UGANDA COLLEGE OF COMMERCE, TORORO

THE IMPACT OF LEGISLATION ON RECORDS MANAGEMENT IN

LOCAL GOVERNMENTS

CASE STUDY: TORORO DISTRICT LOCAL GOVERNMENT

ASWAT MOREEN EVERLINE

UBB058/2018/B/D/A/239

RESEARCH REPORT SUBMITTED IN PARTIAL FULFILLMENT OF

THE REQUIREMENTS FOR THE AWARD OF A DIPLOMA

IN RECORDS AND INFORMATION MANAGEMENT OF

UGANDA BUSINESS AND TECHNICAL

EXAMINATIONS BOARD

(UBTEB)

DECEMBER, 2020
 DECLARATION

I ASWAT MOREEN EVERLINE declare that this research report on the impact of legislation on
records management in Tororo district local government is a result of my own independent
research and has not been submitted to any institution for any award where the work of
others has been consulted and due acknowledgement has been made.

Signature………………….........................

ASWAT MOREEN EVERLINE

UBB058/2018/BDA/239

Date………………………........................

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 APPROVAL

This research report on the impact of legislation on records management in Tororo district local
government by ASWAT MOREEN EVERLINE was carried out under my supervision and is
now ready for submission to UBTEB with my approval

Signature………………………………

Ms. MUTONYI CAROLYN

(Academic Supervisor)

Date…………………………………

iii
 DEDICATION

I dedicate this valuable piece of work to my parents Mr. Obwangori Gasper and Mrs. Akware

Mary for the great support rendered to me that has enabled me to complete my research report

successfully.

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 ACKNOWLEDGEMENT

Above all I thank God for granting me a gift of life, wisdom and Knowledge that has enabled me
to do my training and successfully accomplish it without any serious problem registered.

I appreciate the management of Tororo district local government for allowing me carry out the
research study in their departments.

Special thanks go to Mrs. Mutonyi Carolyn my academic supervisor for his entireness and
unlimited support in equipping me with the necessary academic skills, technical knowledge and
expertise guidance and encouragement during my research study.

Special thanks also go to my parents Mr. Obwangori Gasper and Mrs. Akware Mary for the
support they have given me during my internship training and full education. Not forgetting my
brothers Ekudepu and Sisters Amoit Jane for their endless love and support.

I acknowledge all my friends Omitta Albert, Akire Sarah among others for their good friendship,
love and management that they gave me.

TABLE OF CONTENTS

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DECLARATION.............................................................................................................................ii
APPROVAL...................................................................................................................................iii
DEDICATION................................................................................................................................iv
ACKNOWLEDGEMENT...............................................................................................................v
TABLE OF CONTENTS...............................................................................................................vi
LIST OF TABLE............................................................................................................................ix
LIST OF ACRONYMS...................................................................................................................x
ABSTRACT...................................................................................................................................xi
CHAPTER ONE..............................................................................................................................1
INTRODUCTION...........................................................................................................................1
1.0 Introduction................................................................................................................................1
1.1 Background of the study............................................................................................................1
1.2 Statement of the problem...........................................................................................................3
1.3 Purpose of the study...................................................................................................................3
1.4 Objectives of the study.........................................................................................................3
1.5 Research questions.....................................................................................................................3
1.6 Scope of the study......................................................................................................................4
1.6.1 Subject scope..........................................................................................................................4
1.6.2 Geographical scope.................................................................................................................4
1.6.3 Time scope..............................................................................................................................4
1.7 Significance of the study...........................................................................................................4
CHAPTER TWO.............................................................................................................................5
LITERATURE REVIEW................................................................................................................5
2.1 Legislation.................................................................................................................................5
2.2 Records management.................................................................................................................7
2.2.1 Importance of records management........................................................................................8
2.3 Relationship between Legislation and Records Management...................................................9
2.4 Conclusion...............................................................................................................................11

CHAPTER THREE.......................................................................................................................12
METHODOLOGY........................................................................................................................12

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3.0 Introduction..............................................................................................................................12
3.1 Research design.......................................................................................................................12
3.2 Area of the study......................................................................................................................12
3.3 Study population......................................................................................................................12
3.4 Sample size..............................................................................................................................12
3.5 Sample design..........................................................................................................................13
3.6 Data collection sources............................................................................................................13
3.6.1 Primary data..........................................................................................................................13
3.6.2 Secondary data......................................................................................................................13
3.7 Data collection methods..........................................................................................................14
3.7.1 Observation method..............................................................................................................14
3.7.3 Documentary review.............................................................................................................14
3.7.2 Interview method..................................................................................................................14
3.8 Data collection instruments.....................................................................................................14
3.8.1 Questionnaire........................................................................................................................14
3.8.2 Interview guide.....................................................................................................................15
3.9 Data collection procedure........................................................................................................15
3.10 Data analysis..........................................................................................................................15
3.10.1 Data presentation................................................................................................................15
3.10.2 Data analysis.......................................................................................................................16
3.11 Ethical Consideration.............................................................................................................16
CHAPTER FOUR.........................................................................................................................17
PRESENTATION ANALYSIS, INTERPRETATION AND DISCUSSION OF FINDINGS.....17
4.0 Introduction..............................................................................................................................17
4.1 Response Rate..........................................................................................................................17
4. 2 Background of the respondents..............................................................................................17
4.3 Legislation...............................................................................................................................19
4.4. Records management..............................................................................................................22
4.5 Relationship between legislation and records management....................................................25
4.5 Examining the impact of legislation on records management in Tororo district local
government....................................................................................................................................27

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4.6 Interpretation............................................................................................................................28
CHAPTER FIVE...........................................................................................................................29
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS.................................................29
5.0 Introduction..............................................................................................................................29
5.1 Summary of findings...............................................................................................................29
5.1.1 Summary of findings on legislation......................................................................................29
5.1.2 Summary of findings records management..........................................................................29
5.1.3 Summary of findings on legislation and records management.............................................30
5.2 Conclusions..............................................................................................................................30
5.3 Recommendations....................................................................................................................30
5.4 Limitations...............................................................................................................................31
5.5 Areas for further research........................................................................................................31
REFERENCES..............................................................................................................................32
Appendix A: Questionnaire...........................................................................................................34
Appendix B: Research Budget.......................................................................................................38
Appendix C: Time Frame..............................................................................................................39

LIST OF TABLE

Table 1: Showing the response rate of the respondents.................................................................13

Table 2: Showing on the gender of the respondents......................................................................17

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Table 3: Showing the age group of the respondents......................................................................18
Table 4: Showing the level of education.......................................................................................18
Table 5: Showing response on the length of stay in the organization...........................................19
Table 6: Legislation system is the central record-keeping system for an organization.................19
Table 7: Legislation provides the mandate of the archival authority............................................20
Table 8: There is compliance during legislation............................................................................20
Table 9: Records under Tororo local government under control..................................................21
Table 10: Proper system of financial records provide how well the business is performing........22
Table 11: Records management is essential for decision making which invariably affects the
performance of a business.............................................................................................................23
Table 12: Records management enables the owners to determine whether or not the business is
operating at a profit........................................................................................................................23
Table 13: Records management offer benefits that help you make smart business decisions with
record management........................................................................................................................24
Table 14: Information and records management is often vaguely associated with legislation.....25
Table 15: The advancement in Technology has played important role in improving records
management standards in the local government............................................................................25
Table 16: Legislation as new form of managing records channel has provided firms clear cut
solutions.........................................................................................................................................26
Table 17: Legislation provides alternatives for faster records management of local government.
.......................................................................................................................................................27
Table 18: Spearman’s correlation on the impact of legislation on records management in Tororo
district local government...............................................................................................................28

LIST OF ACRONYMS

UBTEB..............................................Uganda Business and Technical Examination Board

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 ABSTRACT

This research study is about the role of legislation on records management in Tororo district
local government. The purpose of the study is to investigate role of legislation on records
management in Tororo district local government. The objectives of the study are;

a) To establish the contribution of legislation in Tororo district local government.

b) To establish the importance of records management in Tororo district local government.
c) To establish the relationship between legislation and records management in Tororo
district local government

A cross sectional research design was used to get both qualitative and quantitative data from
different departments of Tororo district local government. Furthermore, descriptive research
design was used to describe and examine the obtained data while analytical research design was
used to establish the role of legislation on records management in Tororo district local
government. Data was collected from the management, employees and customers of Tororo
district local government. Sample sizes of 50 respondents who are purposive to the study are
selected. Self administered questionnaires with open ended questions, interviews and
documentary reviews were the instruments of the study and data was analyzed using narration
and tabulation formats.

According to the findings from the study, legislation is a worthwhile venture to expertise and
put in more resources to enhance and frame better records management and other district and
government departments shared the same strategies for their better being and optimism.

Tororo district local government should be able to train its staff under legislation so as to
stimulate its records management. Therefore, the administration and other performance experts
should realize that legislation is not all Tororo district local government needs to perform well,
but there are other factors that need to be considered and if integrated with administrative
strategy will yield and ascertain the synergy of resource

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 CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter contains the background of the study, statement of the problem, purpose of the
study objectives of the study, Research questions, and scope of the study and significance of the
study.

1.1 Background of the study

Kennedy (2010) asserts that legislation is a set of binding principles and rules stipulated through
formal mechanisms to grant power, confer rights and specify limits that regulate the conduct and
behavior of a society. Legislation and records legislation establishes the legal and administrative
base that allocates functions, power and responsibilities among accountable bodies within the
country, and express the rights and expectations of citizens with respect to recorded information
and documentary heritage.

Chibambo (2013), contends that the varied history, legal tradition and experience in different
countries have no doubt created differences in the content, interpretations and applications of
legislation. However, we all have same need for clear, updated and workable legislation to
protect and provide access to legislation and to cater for new development and changes such as
technological innovations, new social or business orientations and new related laws that have
competing priorities and emphasis.

Records management are defined as the field of management responsible for the efficient and
systematic control of the creation, receipt, maintenance, use and disposition of records, including
the processes for capturing and maintaining evidence and information about business activities
and transactions in the form of records(international organization for standards, 2011).

Chinyemba (2015), asserted that “proper records management involves establishing systematic
controls of every stage of the records life cycles in accordance with established principles and
accepted models of records management”. Practicing proper records management leads to good
public management because government activities are based on access to information contained

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in records. one can imagine a country without the records of birth and citizenship, property
ownership, health, social grants, etc. without the records, government will not be able to address
issues such as poverty, crime, social grants, AIDS, land rights and even the provision of basic
services (water and electricity) .therefore a government department can only act and make
decisions if it has adequate information of its fingertips.

Mnjama, (2015), asserts that although the focus of the publication is succinct legislation
addressing the fundamental issues essential for establishing and maintaining a national archival
authority, many of the archival principles outlined are of general application to public legislation
of provincial level each country, having regard to its own history, legal tradition, administrative.
Culture and social and political reality may have its own ways to achieve the entirely or part of
these archival principles. Whether in reviewing existing legislation or drafting a new law, it is
recommended that only the essential principles and practices should be firmly stated in law. The
more flexible and easily amended regulations and policy directives may be used to facilitate
interpretation and application of the law. Local governments in Uganda have archival legislation
because without proper legislation in archiving legislation at the local government records
information might distort or lost making it difficult for records management (Kennedy, 2014), it
is perhaps attributed to obtain records they easily access them due to inadequate information
systems, lack of appropriate technology, and lack of skilled human resources to manage the
legislation (GOU, 2007).

In the recent world, different governments use legislation when there is a rapid growth of
electronic records and information so that there is government transparency and ready access to
recorded information and the enactment of various new records related legislation in many parts
of the world. According to Ngulube (2015), organizations have taken initiatives to make records
transparent and it is assumed that it is shared mission of every National Legislation to ensure the
creation, identification and preservation of authentic, reliable, and accessible to the largest
possible extent according to the interests of the country and its citizens.

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1.2 Statement of the problem

Records and legislation is considered as an essential component of the wider legislative base of
accountable and effective in a government. The issues of outdated records and archival
legislation have not been given enough prominence in Uganda especially Tororo district Local
Government where the laws are in place. Despite the above, not much is done to ensure its
implementation and effective functioning. The absence of legislation and the existence of
ineffective and outdated laws have affected how records are managed (GOU, 2010).

Many developing countries have neither weak laws nor inactive legislative provisions to promote
good records and legislation management. Secondly, not much effort have been made to engage
legal and policy makers on the need and value of functional legal and policy provisions for
records and legislation management. This has prompted the researcher to find out the impact of
legislation on records management in Tororo district local government.

1.3 Purpose of the study

The purpose of the study was the impact of legislation on records management in Tororo district
local government.

1.4 Objectives of the study

The study was to establish the following objectives,

i To examine the significance of legislation in Tororo district local government.

ii To find out the importance of records management in Tororo district local government.
iii To determine the relationship between legislation and records management in Tororo
district local government.

1.5 Research questions

The study was guided by the following research questions.

i What are the significances of legislation in Tororo district local government?

ii What is the importance of records management in Tororo district local government?
iii What is the relationship between legislation and records management in Tororo district
local government?
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1.6 Scope of the study

1.6.1 Subject scope

The research study was carried out in Tororo district local government.

1.6.2 Geographical scope

The research study was carried out in Tororo district local government along Malaba road.

1.6.3 Time scope

The study covered the period ranging from 2000-2016 because this period is enough for the
researcher to obtain the required data for the study.

1.7 Significance of the study

The research findings enabled the researcher to be able to submit as one of the requirement for
the award of diploma in records and information management to UBTEB.

The research findings were useful to other researchers who are interested in carrying out further
research on the same study variables.

The research outcome enabled the management of Tororo local government to understand the
importance of legislation and records management which enabled better administration.

The research findings enabled other organizations to embrace the significance of legislation in
relation to records management in the local government setting.

The study also added on the already existing literature on libraries of Uganda College of
commerce, Tororo and UBTEB.

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 CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

This chapter contained the literature review of different scholars on legislation and records
management and relationship between legislation and records management and its conclusion.

2.1 Legislation

Rodriguez (2008) contends that legislation is closely associated with the management of current
records and decisions about their creation, maintenance, access and disposal. This is especially
true in dealing with electronic records whose authenticity, reliability, usability and durability
hinge upon proper system planning even before the records are created, and their sound
management thought the life cycle. A country may choose to tackle issues relating to records and
legislation in a single piece of legislation or in several laws. Some may extend the mandate of the
National Legislation to include certain management aspects of records in their active stage.
Others may prefer an integrated approach by establishing a National Records Administration
with Jurisdiction over the management of records in continuum. Regardless how the legislation
is shaped, the factors to be addressed demand clarity and consistency. Moreover, to ensure that
the legislation is accurately interpreted, it should include clear definitions of all the technical
terms used

Schaudor (2010),notes that the legislation provides the mandate of the archival authority, sets out
the rules for its operation, defines what part of the collective memory of the country should be
retained and preserved, and for whom under what conditions the preserved records could be
made available. Although some may argue that legislation does not necessarily ensure
compliance, without the elements of an archival authority being clearly established by law, the
identification, preservation and access to archival heritage will not be certain.

Legislation may make a distinction between records and legislation. Records may sometimes be
synonymous with documents (Okello-obura, 2008). In some countries records are defined as
recorded information regardless of its form or medium created, received and maintained by an
agency, institution, organization or individual in pursuance of its legal obligation or in the

5
transaction of business that they take part or as evidence of such. Legislation may refer to
records under the control of the authority designated by the legislation or as records selected for
permanent preservation because of their continuing value. Generic term may sometimes be used
for both records and legislation with a distinction made between current and historical records.

Magara (2012) asserts that legislation must define the scope of the bodies to which it applies.
Legislation for records or legislation should make clear whether it covers all the bodies of the
government with or without exceptions that discharge the legislative judicial and administrative
functions of the country, and if it also extends to include public corporations, quasi-government
agencies and others that perform public functions. For the latter, a further elaboration of the
scope of the public bodies and quasi- government agencies should be included. Further,
provisions to include, further, provisions to include dissolved public institutions and the
extension of statutory control to new public bodies should also be considered.

Musinguzi (2007), said that in the legislation of the United Kingdom, public bodies included,
“their staff” and “public bodies before or after the entry into force of this Act”. The specific
inclusions provide clarifications of the definition of public record and the breadth of the law.
Sometimes there may be a need to exclude from the legislation certain bodies or certain records.
These should be clearly specified in the legislation.

Musinguzi (2007) adds that another important consideration is how esy it should be to extend the
coverage and exclusion under the legislation and how it should be carried out. If it is the
intention to alter ambit in the future without resorting to amending the legislation or enabling and
exclude bodies and records that it intends to cover.

In the case of disputes between governments and citizens, between organizations and employees,
between different levels of government records are the means for proving or disproving claims or
complaints (IRMT, 2009). Therefore, understanding how to manage records requires
understanding the legal context in which records can and should be created and managed.
Governments use legislation to ensure that its records and legislation are appropriately managed
and preserved overtime for accountability and historical reasons.

According to Chibambao (2013), a good records management framework consists of information

related laws, policies and programmes, records management standards and practices, and

6
practices and the necessary qualified human resources to implement and manage the system. The
legal and policy frameworks ensures a strategic approach to building capacity to capture,
process, store, use, conserve and preservation of records and national heritage.

Parer (2010), notes that records and legislation may be composed of both primary and secondary
legislation, primary legislation (such as acts, decrees and ordinances) is enacted by parliament or
some other supreme legislative authority. Secondary legislation (such as statutory instruments,
rules, regulations is promulgated usually by a minister under powers conferred by the primary
legislation. Records and legislation managers need to ably consult and involved at both primary
and secondary level of the legislation if the implementation is to understood and smoothly flow.
Putting in place legislation and not instituting regulatory mechanisms for their operations is as
good as not having the law. There must also be regulations set to compel both government and
private sector to manage records well.

2.2 Records management

Irwin (2013) described proper records management procedure as one of the ways through which
an organization can keep track of its financial activities in order to ensure proper financial
discipline.

Records management is the recording on a day to day basis of the financial transactions and
information pertaining to a business. It is concerned with ensuring that records of those
individual financial transactions are accurate, up to date and comprehensive. Accuracy is
therefore total to the process (Aremu, 2011).

Chepkemoi (2013) defines records management as the recording of financial transactions, and is
part of the process of accounting in business. Transactions include purchases, sales, receipts, and
payments by an individual person or an organization/corporation
(http://en.m.wikipedia.org/.../bookkeeping)

Records management transactions of an enterprise need to be recorded in the book keeping

books. Some form of recording was essential to all business for the day to day management of
their operations and the fulfillment of unavoidable governmental obligations such as taxation
(Cohen, 2015), it is well known that inadequate records keeping is frequently associated with

7
failures in local government even if it’s not the direct challenge of poor reports. For local
governments record keeping can use different methods.

A proper system of financial records management has become an integral part of managing
enterprises in today’s competitors and challenging business environment. A good financial
record keeping enables business organizations to plan properly and also click for
misappropriation of resources of the organization (Ademuko, 2013) explains that keeping proper
books of accounts is essential to the growth and survival of a business.

Olusuyi (2013) asserts that in order to ensure efficiency, effectiveness and the continuing
survival of any business organization. Management must seek for reliable, relevant, accurate and
timely financial information for planning and decision making.

Poor records management or non availability of financial records will lead to resources
mismanagement and poor cash management and this can cause the business to fail. Poor record
keeping makes it difficult to differentiate between business transaction and personal transactions.
It is the responsibility of business owners and managers to avoid using assets of the business for
personal use at the expense of the business (Van Aardt, 2008).

2.2.1 Importance of records management

Padachi, K (2012) emphasized the need for businesses to keep proper financial records and
argued that proper system of financial records provide how well the business is performing and
what decisions are necessary to be made in order to keep the business in the market. Most
businesses are interested in measuring their profitability and to determine the profit, they should
adopt appropriate accounting bases, concepts, principles and standards to ensure the reliability of
its measurements (Mbroh, J.K, 2012).

Accounting records can improve the performance of a business and as (Abdul-Rahaman, 2014)
noted, there is a strong positive relationship between accounting records management and
performance of a business. Records management is essential for decision making which
invariably affects the performance of a business. If an organization does not keep proper books
of accounts, they would not be able to know whether their businesses are growing or not.

8
Samuel, O.J (2012) explains that records management enables the owners to determine whether
or not the business is operating at a profit and whether the business was able to meet its
commitment as they fall due. With cash management, you are able to account for every dollar
and cent of your business spends. In “Book keeping for Dummies” the author stresses the
importance of creating a financial paper trail for your business (Rathnasiri, 2014). Record
keeping provides the cash management you need to create a financial paper trail.

Michelle (2000) argues that records management offer benefits that help you make smart
business decisions with record management; you can identify money making opportunities,
avoid cash flow problems, and find ways to increase income or decrease spending. Aybar (2000)
explains that no matter what type of business you have, compliance with business tax laws is a
must. Certain benefits of record keeping, depending upon your situation, includes the ability to
pay income taxes, pay roll taxes, worker’s compensation and sales taxes.

Record management is a fundamental activity of public administration. Without records there

can be no rule of law and no accountability. Public servants must have information to carry out
their work, and records represent a particular and crucial source of information (Ngoepe, 2004).
Records provide a reliable, legally verifiable source of evidence of decisions and actions. They
document compliance or non-compliance with laws, rules, and procedures. Governments can no
longer justify taking action with little or no reference to past performance or future goals. Nor
can they justify parallel or duplicate services when they can combine services and reduce costs.
Client service, quality performance of tasks, and measurable outcomes are increasingly
important responsibilities, and these aspirations all depend on accessible and usable records.

2.3 Relationship between Legislation and Records Management

According to Dearstyne (2008), legislation is often vaguely associated with records management
in an organization. It is recognized that it represents an unglamorous and time consuming
activity. Because of this, many organizations are guilty of delaying the implementation of tactics
to control records. Moreover, there is an air of the invisible to records: for the most part,
problems are evident only to those staff members who work closely with them, and the depth and
seriousness of shortcomings is often concealed, even from management level staff members who
may participate in the management of records in a limited way.

9
The advancement in Technology has played important role in improving legislation standards in
the public organizations to improve on records management. In its simplest form, archives allow
managers access data easily. With on legislation, individuals can check their information and
make payments without making manual receipts (Amedu, 2015).

Customer expectation in terms of savings and other key factors have increased dramatically in
recent years, as a result of the promise and delivery of the internet to stimulate saving. The
growth in the application and acceptance of internet-driven technologies means that delivering an
enhanced service is more achievable than ever before. However it is also more complex and
fraught with potential costs and risk. The internet introduces customer savings to new perception
of business time as always “an available 24/7, and demanding an urgent and rapid response
(Shittu, 2010).

Yang and Fang (2014), stated that legislation provide alternatives for faster records management
of public organizations. The increasing popularity of legislation has attracted the attention of
both legitimate and illegitimated archive practices.

Demsetz (2007), states that legislation will document the responsibilities of agency personnel
and agency directives as regards records management. The legislation policy will document the
possibilities of agency personnel regarding records management since it will ensure that the
responsibilities and directives documented in them are consistent with each other.

Records management is still poor due to technologies support, poor archives, lack of enough
computers, lack of funds to purchase the necessary equipments from archiving to maintain
proper records management) Annual report of Mbale Magistrates Court, 2016).

Legislations also protect citizens rights such as their rights to ownership of land, document
through land registration records or their rights to pensions documented through employee or
personnel records (Chacharge, Aigulube and Stilwell, 2016). For example, the department of
land affairs in South Africa relies on how well records generated by the department during land
seizures were organized and managed in order to process land as a result of incorrect or lack of
authentic records or failure to retrieve records.

10
Proper records management results in good legislation because the product that is transferred to a
legislation repository is maintained according to its original order as in line with the principle of
respect des funds. However despite the crucial role played by records management as indicated
above there is consensus amongst research that many organizations, including government
departments, pay little attention to the management of records (Chinyemba and Ngulube, 2015).
Rights could be denied or compromised as a result of incorrect or lack of authentic records or
failure to retrieve records.

In South Africa, for example, in some cases governments handle recorded information carelessly
without realizing that records constitute a major resources compared to finance, people, money
and equipment (Makhura, 2011; Ngulube, 2014). This implies that if records are not managed
properly in the office of origin; the product transferred to the legislation repository will also be
poor and this will compromise the history of the nation as records would not be easily
retrievable. In this light, it is essential that government departments should implement and
maintains systematic approach to managing records from their point of creation to other ultimate
disposal

2.4 Conclusion

According to the above literature and arguments of various scholars, it is concluded that
legislation of records brings and also leads to better record management in an organization and
leads to riskless transactions majorly public organizations. Records management should be
handled with care to boost customer loyalty and ease the flow of cash in an organization.

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 CHAPTER THREE

METHODOLOGY

3.0 Introduction

This chapter presents the research design, study population, sample size, sample design, data
sources, and data collection instruments, procedures and data analysis.

3.1 Research design

A cross sectional research design was used to get both qualitative and quantitative data from
different departments of Tororo district local government. Furthermore, descriptive research
design was used to describe and examine the obtained data while analytical research design was
used to establish the impact of legislation on records management in Tororo district local
government.

3.2 Area of the study

The area of the study was Tororo district local government located in Tororo district opposite
Kwapa highway next to Tororo Judicial Court.

3.3 Study population

The study population was comprised of 50 selected employees in all departments in Tororo
district local government consisting of accounts, records departments, clients and community,
human resource and top management.

3.4 Sample size

A sample of 44 respondents was used in reference to Krejcies & Morgan (1970). These included
4 administrators, 11 records officer, 9 accounts officers and top managers, 10 heads of
departments, 2 human resource and 8 community members

12
Table 1: Showing the response rate of the respondents

Respondents Target population Sample size

Administrators 5 4
Records officers 13 11
Accounts and finance 10 9
Heads of department 11 10
Human resource 2 2
Community members 9 8
Total 50 44
Source: Primary data

3.5 Sample design

The researcher used purposive sampling to select management and employees, this was used to
ensure that the information is got quickly fairly and with accuracy also a combination of strategic
and systematic sample method was used to select the members and other users of Tororo district
local government. This was used in order to avoid getting unbiased information.

3.6 Data collection sources

The researcher used both primary and secondary data sources to obtain data for the role of
legislation on records management in public organization.

3.6.1 Primary data

The researcher collected data from Tororo district local government because it gave first hand
information that is reliable and accurate using questionnaires given to the managers, records
officer and other departments.

3.6.2 Secondary data

The data was obtained from compiled reports, journals, text books and previous research of
successful researchers. This was aimed at supplementing on the primary data to enable the
researcher obtain more information.

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3.7 Data collection methods

Data from the field was collected using a number of methods which include the following

3.7.1 Observation method

The researcher observed the state of legislation and records management. The method therefore
enables the researcher to obtain first hand information

3.7.3 Documentary review

This is where the researcher used documents such as brochures, manuals, reports, journals and
others to obtain data for the study. The researcher visited the library of the municipality, records
department and view different documents so as to obtain data. The researcher used documentary
review because it saves time in providing the study data.

3.7.2 Interview method

This method of data collection is where a researcher is brought into contact with the respondent
and asks him or her various questions about the subject under study.

The researcher carried out face to face interaction with the respondents in order to obtain
information that was relevant and adequate to this research. The researcher used this method
because it brings first-hand information and no bias data collected

3.8 Data collection instruments

Data from the field was obtained using the following tools.

3.8.1 Questionnaire

A questionnaire is a reformulated written set of questions to which respondents record their

answers usually within a rather closely defined alternative. This is a method of data collection
where questionnaires are sent to persons from the case study concerned with the questions to
answer the questions and to return the questionnaires to the researcher.

It can be a form of containing series of questions and providing spaces for answers which contain
both open ended for respondents who are to meet face to face by the researcher like top
managers of Tororo district local government. The research used the method because it gave

14
first-hand information and the respondent is able to take his or her own time to answer the
questions.

3.8.2 Interview guide

These are questions designed by the researcher to be used during face to faces interview when
collecting data. The researcher asked the respondents of Tororo district local government
questions using interview schedule designed. This method will be used because it has the
following advantages. First-hand information is got, questions were designed in an easy way for
the interviewee to answer and many people could be interviewed to get enough data or
information.

3.9 Data collection procedure

The researcher identified a research topic as the impact of legislation on records management in
Tororo district local government and submitted it to the supervisor for approval then she wrote a
proposal that guided her in writing the questionnaire and interview guide. She then got an
introductory letter from the research coordinator of Uganda College of commerce, Tororo which
she presented to the management of Tororo district local government for permission to obtain
data in their firm. The researcher distributed the questionnaires to different respondents and
picked them later when fully filled and then compiled, analyzed and computed the data in
organized manner. The first draft of research was compiled and submitted to the supervisor for
approval and after approval with few adjustments the final copy was compiled, binds and
submitted to the supervisor who in turn handled to the research supervisor for final submission to
UBTEB.

3.10 Data analysis

3.10.1 Data presentation

The primary data was collected from the respondents by the use of the questionnaire which
coded from the analysis, this was them be processed by the use of frequency tables, each
questionnaire was ranked fro consistence, accuracy and editing carried out soon after the
interview defected in consistence

15
3.10.2 Data analysis

The data collected was sorted, scrutinized, coded and presented using frequency tables, and
graphs showing the relationship that existed between two variables. The spearman’s rank
correlation coefficient method is expressed with the formula below;

Ƿ= - 6 Σd²
n (n²-1)

Where,

n= number of items observed

d= difference between the ranks

Σ= Summation of values

Ƿ= Spearman’s correlation coefficient value.

3.11 Ethical Consideration

The study respondents were informed of their individual rights to participate in the study by the
researcher prior to the study. The researcher also informed them of confidentiality related to the
research as well as its non disclosure to the public or third parties, for example the hospital
administration. The researcher provided assurances of collected information as it is meant for
majorly academic use and consumption. Therefore, ethical consideration of collected data
involves keeping the chosen study respondents in mind whilst collecting data through the
confidentiality clause inserted by the researcher and accepted as well as signed by the study
respondent.

16
 CHAPTER FOUR

PRESENTATION ANALYSIS, INTERPRETATION AND DISCUSSION OF FINDINGS

4.0 Introduction

This chapter covered the presentation of data interpretation, discussion and analysis of finds
obtained from the field on the topic “the impact of legislation on records management in Tororo
district local government”. It further provides the analysis and interpretations form 44
respondents drawn from the top management and employees. This was guided by the specific
objectives:

i To examine the significance of legislation in Tororo district local government.

ii To find out the importance of records management in Tororo district local government.
iii To determine the relationship between legislation and records management in Tororo
district local government.

4.1 Response Rate

The study was based on the study population of 50 respondents with a response rate of 83.3%
consisting of a cross section of Tororo Local Government respondents. However, the researcher
only managed to get 44 respondents.

4. 2 Background of the respondents

4.2.1 Findings on the gender of respondents.

Table 2: Showing on the gender of the respondents

Responses Frequency Percentage %

Males 26 59.1
Females 18 40.9
Total 44 100
Source: Primary data

From the table above, 26(59.1%) of the respondents were male while 18(40.9%) of the
respondents were females. This revealed that more of the male gender is employed compared to

17
the females in Tororo district local government. This implied that it was agood representation of
the entire population.

4.2.2 Findings on the age group of the respondents

Table 3: Showing the age group of the respondents

Age group Frequency Percentages %

Below 25 years 3 6.8
26-35 years 14 31.8
36-45 years 15 34.1
Over 45 years 12 27.3
Total 44 100
Source; Primary data

From table 3, 3(6.8%) of the respondents were in the age bracket of below 25years, 14(31.8%)
were between 26-35 years, 15(34.1%) were between 36-45 years and 12(27.3%) were over 45
years. Therefore the findings implied that Tororo district local government employs more people
between the age group of 36-45 years. This is the most active group to be able carry on the
organizations activities efficiently.

4.2.3 Findings on the level of education

Table 4: Showing the level of education

Response Frequency Percentage %

Certificate 4 9.1
Diploma 14 31.8
Degree 17 38.6
Masters 9 20.5
Total 44 100
Source: Primary data

Basing on the table above, showed that 4(9.1%) of the respondents had attained certificate,
14(31.8%) of the respondents had gone as far as diploma, 17(38.6%) of the respondents had
attained degree and 9(20.5%) of the respondents attained masters. Therefore this implied that the

18
organization employs more of a certain class because of the ability to carry on organization
work. The high percentage of diploma and degree showed that the organization has skilled
employees on legislation and records management.

4.2.4 Findings on the length of the organization

Table 5: Showing response on the length of stay in the organization

Length Frequency Percentage %

Less than one year 11 25
1-5 years 19 43.2
Over 6 years 14 31.8
Total 44 100
Source: Primary data

According to the table above, it showed that 11(25%) of the respondents had worked between 1-
5 years and 14(31.8%) of the respondents had worked for more than 6 years in the organization.
This therefore implies that the organization had respondents that had worked for a period
between 1-5 years and have skills and experience about legislation and records management.

4.3 Legislation

4.3.1 Findings on whether legislation is closely associated with the management of current
records and decisions about their creation
Table 6: Legislation system is the central record-keeping system for an organization.

Response Frequency Percentage %

Strongly agree 18 40.9
Agree 11 25
Strongly disagree 0 0
Disagree 15 34.1
Not sure 0 0
Total 44 100
Source: Primary Data

19
From table 6, results that 18(40.9%) of the respondents strongly agreed, 11(25%) agreed that
legislation system is the central record-keeping system for an organization while 15(34.1%)
disagreed. This implied that majority of the respondents strongly agreed that legislation system is
the central record-keeping system for an organization.

4.3.3 Findings on whether legislation provides the mandate of the archival authority
Table 7: Legislation provides the mandate of the archival authority

Response Frequency Percentage %

Strongly Agree 19 43.2
Agree 13 29.5
Strongly disagree 0 0
Disagree 5 11.4
Not sure 7 15.9
Total 44 100
Source: Primary data

From table 7; 19(43.2%) of the respondents strongly agreed, 13(29.5%) agreed that Legislation
provides the mandate of the archival authority, 7(15.9%) were not sure and 5(11.4%) disagreed.
This implied that majority of the respondents strongly agreed that Legislation provides the
mandate of the archival authority. This was in line with Schauder (2010) who notes that
legislation provides the mandate of the archival authority, sets out the rules for its operations.

4.3.4 Findings on whether there is compliance during legislation

Table 8: There is compliance during legislation
Response Frequency Percentages
Strongly agree 24 54.5
Agree 16 36.4
Strongly disagree 0 0
Disagree 4 9.1
Not sure 0 0
Total 44 100
Source; Primary data

20
From table 8; 24(54.5%) of the respondents strongly agreed and 16(36.4%) agreed that there is
compliance during legislation, 4(9.1%) of the respondents disagreed. This implied respondents
accepted that there is compliance during legislation. This was in agreement with Schauder (2010)
notes that legislation necessarily ensures compliance.

4.3.5 Findings showing whether records under Tororo local government under control

Table 9: Records under Tororo local government under control

Response Frequency Percentage

Strongly agree 21 47.7
Agree 13 29.5
Strongly disagree 0 0
Disagree 4 9.1
Not sure 6 13.6
Total 44 100
Source; Primary data

The majority of the respondents 21(47.7%) strongly agreed and 13(29.5%) agreed that records
under Tororo local government under control while, 4(9.1%) of respondents disagreed and
government, 6(13.6%) were not sure about the idea. This implied that records under Tororo local
government under control. This is in line with Okello-Obua (2008), the legislation or as records
selected for permanent preservation because of their continuing value.

21
4.4. Records management

4.4.1 Findings on whether proper system of financial record provides how well the business
is performing

Table 10: Proper system of financial records provide how well the business is performing

Response Frequency Percentage %

Strongly agree 22 50
Agree 14 31.8
Strongly disagree 0 0
Disagree 8 18.2
Not sure 0 0
Total 44 100
Source: Primary data

From table 10, results showed in the importance of records management, 22(50%) of the
respondents strongly agreed that proper system of financial records provide how well the
business is performing, 14(31.8%) agreed while 8(18.2%) disagree. According to the majority of
the respondents, proper systems of financial records provide how well the business is
performing. This was asserted by Padachi, K (2012) who emphasized the need for businesses to
keep proper financial records and argued that proper system of financial records provide how
well the business is performing and what decisions are necessary to be made in order to keep the
business in the market.

22
4.4.2 Findings on whether Records management is essential for decision making which
invariably affects the performance of a business

Table 11: Records management is essential for decision making which invariably affects
the performance of a business

Response Frequency Percentage %

Strongly agree 27 61.4
Agree 17 38.7
Strongly disagree 0 0
Disagree 0 0
Not sure 0 0
Total 44 100
Source: Primary data

Results also indicated that 27(61.4%) of the respondents strongly agreed, 17(38.7%) agreed that
records management is essential for decision making which invariably affects the performance of
a business. This implied that records management is essential for decision making which
invariably affects the performance of a business. Abdul-Rahaman (2014) noted that records
management is essential for decision making which invariably affects the performance of a
business. If an organization does not keep proper books of accounts, they would not be able to
know whether their businesses are growing or not

4.4.3 Findings on whether records management enables the owners to determine whether
or not the business is operating at a profit
Table 12: Records management enables the owners to determine whether or not the
business is operating at a profit

Response Frequency Percentage %

Strongly agree 22 50
Agree 13 29.6
Strongly disagree 3 6.8
Disagree 0 0
Not sure 6 13.6
Total 44 100
Source: Primary data

23
Findings showed that 22(50%) of the respondents strongly agreed, 13(29.6%) agreed that records
management enables the owners to determine whether or not the business is operating at a profit
while 3(6.8%) strongly disagreed and 6(13.6%) were not sure. This implied that records
management enables the owners to determine whether or not the business is operating at a profit.
This is in agreement Samuel, O.J (2012) explains that records management enables the owners to
determine whether or not the business is operating at a profit and whether the business was able
to meet its commitment as they fall due.

4.4.4 Findings on whether Records management offer benefits that help you make smart
business decisions with record management

Table 13: Records management offer benefits that help you make smart business decisions
with record management

Response Frequency Percentage %

Strongly agree 23 52.3
Agree 15 34.1
Strongly disagree 6 13.6
Disagree 0 0
Not sure 0 0
Total 44 100
Source: Primary data

Findings also indicated that records management offer benefits that help you make smart
business decisions with record management due to the 23(52.3%) of the respondents who
strongly agreed, 15(34.1%) agreed while 6(13.6%) strongly disagreed about the importance. This
was in agreement with Michelle (2000) argues that records management offer benefits that help
you make smart business decisions with record management; you can identify money making
opportunities, avoid cash flow problems, and find ways to increase income or decrease spending.

24
4.5 Relationship between legislation and records management

4.5.1 Findings on whether information and records management is often vaguely associated
with legislation.
Table 14: Information and records management is often vaguely associated with legislation.

Response Frequency Percentage %

Strongly agree 22 50
Agree 14 31.8
Not sure 5 11.4
Strongly disagree 0 0
Disagree 3 6.8
Total 44 100
Source; primary data

Table 14 showed that 22(50%) of the respondents strongly agreed, 14(31.8%) agreed that
information and records management is often vaguely associated with legislation, 5(11.4%) were
not sure and 3(6.8%) disagreed. This implied that Tororo district local government information
and records management is often vaguely associated with legislation. This was observed by
According to Dearstyne (2008), information and records management is often vaguely associated
with legislation. It is recognized that it represents an unglamorous and time consuming activity.

4.5.2 Finding on whether the advancement in Technology has played important role in
improving records management standards in the local government
Table 15: The advancement in Technology has played important role in improving records
management standards in the local government

Response Frequency Percentage %

Strongly Agree 28 63.6
Agree 12 27.3
Not sure 4 9.1
Strongly disagree 0 0
Disagree 0 0
Total 44 100
Source: Primary Data

25
From table 15, 28(63.6%) of the respondents strongly agreed, 12(27.3%) agreed that the
advancement in technology has played important role in improving records management
standards in the local government, 4(9.1%) were not sure. This implied that the advancement in
Technology has played important role in improving records management standards in the local
government. This is in agreement with Amedu (2005) who stated that the advancement in
Technology has played important role in improving records management standards in the local
government. In its simplest form, legislation allows managers access data easily. With on
legislation, individuals can check their information and make payments without making manual
receipts.

4.5.3 Findings on legislation as new form of managing records channel has provided firms
clear cut solutions.

Table 16: Legislation as new form of managing records channel has provided firms clear
cut solutions.

Response Frequency Percentage %

Strongly agree 27 61.4
Agree 13 29.5
Not sure 0 0
Strongly disagree 0 0
Disagree 4 9.1
Total 44 100
Source: Primary Data

Results showed that 27(61.4%) of the respondents strongly agreed, 13(29.5%) agreed that
legislations a new form of managing records channel has provided firms clear cut solutions,
while 4(9.1%) disagreed. This implied that legislation as new form of managing records channel
has provided firms clear cut solutions. This was in line with Foley (2000) who posited that
legislations new form of managing records channel has provided firms clear cut solutions to the
Inherent disadvantages of traditional financial service practices specially a large volumes of
transactions are successfully carried out because of legislation in contemporary times.

26
4.5.4 Findings on whether legislation provides alternatives for faster records management
of local government.

Table 17: Legislation provides alternatives for faster records management of local
government.

Response Frequency Percentage %

Strongly agree 28 63.6
Agree 12 27.3
Not sure 0 0
Strongly disagree 4 9.1
Disagree 0 0
Total 44 100

Source; primary data

From table 17: results indicated that 28(63.6%) of the respondents strongly agreed and
12(27.3%) agreed that legislation provides alternatives for faster records management of local
government while 4(9.1%) strongly disagreed. This implied that Tororo district local government
used legislation which provides alternatives for faster records management of local government.
This was in line with Yang (2004) stated that legislation provides alternatives for faster records
management of local government. The increasing popularity of legislation has attracted the
attention of both legitimate and illegitimate legislation practices.

4.5 Examining the impact of legislation on records management in Tororo district local
government

The examination of the impact of legislation on records management in Tororo district local
government and was performed using Spearman’s correlation of coefficient which was
performed to establish the relationship between legislation on records management of Tororo
district local government. The correlation was from table 7 about legislation provides the
mandate of the archival authority (x) and table 12: Records management enables the OWNERS
to determine whether or not the Business is operating at a profit. (y), these were ranging from
Strongly Agree (SA), Agree (A), Strongly Disagree (SD), Disagree (D), and Not sure (NS).

27
Table 18: Spearman’s correlation on the impact of legislation on records management in
Tororo district local government

Details Freq. (x) Freq. (y) Rank (x) Rank (y) Differenc Square of difference
e
SA 19 20 1 1 0 0
A 13 19 2 2 0 0
NS 7 5 4 3 1 1
D 5 0 3 4.5 -1.5 2.25
SD 0 0 5 4.5 0.5 0.25
Total 44 44 3.5
Source: Primary data

Ƥ = 1- 6Ʃd²
n (n²-1)
= 1- 6*3.5
5(5²-1)

= 1 - 21

120

= 1 - 0.175

= 0.8

4.6 Interpretation

From the information, it can be observed that there is a very strong positive relationship between
legislation and records management of Tororo district local government with correlation of 0.8.

28
 CHAPTER FIVE

SUMMARY, CONCLUSIONS AND RECOMMENDATIONS

5.0 Introduction

This chapter covered the summary of findings, conclusions, recommendations as based on the
empirical evidence from the field, limitation faced by the researcher during the study and areas
for further research

5.1 Summary of findings

5.1.1 Summary of findings on legislation

Findings indicated that 18(40.9%) of the respondents strongly agreed, 11(25%) agreed that
legislation system is the central record-keeping system for an organization while 15(34.1%)
disagreed. Results indicate that showed that 19(43.2%) of the respondents strongly agreed,
13(29.5%) agreed that Legislation provides the mandate of the archival authority, 7(15.9%) were
not sure and 5(11.4%) disagreed.

Findings also indicate that 24(54.5%) of the respondents strongly agreed and 16(36.4%) agreed
that there is compliance during legislation, 4(9.1%) of the respondents disagreed. Results show
that the majority of the respondents 21(47.7%) strongly agreed and 13(29.5%) agreed that
records under Tororo local government under control while, 4(9.1%) of respondents disagreed
and government, 6(13.6%) were not sure about the idea.

5.1.2 Summary of findings records management

Results showed that the importance of records management, 22(50%) of the respondents strongly
agreed that proper system of financial records provide how well the business is performing,
14(31.8%) agreed while 8(18.2%) disagree. Results also indicate that 27(61.4%) of the
respondents strongly agreed, 17(38.7%) agreed that records management is essential for decision
making which invariably affects the performance of a business.

Findings showed that 22(50%) of the respondents strongly agreed, 13(29.6%) agreed that records
management enables the owners to determine whether or not the business is operating at a profit
while 3(6.8%) strongly disagreed and 6(13.6%) were not sure. Findings also indicated that

29
records management offer benefits that help you make smart business decisions with record
management due to the 23(52.3%) of the respondents who strongly agreed, 15(34.1%) agreed
while 6(13.6%) strongly disagreed about the importance.

5.1.3 Summary of findings on legislation and records management

There was a strong relationship between legislation and records management represented by a
correlation coefficient. This implied that the level of legislation is high whereby legislation will
also be high and improved. From the information, it can be observed that there is a very strong
positive relationship between legislation and records management of Tororo district local
government with correlation of 0.8.

5.2 Conclusions

Records management was seen to increase due to the strong relationship which implied that
records management in Tororo district local government is greatly attributed to due to the
effective legislation aspects carried out by the administration and employees of Tororo district
local government. Improved legislation has greatly improved due to the advent of legislation
forwarded and expertise.

Conclusively, therefore legislation is a worthwhile venture to expertise and put in more resources
to enhance and frame better records management and other district and government departments
shared the same strategies for their better being and optimism.

From the information, it can be observed that there is a very strong positive relationship between
legislation and records management of Tororo district local government with correlation of 0.8.

5.3 Recommendations

Tororo district local government should be able to train its staff under legislation so as to
stimulate its records management.

Therefore, the administration and other performance experts should realize that legislation is not
all Tororo district local government needs to perform well, but there are other factors that need to
be considered and if integrated with administrative strategy will yield and ascertain the synergy
of resource.

30
The benefits from the application of records management should be adequately analyzed. That is
the district’s management should be in position to continuously weigh the benefits of manual
records management.

Management should ensure strict adherence to the district policies and guideline regarding the
application of manual records management. That is employees should execute their duties
following the pre requisites in place.

From the information, it can be observed that there is a very strong positive relationship between
legislation and records management in Tororo district local government with a correlation of 0.8.

5.4 Limitations

The most respondents from Tororo district local government were not willing to give out some
vital data that they considered confidential, however, the researcher overcame this problem by
assuring them the purpose of the study was purely academic.

The exercise required a lot of funds and this made the researcher to take a lot time to accomplish
her research due to insufficient funds during the study. However, the researcher solved this
problem by seeking more financial assistance from friends and other family members.

The researcher also faced a problem of limited literature views on both variables. However, the
researcher solved this problem by consulting other successful researchers and visiting libraries of
neighboring institutions and schools.

5.5 Areas for further research

The following areas have not been addressed by this research report and are therefore open to
any willing research for further studies about legislation

 The relationship between legislation and archival management of an organization

 The effect of legislation on the management of public finances

31
 REFERENCES

Abdul-Rahaman, Rathnasiri, (2014) The Industrial Sector in Ghana’s Economic Development

Process (problems and prospects). Journal of Management Studies. University of Ghana.
Vol. 12 No. 1 March.

Ademuko (2013), Resolution 59(i), 65th plenary meeting, December 14 (Accessed 28 December,
2009)

Chepkemoi, F & Ahmed, I (2013). Transparency and accountability in the public sector in the
Arab region: access to information, transparency and accountability.

Chibambo, M.L.N (2013). Records management: the key to good governance and sustainable
development. Eastern and southern Africa regional of Branch of the international council
on Archives General Conferences on Archives, society and Good Governance.
Mozambique, Maputo; July 22-26

Chinyemba, C (2015), Implementing Access to information: a practical guide for

operationalizing access to information laws, revised ed

Government of Uganda (2007) Annual report

International Records Management Trust (IRMT) (2009), Understanding the context of

Electronic records management, London UK

Magara, E (2012). Building capacity for archives and dissemination of information in Uganda:
Case of study of Uganda Broadcasting Corporation and directorate of information.

Mbroh, J.K (2012). Respectfully quaoted: a dictionary of quotations requested from the
congressional research service (Washington) P 185-186 as cited in vision statement for
federal depository libraries in 21 century

Ministry of public service, Uganda (2008). Records management policy Kampala; Ministry of
public service, Uganda

Mnjama .N (2015). Archival Landscape in Eastern and Southern Africa, Library management,
26(8/9): 457-470

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Musinguzi, B (2007), New home for old records. The East Africa Magazine 1622. The National
Records and Archives Act, 2011, Kampala: Government of Uganda

Okello – Obura, C. (2008). Positioning records and archives education in Uganda: an analysis of
the trend. A paper presented in the first department of information science Archives
Conference UNISA, Pretoria, SA

PareR, D (2010). Archival Legislation for common wealth countries

Schaudor, C and Kenedy, J (2010). Records management: A guide to corporate record keeping,
2nd ed

33
Appendix A: Questionnaire

UGANDA COLEGE OF COMERCE, TORORO

THE IMPACT OF LEGISLATIONON RECORDS MANAGEMENT IN TORORO

DISTRICT LOCAL GOVERNMENT

QUESTIONNAIRE

Dear respondent,

I ASWAT MOREEN EVERLINE a student of Uganda College of Commerce, Tororo, intending

to do research on the “impact of legislation on records management in Tororo district local
government” The information given was treated with utmost confidentiality. No one’s names
were put while compiling the report for this study.

Please tick your appreciate choice.

SECTION A: Background information

Please tick your appropriate choice

1. Gender of the respondents

a) Male b) Female
2. Age of respondents
a) Below 25 years b) 26-35 years
b) c) 36-45 d) above 45 years
3. Level of education

a) Certificate b) Diploma

c) Degree d) Masters
4. Length of services at Tororo district local government.
a) Less than one year
b) 1-5 years
c) Above 6 years

34
SECTION B: Legislation

Please tick the appropriate alternative on the significance of legislation to either SA= Strongly
Agree, A= Agree, D= Disagree, SD= Strongly Disagree, NS= Not Sure

Level Strongly Agree Disagree Strongly Not

agree disagree sure
Legislation is closely associated with the
management of current records and
decisions about their creation
Legislation provides the mandate of the
archival authority
There is compliance during legislation
Do records under Tororo local
government under control

35
SECTION C: Records management

In this section, the researcher seeks to establish the importance of records management in Tororo
district local government.

Please tick the appropriate alternative

Statements Strongly Agree Disagree Strongly Not

agree disagree sure
Proper system of records management
provide how well the business is
performing
Records management is essential for
decision making which invariably affects
the performance of a business
Records management enables the owners
to determine whether or not the business
is operating at a profit
Records management offer benefits that
help you make smart business decisions
with record management

36
SECTION C: Relationship between Legislation and Records Management

Pleases tick the appropriate relationship between legislation and records management in an
organization.

Relationship Strongly Agree Disagree Strongly Not

agree disagree sure
Information and records management is
often vaguely associated with legislation
The advancement in Technology has
played important role in improving
records management standards in the
local government
Legislation as new form of managing
records channel has provided firms clear
cut solutions
Legislation provides alternatives for
faster records management of local
government.
Legislation will document the
responsibilities of agency personnel and
agency directives as regards records
management.

Thank you for your cooperation

37
Appendix B: Research Budget

RESEARCH BUDGET

ITEMS COSTS

Typing and Printing 50,000

Binding 10,00

Transport 50,000

Supervision 100,000

Phone calls 50,000

Miscellaneous 40,000

Grand total 320,000

38
Appendix C: Time Frame

TIMES FRAME

TIME PERIOD ACTIVITY

September 2019 Identification of research problem.

October 2019 Formulation of the research topic and approval

by the academic supervisor.

November – December 2019 Writing of chapter one, two and three

January – February 2020 Writing and distribution of questionnaires in

the case study.

March - October 2020 Covid-19 Lock down

October 2020 Collection of questionnaires from case study

October – November 2020 Writing chapter four and five

November 2020 Approval of the research report by the

supervisor.

December 2020 Submission of the final research report to

UBTEB.

39