A PROPOSED FRAMEWORK FOR ELECTRONIC DOCUMENT AND RECORDS MANAGEMENT SYSTEM OF PRINT-BASED RECORDS OF JUDICIAL SERVICE COMMISSION, UGANDA

Abstract

This study was undertaken with the overall objective of coming up with framework on the electronic management system of print-based records of Judicial Service Commission of Uganda (JSC). The objectives of the study were to review on the level of Records management and print based practice in the JSC of Uganda in analysing its security and accessibility, to design a framework for the implementation of EDRMS with an emphasis on security and accessibility in the JSC of Uganda, to identify key challenges to EDRMS implementation in the JSC of Uganda. XI This study was undertaken with the overall objective of coming up with framework on the electronic management system of print-based records of Judicial Service Commission of Uganda (JSC). The objectives of the study were to review on the level of Records management and print based practice in the JSC of Uganda in analysing its security and accessibility, to design a framework for the implementation of EDRMS with an emphasis on security and accessibility in the JSC of Uganda, to identify key challenges to EDRMS implementation in the JSC of Uganda. To make the above achievable, the study adopted case study research design for the study. The study involved twenty-four (24) participants where 12 participants were adopted to as the sample size for the study. The data collection techniques employed were questionnaires, semi structured interviews, observational and documentary. For the first objective, evidence show that the JSC registry kept records in the form of personnel and other non- personnel records which comprised letters and reports from the public and other ministries departments and agencies. On the second objective, records management practices were conducted in accordance with Basic Registry Procedures Manual from MoPS that provided an outline of the roles of the records officer. Concerning the third goal, efficient records management practices were established to reduce costs, enhance retention and familiarity of information, and protection of records. For the fourth objective, challenges to the maintenance and ensuring the best standards in records management in the JSC registry included: inadequate staffing, insufficient equipment, inadequate and limited space, and negative attitudes. It was considered appropriate to determine that the practices related to record management of the JSC registry where satisfactory The activities of MoPS complied with the general policies and procedures relating to record management, and there was already a process in place to actively digitize records. The data reveal that the challenges like the lack of equipment, a lack of enough staff, and other resource deficits were critical threats to records management at the JSC registry. The study therefore advocates for enhanced training and awareness of JSC Registry Staff on EDRMS, enhanced funding of the registry as well as recruitment of additional staff in the JSC registry.