Assessment of Active Records Management Practices at Rubanda District Local Government Central Registry

Abstract

A qualitative study was carried out to asses Active Records Management at Rubanda District Local Government. Using a case study design, the study purposively selected 16 officers from the district. Analysis was conducted thematically, data was collected through interviews, observation and document analysis. The study found out that the Rubanda District Local Government kept records in both paper and electronic formats although paper records were paramount. It was observed that the Rubanda District Local Government Central Registry had poor records storage conditions, limited space which was congested with paper records. However, the District lacked a sound and comprehensive Records Management Program, a records management policy, records management budget as well as guidelines for managing records. The district also lacked adequate professional records management staff. Lack of a sound records management policy also meant lack of a road map to guide the district in decision making which directly undermined the district effort to achieve good Records Management Practice. All this depicted an absence of an active and visible senior management support for the district records management functions. The study recommended recruitment of Records Management professionals, developing a records management policy and procedures for managing records, procurement and acquisition of appropriate records storage equipment and facilities, involvement of key stake holders, developing a retention and disposal schedules, establishing an offsite storage and sensitization of staff at the District about the value of Records Management.