part of the way of preserving records, globally emphasizing availability of records for long term preservation, access and reuse (Nnamuchi, 2016). Unfortunately, most of these initiatives are standalone, haphazardly implemented with long term effect on preservation of records practices (Buwule, 2019).

1.2 Problem statement

The Beijing CODATA, (2019), declaration called for adoption of new policies and principles of preservation of records using associated infrastructures, tools, services and practices to contribute towards open science. However, Uganda is yet to institute in a coordinated way preservation of records (Nakanjako et al., 2017; Ministry of local government, 2017; Nnamuchi, 2016; UNCST, 2014). Like elsewhere in low developing countries, researchers and research institutions largely operate independent of each other, creating siloes of incompatible practices and data sets that are not interoperable (Mwelwa, et al., 2020; Schouppe and Burgelman, 2018). Preservation of records continues to be used only once, privately kept or shipped to collaborating institutions in the developed countries or discarded and or abandoned to obscurity (Mladovsky et al., 2015; Tenopir et al., 2015). The preservation of records practice models were developed based on developed countries research intensive institutions and totally different infrastructure which is not readily applicable in low developing countries due to existing unique challenges. Most organizations in Uganda are faced with the challenge of managing complex and diverse records with inadequate resources, experience wasteful duplication, disorganized records and generally lack understanding of required record preservation practices across disciplines.

Academicians inadvertently continue to loss records or have trouble finding of records that already exists. In much of the sponsored studies, collected is usually shipped to advanced storage facilities where it becomes inaccessible to local participating academic institutions (Kamya, 2017). Locally, lost, misplaced, and difficult to understand records represents a growing volume of records ( Spallek, et al., 2018; Stover, et al., 2019; Uganda National Council of Science and Technology, 2014). Record storage Practices are commended for cost reduction, elimination of duplication of effort and mitigating non-use, un-utilization or under-utilization and risk reduction of data losses (Ball, & Emekcioglu, 2008; Qin, 2013; Vasilevsky, et al., 2017; Vines et al., 2014).However due to poor records preservation and storage this study is prompted to investigate into examining the storage and preservation of records at local government in Uganda a case study ministry of local government.

1.3 Purpose of the Study

The purpose of the study is to examining the storage and preservation of records at local government in Uganda a case study ministry of local government.

1.4 Objectives

To identify different types of records kept at ministry of local government

1. To identify the importance of the records management Practices at ministry of local government.
2. To examine the challenges faced with management records at ministry of local government.

• To propose solutions for effective records management Practices at ministry of local government.

1.5 Research Questions

1. What are different types of records kept at ministry of local government?
2. What is the importance of the records management Practices at ministry of local government?

• What are the challenges faced with management records at ministry of local government?

1. What are solutions for effective records management Practices at ministry of local government.

1.6       Scope of the Study

The scope of the study defines the; context, geographical and the time frame.

1.6.1 Contextual: The study examines; different types of records kept at ministry of local government, the importance of the records management Practices,  the challenges faced with management records and the solutions for effective records management ministry of local government

1.6.2 Geographical: The study shall be carried out at ministry of local government offices Kampala.

1.6.3 Time: The study shall focus on the last five years, based on the for the literature review.

1.7 Significant of the study

1. Contribution to Knowledge; storage and preservation of records lack generic theories and most of the study are based on models, whereas models are currently being tested for their validity, applying the three key models in the single study shall provide a rich analytical framework to comprehensively explain records preservation in organizations. In addition, existing models were designed based on research intensive institutions in developed countries and therefore are not generic to low developing countries context. Thus their application locally is faced with challenges, the current research intend to shed light on application of these models to examine research data, assess the researchers’ perceptions about Records management practices in resource constrained environments and develop a model for Records management practices for low developing countries research institutions that is applicable to their unique challenges experienced within the research environment

1. Researchers and research institutions: Records Management practices are acknowledged as critical and best practices in research highly commended by funders, publishers and a growing number of scholars due to their contribution to records. Assessing researchers’ perceptions, knowledge and skills required to cope in the globally driven competitive health research enterprise shall help in identifying perceptions and knowledge gaps that should be bridged for effective response to Records management demands within research institutions. In addition, building up cross-institutional data that shall be used to identify common patterns for benchmarking.

Policy makers: The study intends to analyze the legal and policy framework for Records management and its implication on open science and in records. Identified knowledge gaps shall require recommendations which are based on empirical findings of the study. By understanding how far the local practices and attitudes are typical, would contribute to making policy decisions. Thus a legal/ethical framework shall be derived that address key findings of the study for purposes of mainstreaming Records management for open science and records management in organizations.

CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

This section will discuss the research objectives which include; the different types of records kept at Ministry of local government,  the importance of the records management Practices , the challenges faced with management records and solutions for effective records management Practices.

2.2 Different types of Records kept

According to Gama (2010) the nature of organization and its activities determines the types of Records it generates and receives from other sources. Music dance and drama being a department in Makerere University, it performs various activities that result in to the accumulation of a vast amount of Records. The various Records generated may be of less value warranting their disposition immediately after they are used whereas some are vital to the organization for purposes of tracking what is happening what has happened and for efficient planning purposes.

Therefore the Records created and received in the course of organization activities should be properly managed to allow easy access and retrieval whenever they are needed Gama, (2010). According Federal Office, (2013) Records are classified into the following categories;

Legal Records

It explains that legal Records are those Records created to evidence business transactions or legal decisions for example; contracts, agreements, leases, policy records, case files and correspondences.

Shephard (2004) writes that legal records are generated specifically from the work of courts, the police, and public prosecution. Within legal context, records serve legal functions. Legal records support legal rights and obligations with the legal system, also provide proof that a particular activity took place. Legal records contribute to accountability in an organization and in government.

Shephard (2004), adds that such records includes: sub-poenia, which is a court order requiring the giving of evidence or the production of document, ―order of discovery‖, documents to one or both parties to produce documents on order for discovery. Discovery may also be made to produce a body who is not a party to the proceedings.

Administration Records

They are created for documentary policies, procedure and guidelines like directives manuals and reports Saleem (2000), staff in this section manages records and information systems related to personnel transactions such as employment, seniority, leaves of absence, terminations and changes of status. Records staff also maintain the official employee files. Saleemi (2000) classifies records to the line of life cycle as active and archive records.

Research Records

These are created to determine trends, recent developments or new information related to an organization‘s product. Research records refer to any type of records or materials that document your research effort. These can be electronic or hard copy as in various forms of logs, notebooks, correspondence, videos, computer databases, audio or digital records, or even the actual products of experiments (Saffady, and William, 2009).

In addition, research records helps to maintain accurate and complete research records for data analysis, all records relating to the conduct of the project are important includingthose that document the management of the research funds and the intellectual property (palmer.m, 2000).

Although not an inclusive list, research records typically include: laboratory research, lab notes, computer databases, microscopic slides, gels, images, photos, videos, laboratory equipment printouts, and records of records of statistical and other data analysis.

Financial Records

These are created for accounting and fiscal use. Examples include financial statement and tax forms. Formal documents representing the transactions of a business, individual or other organization. Financial records maintained by most businesses include a statement of retained earnings and cash flow, income statements and the company‘s balance sheet and tax returns. Keeping financial records organized is a key element in a successful business (Mackie 2007).

However other scholars have also come up with different types of Records depending on their currency and functions and these include;

According to Sennabulya, (2013) he stresses that there are three types of Records based on currency and these include:

Active or current Records

He defined active Records as open files that are in use for conducting the current business of the organization. He emphasizes that Current Records and documents those Records that are constantly in use and should therefore be maintained close to the users.

Semi-Active or Semi-Current Records

These are records that consist of the recently closed files. They are only infrequently used. They should be entered in a closed Records register and systematically transferred and organized in a departmental or organizational Records center. The register acts as a retrieval tool.

Non-Active or Non-Current Records

These are documents that are scarcely ever referred to for the conduct of business operations. Non-current or Non -active Records should b reviewed and appraised in order to make judgment on their further retention and those that are selected as valuable Records should be preserved in the Records Centre or with prior arrangements transferred to the National Archives for long term preservation as archival Records. Therefore it‘s very important to note that also records can also be classified according to their currency basing on Sennabulya views.

2.3 The Importance of Records Management in an Organization

According to Sanderson & Ward (2013), the importance of records management is increasingly being recognized in organizations. It is therefore the responsibility of records managers to ensure that they gain the attention of decision-makers in their organizations. Gaining recognition is all about convincing management of the role of records management as enabling unit in an organization.

Improved decision making

Employees require information in order to carry out their official duties and responsibilities efficiently and effectively in a transparent manner. Records represent major sources of information and are almost the only reliable and legally verifiable source of data that can serve as evidence of decisions, actions and transactions in an organization (Wamukoya, 2016). According to Northwest Territories (2012), the role of records management is to ensure that members of staff involved in different operations have the information they need, when necessary.

Information resource for strategic planning purposes

Among their other purpose, records also act as raw materials for research in various disciplines, including science research, which is an important ingredient of socio-economic development. Furthermore, records can be used as an information resource for strategic planning purposes. The service provided by records management is therefore of vital importance to both employees (end users) and organizational success. As outlined earlier, the primary function of records management is to facilitate the free flow of records throughout the entire organization. Most importantly, it remains the function of records management to ensure that an organization‘s records are safe for future reference (De Wet & Du Toit, 2016).

According to Palmer (2016), the role of records management Practices is that it acts as a control Practices that reinforces other control Practices s such as internal and external auditing. The record environment that allows opportunities to commit fraud, once fraud, once fraud is detected; records can provide a trail for investigators to track the root of corruption. However, for records to be useful in this capacity, they must be accessible. According to Hare & McLeod (2016), organization kept records for information retrieval, evidence of organization‘s activities and compliance with regulations. In support of Hare, McLeod & Cowling (2013), they further identified four main reasons for motivating organizations to preserve records permanently as discussed below

Administrative value

In the conduct of their business activity, organizations and individuals often need to consult records of their previous activities and decisions, for example to provide background information, establish the existence of a precedent or to substantiate or refute a claim or allegation. Records in this case are of utmost importance for an organization‘s administrative function (Hounsome, 2011).

Financial value

According to Hare & McLeod (2016), an organization needs long-term documentary evidence of the way in which funds were obtained, allocated, controlled and expended (budget). This includes budget records, which provide evidence of how income and expenditure were planned, and various accounting records documenting financial transactions.

Legal value

Legal records provide evidence of contractual obligations, duties and privileges agreed upon by governments ‘organizations or individuals. They provide record of matters such as property titles, charitable status and other legal and civil rights. They may be preserved as evidence of the decisions of governments, courts and other bodies or as the source of the authority for action taken by organizations or individuals (De Wet & Du Toit, 2016).

Information value

Archives and records management departments are generally recognized as the primary source of materials for information and research into the history of society. They form a unique and indispensable record for researchers such as historians, scientists, geographers, sociologists, statisticians etc (Sanderson & Ward, 2013).

The records are the corporate memory of the organization, evidence of what was done and why it was done. They provide information for different organizational purposes, such as decision making, financial accountability, performance measurement, strategic planning and research. Without divorcing themselves from the above scholars, (Sanderson and Ward, 2013) further explored the role of records management in an organization as follows:

To avoid the cost of litigation or failure to comply with regulatory bodies, to prevent the loss of intellectual property or loss of corporate learning/ corporate memory, to prevent loss of information from disasters or theft and ensuring business continuity, to maximize the efficiency of operation and usage of information, to respond in a timely and effective way to requirements of customers, to promote executives and their organizations from loss of reputation and credibility with the general public, customers etc. by demonstrating good practice and providing accountability for their actions.

Acts as a vital and reusable asset in an organization

Records need to be recognized as a vital and reusable asset, a source of content of content, context and knowledge (Sutcliffe, 2013). Organizations are currently involved in knowledge management. Records management should be seen as an enabling/support function towards knowledge management. The argument should be that without records, an organization would lose a wealth of knowledge produced by its employees during daily operation.

Financial management support

Good records management Practices are essential to support financial management and accountability. Records management therefore ensures an organization‘s ability to function effectively and to provide evidence for accountability and transparency (Palmer, 2016). Corruption has become a significant driver in the demand for accountability in organizations. There is a direct relationship between internal regulation and the more complete and accurate recording of decisions and actions. Records provide evidence of compliance with regulations; records management rules provide the guarantees that the evidence is captured in a Practices and is readily available (Palmer, 2016).

Acts as corporate memory for an organization

Records management has long been seen as the graveyard of information i.e. a place to store documents and records that have passed their sell by date. New technology has changed the picture.

The corporate record becomes the corporate memory, capable of informing and influencing everything that is done. Records need to be recognized as a vital and reusableasset, a source of content, context and knowledge, hence knowledge management, information management and information technology (Sutcliffe, 2013). Corporate memory is about how organizations learn from what they have done before, how they avoid re-inventing wheels, and how they build upon best practices. It is quite simply concerned with how organizations organize their most vital asset, which is information, and how they harness the skills and expertise of their most vital resource, which is their people (Sutcliffe, 2013).

2.4 Challenges of faced when managing records

Inaccessibility of the records

The sensitivity of medical records has brought several challenges to managing institutions. The commonest relates to storage, access, safety and security. Organizations which use primarily manual based records Practices s experience storage problems. Access to records is another challenge that users and custodians face. Sometimes there is conflict on the ownership and the right of access to a critical record.

Insecurity of the system

The safety and security of records is a challenge to personnel in-charge of records. Nicholson (1996) revealed that there were numerous instances where important documents and notes were not kept in secure conditions. When records are not properly managed, without proper security measures, they can be misused, which can lead to possible violations of privacy and confidentiality of records. (Berg, 2012), among others, is concerned about the misuse of records and state that: the confidentiality of records is threatened in many different ways. Most news worthy is the misappropriation and disclosure of records for financial gain or to cause harm or embarrassment.

Technical in nature of Records Management Practices

Gartee (2007), points out that a disadvantage of electronic records is that they are technical in nature; and demand training before they can be used. In addition, they lack standardized terminology and Practices architecture which render it hard to implement.

Some of the challenges of using electronic records are security related. Security lapses might compromise the privacy and confidentiality of records. Gartee (2007), further states that Practices designers must consider how individually identifiable information will be protected and also meet regulatory requirements before using electronic records.

The most essential qualities of a record are that it is authentic and that its content is fixed over time. In other words, people must have confidence that a record is what it says it is. Electronic records, unfortunately, do not intrinsically inspire this confidence in the same way that paper records do. The ease with which electronic documents can be created, altered, accessed, duplicated, and shared jeopardizes their value as records. Ironically, the most appealing aspects of creating electronic documents are what weaken our confidence in electronic records.

2.5 The Solutions to Records Management Challenges

Technological compliance solutions

Technological compliance solutions are some of the measures that have been adopted to safeguard electronic records. One such technological compliance solution is data encryption, whereby Internet Transfer Protocols are managed, in order to limit access to records. In this case, the activities concerning electronic records are tracked to identify who received disclosed data. Another way of safeguarding electronic records is through the use of biometrics (e.g. fingerprint ID recognition) to secure access to computers on networks and information storage devices (McClanahan, 2013).

Digitalization of automatic records

A viable solution is use of a computer based records management Practices, which comprises an information filter for assuring that record data units offered to the Practices for storage are complete and not redundant. These record data units may be electronic in nature, scanned from paper, digitally formed from audio, video or otherwise formed as digital data information media, an objective of the disclosed Practices being to eliminate paper or microform record keeping (Jobs, 2016). For records management to be effective and successful it should be based on certain principles and fundamentals such as data retrievals and data safety.

Adopting and complying with the regulations

According to Hare and McLeod (2012), it is explored that a legal and regulatory framework is a key to strengthening records management practices. Where by authorization should normally be obtained through a formal approval process and derived from a law, ordinance, regulation or policy. Hare Catherine and McLeod Julie, furthersay that environment has resulted from the development of ICTs. They further suggest that across all organizations, managing records effectively is not only a way of doing business effectively, but also a means of doing business more that their competitors. In addition, they emphasize that there is need to understand and identify the role of each record in relation to the business process which it documents and its value. Thus ensuring there management appropriately (Hare & McLeod, 2006).

Establishing ongoing programmes for training in managing records

According to ISO (2001), as explained by Kalusopa and Ngulube, organizations should establish ongoing programmes for training in managing records and that the effective management of records requires that there are procedures for the timely disposal of records that organizations no longer need to support current business or those that they do not need to retain for legacy purposes (Kalusopa&Ngulube, 2012). In addition, it was highlighted that the world over, sound management of records, whether electronic or paper, has increasingly become a topical issue (Moloi&Mutula, 2007).

Recognizing this multi-format reality of paper and electronic records

This is the key first step to properly managing the hybrid environment since a record is a record regardless of the format it takes. In the hybrid world, every file may exist in both paper and electronic formats (Chell, R. 2016). Establish universal controls over the entire lifecycle of a record, regardless of format. These controls include a records classification scheme, a retention schedule, indexing structures, and centralized storage (including both physical storage and electronic). Universal controls help you avoid the trap of having one approach for paper records and another for electronic records. (Wallace, P. E. 2017).

Eliminating non records

This is seen as knowing which document constitutes the official record also makes it much easier to reduce overall document volumes (Stewart, and Melesco, 2002). The reality of the hybrid environment is that document volumes are on the rise, so it is essential to take regular steps to remove convenience copies and other unneeded records (Cowling, 2013).

Considering the conversion options carefully

Cowling, (2013) further argues that, in many jurisdictions, the law allows for imaged records to take the place of the original paper record. Many organizations are taking advantage of this to reduce paper volumes through document imaging programs. However, the law also provides very specific criteria under which imaged documents can become the official record. Therefore, before committing

More so, Mnjama, (2007) further asserts that, there are a number of standards that have been developed which make specific reference to Records management requirements to overcome the challenges of Records Management and these include ISO 15489/1, (2001), which provides the basic requirements for the management of Records regardless of the format, analyses Records management procedures in terms of the life cycle and many others. Other standards include the National Archives of Canada information capacity check model (IMCC) and the European commission model for the management of E-records, observing these standards can be a step to improved records management.

CHAPTER THREE

METHODOLOGY

3.1 Introduction

The study aimed at investigating the effect of Information systems on performance of government agencies in Uganda. This chapter presents the research methods that were used to carry out the study. It will the research design, Area of study, target population, sample design, sample size, research instrument, measurement of variables, Data Collection Procedure, data analysis and Ethical considerations of the study.

3.2 Research Design

The study will adopt a descriptive research design because of the nature of the variables that at hand; to produce data required for quantitative and qualitative analysis and to allow simultaneous description of views, perceptions and opinions at any single point in time (White, 2000). The study also use qualitative and quantitative methodologies for data analysis. Quantitative and qualitative methodologies was used in examining the storage and preservation of records at local government in Uganda a case study ministry of local government.

3.3 Study Population

Out of the 15 study population, only 14 will be used as the sample size according to Krejcie and Morgan (1970). A simple random sampling technique was used to select the respondents in the organization where the study will be conducted because of the proximity of the researcher‘s views of time and funds constraints. The sample frame is tabulated as below

Table 1: Showing the composition of the sample frame

Source: Primary Data

3.4 Determination of the sample size

It is impossible to study the whole targeted population of the study and therefore the researcher Human resource, secretaries and Heads of Department a sample of the population this is also further supported by Mugenda and Mugenda (2003) who notes that a research should choose a sample out of the whole targeted population. A sample is a subset of the population that comprises members selected from the population. Using Krejcie and Morgan’s (1970) table for sample size determination approach, a sample size of 14 respondents will be selected from the total population of 14 employees.

3.5 Sampling techniques and procedure

Purposive sampling, also known as judgmental, selective or subjective sampling, is a type of non-probability sampling technique where the researcher chooses a sample based on what they think in other words they use their personal judgment (Palys, 2008). The study will use Purposive sampling technique because it saves time and also enables the researcher to get information from the right people who have knowledge and skills regarding the subject topic. This technique used in selecting, Principal Records Officer, Records Officer, Messengers, the researcher used this technique because these respondents hold enough knowledge and skills regarding the study topic.

3.6 Data collection methods

The section presents data collection methods which include questionnaire survey, interview and documentary review.

3.6.1Questionnaire Survey

Questionnaire Survey method will be used to obtain the opinion of the respondents regarding the topic under study, according to (Onen & onen, 2013) states that questionnaires are important in research because the respondents are given time to think and they don’t feel intimidated. Questionnaire gives the respondents ample time to respond to the questions when ready and they can be kept for future references. This method will deploy to capture information from secretaries.

3.6.2    Interview

Face-to-face interview is a data collection method when the interviewer directly communicates with the respondent in accordance with the prepared questionnaire (Polak  & Green, 2015).

3.6.3    Documentary review

This used documentary review to supplement the data that is acquired from the interviews and questionnaires. The researcher will analyze the documents and publications related to the study topic. Documents that are expected to be reviewed include ministry reports, Journals, and Newspapers.

3.7 Data collection instruments

For each deployed data collection method, there is a corresponding data collection instrument that used. The study used Questionnaire Guides, Interview Guide and Document review checklist as described in the sub-sections below.

3.7.1    Self-administered Questionnaire

The questionnaire designed in a manner that motivates respondents with simple structured questions with the option of providing any addition information to the structured questionnaire as an option to obtain relevant data from them. The questionnaire is structured with both close-ended and open-ended questions. It has a Likert scale 1-5 indicating the level of a respondents’ agreement or disagreement, where 1 represents Strongly Disagree and 5 stronglyAgree. Thequestionnaire is attached.

3.7.2    Interview Guide

The researcher used an interview guide to collect data in order to find out the vivid picture of the participants’ perspective of the topic. Interviews are an effective qualitative method for getting people to talk about their feelings, opinions and experiences. They are also an opportunity for us to gain insight into how people interpret effect of examining the storage and preservation of records at local government.

3.8 Data quality control of instruments

The data collection tools will be pre-tested on a smaller number of respondents from each category of the population to ensure that the questions are accurate.

3.8.1 Validity

Validity is defined as the extent to which results can be accurately interpreted and generalized to other populations (Oso & Onen, 2008). While Borg & Gall, 1989 as cited in Onyinkwa, (2013) validity is defined as the degree to which results obtained by the research instrument correctly represented to the phenomenon understudy and Mugenda & Mugenda, (1999) as the accuracy and meaningfulness of inferences which are based on the research results.

3.8.2 Reliability

According to Mugenda and Mugenda, (2003) reliability is the measure of the extent to which research instruments are able to provide the same results upon being tested repeatedly. Crobach’s coefficient alpha (a) as recommended by Amin, (2005, P.302) was used to test the reliability of the research instrument. The instrument is deemed reliable if reliable of 0.7 and above is obtained and therefore, adopted for use in the data collection.

3.9 Procedure of data collection

The researcher will obtain an introductory letter from MTAC to seek permission and enable easy access of information by the researcher from Ministry of Local government, after the permission is granted from the Ministry of Local government.

3.10 Data analysis

Mugenda and Mugenda (1999) and Mbaaga (2000) both defined data analysis as a process of bringing order, structure and meaning to the data gathered to create information out of it. Data analysis was therefore, done with quantitative and qualitative methods. The quantitative (Questionnaires) and qualitative (interviews) were analyzed separately and then combined during discussion of the findings.

3.10.1  Quantitative Data Analysis

Data processing will be done by entering the data into a statistics package for social sciences (SPSS) version 24.0 in line with the research questions. Data analysis was done by also using this statistics package for social sciences (SPSS) to formulate frequency tables where the percentages, frequency, mean, variance and standard deviation are obtained.

Under quantitative analysis, process included editing, classification, coding and presentation. Data was summarized in frequency tables, percentage; data will be analyzed with the use of statistical package for social scientist (SPSS). Quantitative data was collected through structured questionnaires and it will be cantered into a computer, tabulated and analyzed.

3.10.2 Qualitative Analysis

Qualitative data will analyzed using content analysis.it involved gathering and analyzing data based on the content, where by the raw data collected from the field was read through to enable the researcher to get familiar with the data. At this process the study noted cards to organize the available data to accelerate further analysis. Data will then be evaluated and analyzed to determine its accuracy, credibility, usefulness and consistency which aided acceptance or rejection of the research hypothesis.

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APPENDICES

 APPENDIX I: Work plan

APPENDIX II: BUDGET

APPENDIX: III: QUESTIONNAIRE

EXAMINING THE STORAGE AND PRESERVATION OF RECORDS AT MINISTRY OF LOCAL GOVERNMENT

INTRODUCTION

Dear respondent,

I am a MTAC student conducting an academic research on Assessment of Records Management Practices at Ministry of local. I kindly request you to respond to this questionnaire. The responses you provide will be of great importance and maximum confidentiality will be observed.

SECTION A: BACKGROUND INFORMATION (Please tick the appropriate box) a) Age of respondent

1. b) Level of education attained

1. c) Length of time you have been working in this organization

1. d) Title held in an organization

SECTION B: Importance of the records management practices at ministry of local government records management service

This section deals with the importance of the records management Practices at Ministry of local government Records Management Service. Please indicate the level of agreement with the statements. Kindly tick the appropriate box to indicate the level of agreement with the statement. 1=strongly disagree, 2=disagree, 3=Not Sure, 4=agree, 5= strongly agree.

SECTION C: CHALLENGES OF RECORDS MANAGEMENT PRACTICESES

This section deals with the challenges faced with management records at Ministry of local government Records Management Service. Please indicate the level of agreement with the statements as they relate to the subject. Kindly tick the appropriate box to indicate the level of agreement with the statement. 1=strongly disagree, 2=disagree, 3=Not Sure, 4=agree, 5= strongly agree.

SECTION D: SOLUTIONS FOR EFFECTIVE RECORDS MANAGEMENT PRACTICES AT MINISTRY OF LOCAL GOVERNMENTARY RECORDS MANAGEMENT SERVICE

This section deals with proposing solutions for effective records management practices at Ministry of local government Records Management Service. Kindly tick the appropriate box to indicate the level of agreement with the statement. 1=strongly disagree, 2=disagree, 3=Not Sure, 4=agree, 5= strongly agree. needed in the shortest possible period of time.