ANALYSIS OF RECORDS DISPOSITION PRACTICES AT JINJA PUBLIC LIBRARY

BY

NANDI HAKIMA
116-062102-14979

A RESEARCH SUBMITTED TO THE DEPARTMENT

OF COMPUTER SCIENCE FACULTY OF SCIENCE IN
PARTIAL FULFILLMENT OF THE REQUIREMENTS
FOR THE AWARD OF A DIPLOMA IN RECORDS
MANAGEMENT OF THE ISLAMIC
UNIVERSITY IN UGANDA

1
MAY, 2018

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 CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter will cover the background of the study, statement of the problem, objectives of
the study, research questions, scope of the study, significance and conceptual framework of
the study.

1.1 Background to the study

Institutions create records to support the activities they carry out. However, if these records
are not managed properly, they will not provide the necessary support and information might
be lost causing problems for the institution. To provide an efficient and effective
administration that ensures that institutions run as smoothly as possible, there should be
proper management of records. International Organization for Standardization (ISO) 15489
(2001) explained records management 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 of an information about
business activities and transactions in the form of records.

Mrwebi (2000) indicated that information plays a very vital role in the economic development
of organizations which is essential for any corporate body to function effectively. Information
is every organization’s most basic and essential asset, and in common with any other business
asset, recorded information requires effective management. Institutions produce increasingly
large amounts of information and consequently greater volumes of records, in both paper and
electronic forms. It is essential that information is captured, managed and preserved in an
organized system that maintains its integrity and authenticity as well as fulfilling legal and
financial requirements. According to Shepherd (2006), organizations use records to support
accountability, when they need to prove that they have met their obligations or complied with
the best practice or established policies. An unmanaged record system makes the performance

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of duties more difficult, costs organizations all resources (e.g. time, money etc.) and makes
them vulnerable to security breaches, prosecution and embarrassment.
Rule of law, management of state resources, probity, accountability, foreign relations and the
protection of entitlements and rights of citizens are very critical to every good government.
However, without records, all these would be meaningless (Dzandu, 2009). Important
information of an organization can be lost forever if records are not kept properly especially
when a member who is holding a key position in an organization dies, retires, resigns, travels
abroad, transfer to different department, branch, or campus.

According to Australian National Audit Office, (2012) posits that Organizations need to
develop records management frameworks and systems designed to ensure that records are
managed appropriately. This commences with the creation and subsequent capture of records
in recordkeeping systems, through to their maintenance and use, and ultimately their
destruction. Failure to do so will render it difficult to utilize records efficiently. Records
management involves the systematic control of an organization’s records from their creation
or receipt, through their processing, distribution, organisation, storage and retrieval to their
ultimate disposition (Read and Ginn, 2007). A good records management program will result
in the control over the disposition of records. Despite decades of using non-paper storage
media, paper records continue to escalate. An effective records management program limits
the generation of records or copies not required to operate the business and ensure there is a
system for destroying useless records or retiring inactive records thus stabilizing the growth of
records in all formats.

The emergence and growing importance of an effective records disposition management

system as a means poses new challenges like limited staff knowledge, low priority of records
keeping, lack of clear policies and records management programmes and inadequate standard
operating procedures for managing records disposition (Nengomasha, 2009).

Notwithstanding, for developing countries like Ghana to have effective records disposition
management systems, there is need to strike a balance between conflicting goals, quality of

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records, readiness and willingness of providers in terms of their skill and knowledge and its
related challenges (Walker, Bieber & Richards, 2005).

In spite of the proportion of businesses classified in Uganda, there has been no specific
research into how records distribution practices are managed. Studies conducted previously
on Small Medium Enterprises centre on financial support, business information access,
sources, problems, and ICTs utilization ignoring the management of records and information
among the enterprises (Okello‐Obura, 2011). Therefore, the aims of this study is to evaluate
the impact of records distribution practices in Jinja public library.

1.2 Problem Statement

Records disposition are more pronounced in institutions because accurate, comprehensive and
trustworthy records that provide information about individuals’ well-being are often created
but are not properly managed. This is due to the disorganized arrangement and poor recovery
of records in record facilities which has a detrimental effect on service delivery and decision
making (IRMT, 1999). Although effective records disposition management systems are
crucial for quality decisions and service delivery (Dikopoulou & Mihiotis, 2012), records in
Jinja public library seems not to recognize an effective records disposition practices system
as a key mechanism for attaining the desired goals. It is against this background that this study
seeks to analyse records disposition practices at Jinja public library (Friday October 28 2016
daily monitor).
1.3 Objectives of the study

This study will be guided by the general and specific objectives of the study.

1.3.1 General objective of the study

The general objective of the study is to analyse the impact of records disposition practices in
Jinja public library.

1.3.2 Specific objectives of the study.

i. To identify Records disposition methods in Jinja public library

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 ii. To establish the challenges faced in Records disposition management in Jinja public
library
iii. To determine the strategies to improve on Records disposition management in Jinja
public library
1.4 Research questions

This study was guided by the following research questions:

i. What are the Records disposition methods in Jinja public library?

ii. What are the challenges faced in Records disposition management in Jinja public
library
iii. What are the strategies to improve on records disposition management in Jinja public
library?
1.5 Scope of the study

1.5.1 Content Scope

The scope of the study will be limited to analyzing records disposition practices in Jinja
public library. The study will establish Records disposition management practices, establish
the challenges faced in Records disposition management and determine the strategies to
improve on Records disposition management in Jinja public library.

1.5.2 Geographical Scope.

The study will be conducted in Jinja public library. The library is located on Speke Avenue,

Nalufenya Estate, Jinja municipality Uganda in eastern Uganda.

1.5.3 Time scope

The time frame for this study will be six months between March to August, 2018. This is to

enable the researcher to get enough data about the study.

1.6 Significance of the study

The following are the anticipated significances of the study

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This study is important for government, policy makers, records institutions, records
professionals and researchers. This is because the study will provide solution to the challenges
of records disposition practices in Jinja public library.

The findings from the study will also provide useful information to governments and policy
makers for the formulation of records management legislations, regulations and policies both
at the national and corporate levels to help ameliorate the challenges that records institutions
encounter when managing records throughout its life cycle.

Finally, the findings would serve as a source of reference for future researchers who wish to
conduct studies on records management.

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 CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

This chapter reviews related literature in line with the specific objective of the study include
Identifying Records disposition management practices, establishing the challenges faced in
Records disposition management and determining the strategies to improve on Records
disposition management practices in Jinja public library.

2.1 Definition of operational terms

Records: Records are defined as “information created, received, and maintained as evidence
by an organization or person, in pursuance of legal obligations or in transaction of business”
(International Standards Organization 2001).

Electronic Records: Electronic Records refer to “records that are dependable on the relevant
machines for access or reading that is computer hardware and software such as database”
(Tafor, 2003).

Records Management: Records Management is the “field of management responsible for the
efficient and systematic control of the creation, capture, receipt, maintenance, use and
destruction or preservation of records, as well as maintaining evidence of information about
business daily activities and transactions in the form of records” (International Standards
Organization 2001).
Decision Making: Decision Making is “identifying and selecting a course of action among
alternatives to solve a specific problem” (Vander Waldt, 2001).

Records Creation and Capturing: Records Creation and Capturing is “developing

consistent rules to ensure integrity and accessibility, deciding on systems to log and track
records, and procedures for registering, classifying and indexing” (Yusof & Chell, 1999).

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Records Retention: Records Retention is the length of time set for retaining records before
disposal by the government body. Records retention is the records disposal (destruction or
transfer to archive custody) time frame set by the organization (National Archives and
Records Service of South Africa, 2006).

2.2 Methods of records disposition

Findings from the study carried out by Gama (2010) revealed that burning is the mostly used
disposal method, in this study burning was the least used method of disposal. However, it was
apparent that due to the absence of an update records retention schedule records in the
MESTVEE were rarely transferred to the records center or archives resulting in semi-current
and non-current taking up space for active records.

Barata, (2001) opines that there are two schools of thought regarding records management.
The first is that a record is created, used for so long as it has value, appraised and is then
disposed of by destruction such as shredding, burning or by transfer to a records center or an
archival institution for permanent preservation. While the records continuum concept
recognises that four actions i.e.: identification; intellectual control; provision of access; and
physical control continue or recur throughout the life of a record.

Marutha, (2011) is of the opinion that records are transferred to a less expensive storage sites
within the organisation or to an external records storage facility called an archives. The
records life cycle is an important concept as it shows that many interrelated parts must work
together for an effective records and information management program.

Disposal involves sending records from the office of origin to the records centre or the
archival repository or destroying them under secure conditions if they are obsolete while
Destruction is the disposal of records of no further value by incineration (burning),
maceration, pulping, shredding or another secure method (IRMT 1999:101-105).

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Records Disposition is the stage of records management in which records are either destroyed
or transferred to archive repository for permanent preservation as required or planned in the
retention schedule (Horsman 2001:16). The disposal of records is also one of the important
operational activities in managing records properly. It is all about retaining, deleting,
transferring or destroying records by shredding, burning etc. after the decision about appraisal
is taken. The process of disposal includes actions such as records appraisal, sentencing,
destruction or transfer of records to National Archive repository (State Records New South
Wales 2004).Sentencing describes the process of identifying and classifying records according
to the disposal schedule and applying the disposal action specified in it, e.g. destroy after 7
years from date of last action. Together, appraisal and sentencing help agencies to identify
how long individual records should be retained (State Records New South Wales 2004).

After the retention period indicated in the records and retention period has elapsed, records
are disposed of either by shredding or by transfer to a permanent storage place. Records are
transferred to a less expensive storage sites within the organisation or to an external records
storage facility called an archives. The records life cycle is an important concept as it shows
that many interrelated parts must work together for an effective records and information
management program (Marutha, 2011; Read and Ginn, 2007).

Saffady, (2011) states that deciding which records are to be kept and for how long, or which
records should be destroyed or archived are critical decisions to be made by any organisation.
An enterprise should provide secure and appropriate disposition for records that are no longer
needed to be kept, requiring approved policies and procedures. One may question whether
organizations have such policies and procedures for records retention and destruction, or if
records are retained or destroyed in a more haphazard manner.

Ngoepe (2014) in support of MoReq’s view that the organisation needs to develop a retention
and disposal schedule that will guide them “to govern the retention and eventual fate of

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records from on-going operation”. This is the reason why Chinyemba and Ngulube (2005)
confirm that “a records retention and disposition schedule is crucial to the management of
records of the organisation”. The schedule will guide the organisation on the period of
retaining the records and the way in which each category or class of records should be
disposed of either by burning, shredding or by transfer. The records retention tables give a
procedure to the organisation as to how and when to move inactive records to inactive storage
and destroy records that have no organizational value.

Records may be retained and disposed of in classes, files, sub-files and volumes. According to
the requirements of the organizational business that created such records, shortage of filing
space is always considered fundamental in the government bodies (Chaterera, Ngulube and
Rodrigues 2014). Yet, according to the study by Ngoepe (2014) on records management
models in South Africa, most government bodies are still lingering around in terms of records
disposal. For instance, Ngoepe stated that most government bodies had no ability or
knowledge to distinguish archival value records from the ephemeral records and no disposal
authority was issued from the National Archives for ephemeral records destruction.

2.3 Challenges faced in Records disposition

Coetzer (2012) reiterates that records management programmes in Africa were plagued with
various challenges and problems, due to the inability of registries and national archival
institutions to perform their roles effectively. Some of the common challenges include a lack
of records management plan; inadequate knowledge about the importance of records
management for organizational efficiency; no legislation, no policies and procedures, lack of
central ability to manage records, understaffing of records management units; poor records
security and access control; no budget for records management; no records retention and
disposal policy and no records movement control techniques (IRMT, 1999:179).

Mnjama (2003) notes that the state of poor records keeping practices can be explained by:

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Failure to hire competent and qualified staff in the area of archives and records management;
Failure to provide adequate storage facilities, thus causing registry staff to lose morale and
motivation; failure to encourage training in the area of archives and records management;
failure to provide financial and administrative support to those involved in registry work;
failure to provide close supervision of those engaged in registry work; failure to implement
various recommendations on the management of records; and emphasis on the introduction of
information and communication technologies as a means of solving information management
problems at the expense of developing paper‐based records management systems.

In most enterprises, the problems of Records and Information Management (RIM) are made
more complex by records creators being largely unaware of the importance of their effective
management when creating them. Lack of sufficient funding and infrastructure, particularly
for ICT, is a continuing impediment to effective RIM in African countries. There is also the
problem of lack of staff and appropriate training because there is virtually no money in the
budget of many enterprises to train records staff. The international standard for the
development of records management programmes.

According to Chachage and Ngulube (2012), among the problems of RIM in business
enterprises is the lack of policies for the management of records, and management support for
the records programme. Whether large or small, policies for RIM are important as they
provide a roadmap to effective and efficient RIM within the enterprise.

The International Records Management Trust (2003) pointed out that among other challenges
identified in most African countries; there were no records retention and disposition policies
in the region. This was evident in a study by Balasu (2009) that there was no public sector
organization in Ghana that applied records retention and disposition schedule as they are not
in existence. The author further expatiated that the absence of records retention and
disposition schedule is a serious weakness in the governments’ disposition infrastructure. A
later argument was that once records are no longer needed by their creating agencies,

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archivists must make a final decision about the disposition of records; that is, whether records
merit continued maintenance and preservation in archives or destroyed or disposed of
(Marshall, 2006). Consequently, the delay in authorizing the disposal of records may result in
unnecessary accumulation of records (Mnjama, 2006). According to Atuloma (2011),
information can be maintained in a manner that effectively serves the need of the organization
and any information that are no longer necessary can be efficiently disposed of.

According to Marutha (2011) the most serious administrative problems for records
management are; shortage of filing space; misfiling and missing files; damage to record;
incompetent/unskilled staff; shortage of staff; inadequate budget; Lack of general staff
awareness about the importance of records; Insufficient budget; could be resolved using,
amongst others, proper retention and disposal schedule and training.

Hoyle and Sebina (2008) noted that in Botswana records managers often had no formal
training resulting in severe difficulties. They added records management units were often
viewed as dumping grounds for non-performing or hard to place employees. Similarly ANAO
(2012) established that many agency staff in Australia had not undertaken records
management training for several years, and training was not tailored to meet staff needs. They
observed that this contributed to records management staff not being aware of how to
implement key aspects of records management programme.

2.4 Determine the strategies to improve on Records disposition practices

According to Marutha (2011) records management challenges can be addressed or prevented

through the establishment and implementation of an effective records management
programme.

According to IRMT (1999:80) the quality of any records management programme is directly
related to the quality of the records management staff that operate it. They added that Records
management work must be viewed as a worthwhile profession for those persons who are well

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educated, intelligent and industrious, not as the posting of last resort for those who are
unqualified, incompetent and idle.

Marutha (2011:48) attributed the failure to implement the records management programme in
Namibia to lack of trained records management professionals. Hoyle and Sebina (2007)
emphasized that a significant capacity building exercise was needed in Zambia to bring
records and registry management staff into the era of electronic record and document
management.

Chaterera, (2012) stressed that poor records management practices in Zimbabwe were as a
result of a high rate of staff turnover and lack of staff with records management training.
IRMT (1999:127) posits that all individuals appointed to posts involving records
management, whether or not they already possess a professional, paraprofessional or
specialist qualification, must be trained in the specific policies, procedures and records
systems.

According to Ngoepe (2008) and Külcü (2009) training and upgrading of records
management skills can be achieved through workshops, vendor-sponsored programmes,
orientation and professional seminars and college or university-level courses.

Chaterera, 2013) suggests that there should be massive shift in Information and

Communication Technology (ICT) which can result in the proliferation of electronic records

which can call for new archival and records management practices.

Hoyle and Wamukoya (2007) suggested that new methods of records management were

needed in Tanzania to deal with electronic records within the broader context of basic records

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management principles and standards. They proposed that since electronic document and

records management systems allowed for document sharing and access to records in a

centralized database or digital repository, the concept of the centralized control of filing or

folders system could be employed as part of the transition to electronic business processes.

CHAPTER THREE

METHODOLOGY

3.0 Introduction

This chapter presents the methodology that the study will follow. It explains the design; study

area; population study, sample size, sampling techniques and procedure, data collection

instruments, validity and reliability of instruments, research procedure and data analysis

techniques that will be used in conducting the study. This chapter will elaborate on how and

why the selected techniques are to be used with reasons for why other alternative methods

were used in the study.

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3.1 Research design

This study will be descriptive in nature, analyzing the records disposition practices at Jinja

public library. Descriptive studies, through their exploratory nature, provide the opportunity

to increase the understanding of records disposition practices used in public libraries.

Howell, (2002) (1999) emphasizes the purpose of descriptive research as determining and

reporting the way things are. This study will fit within the provisions of descriptive survey

research design because the researcher will collect data and report the way things are.

3.2 Study Population

The population is defined as all the members of a real or hypothetical set of people, events or

objects to which a researcher wishes to generalize the results of the research study (Borg and

Gall, 1989). The study population for this study will consist of library staff of Jinja public

library

3.3 Sampling Techniques and Sample Size

3.3.1 Sampling techniques

Oliver (2006:23) asserts that a purposive sample, also commonly called a judgmental sample,

is one that is selected based on the knowledge of a population and the purpose of the study.

Therefore, the researcher will use purposive sampling to get a sample size for library staff

because they are knowledgeable about the study.

3.3.2 Sample size

Sampling means selecting a given number of subjects from a defined population as

representative of that population. Any statements made about the sample should also be true

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 of the population (Orodho, 2002). The sampling technique that will be employed is purposive

sampling technique. The sample size will be selected from the staff members of Jinja public

library.

S/ Category of respondents Population Sample size Sampling Technique

N
1 Librarian 1 1 Purposive sampling

2 Assistant Librarian 1 1 Purposive sampling

3 Library assistants 8 3 Purposive sampling

Total 10 5

The researcher will use purposive sampling technique to arrive on respondents. 1 librarian, 1
assistant librarian and 3 library assistants are going to be selected purposively from Jinja
public library basing on their seniority, familiarity and experience in records and information
management.

3.4 Instruments for Data Collection

The main tools of data collection for this study will be questionnaires

3.4.1 Questionnaire

The questionnaire will be used for data collection because it offers considerable advantages in

the administration such as simultaneously and provides the investigation with an easy

accumulation of data. Gay (1992) maintains that questionnaires give respondents freedom to

express their views or opinion and also to make suggestions. It is also anonymous. Anonymity

helps to produce more candid answers than it is possible in an interview. The questionnaire

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will be used to collect data from library staff of Jinja public library. The questionnaire will

comprise of both close-ended and open-ended items.

Non complying respondents will be told why the information is being collected and how the
results will be beneficial. They will be asked to reply honestly and be told that if their
response is negative this is just as useful as a more positive opinion. If possible the
questionnaire should be anonymous.

3.5 Reliability and Validity of instruments

3.5.1 Validity

The researcher will seek assistance from the supervisor, who, as an expert in research, will

help to improve content validity of the instrument.

3.5.2 Reliability

Reliability of the research instruments will be determined through pilot-testing before use.

Mugenda and Mugenda (2003) define reliability as a measure of the degree to which a

research instrument yields consistent results or data after repeated trial. The study will

conduct a pilot study to enable the researcher to assess the clarity of the questionnaire items

so that those items found to be inadequate or vague be modified to improve the quality of the

research instrument thus increasing its reliability.

3.6 Data Analysis

After data collection, the researcher will conduct data cleaning, which will involve
identification of incomplete or inaccurate responses. After data cleaning, the data will be
coded and entered in the computer for analysis using the Statistical Package version 20.0 for

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Social Sciences (SPSS). The results of data analysis will be presented using frequency
distribution tables.
This study will yield both qualitative and quantitative data. Qualitative data will be analyzed

qualitatively using content analysis based on analysis of meanings and implications emanating

from respondents information and documented data. On the other hand, quantitative data will

be analyzed using various statistics. Simple descriptive statistics will be employed to analyse

quantitative data. The statistics will include frequency counts and percentages.

3.7 Ethical considerations

Jowell (1986:43) observes that ethical considerations in research involve outlining the

content of research and what would be required of participants, how informed the

respondents are and confidentiality of the respondents ensured. It concerns about the

protection of respondents’ autonomy, maximizing good outcomes while minimizing

unnecessary risk to research assistants. In conducting the study, therefore, explanations

about the study aims will be made to the respondents, so as to obtain their informed consent.

Anonymity of the respondents will be assured and the data provided will be treated with

utmost confidentiality. As such, the respondents will participate in the study voluntarily and

mention of their names will be avoided.

3.8 Limitations of the study

Funding and time constraints because the fact that being her first time to carryout research,
the researcher expects to meet financial challenges and might not be able to keep the scope
of time allocated for research to get finished.

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 CHAPTER FOUR

DATA PRESENTATION, ANALYSIS AND DISCUSSION OF THE FINDINGS

4.0 Introduction
In this chapter, data regarding analysis of records disposition practices at Jinja public library
was presented, analyzed and discussed. The presentation was arranged in line with the
specific objectives that guided the study, including identifying records disposition methods,
establishing the challenges faced in records disposition management and determining the
strategies to improve on records disposition management in Jinja public library. However, the

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background characteristics of respondents were presented first to provide a clear picture of the
nature of people that participated in the study.

4.1 Demographic characteristics of respondents

4.1.1 Age of the respondents

The researcher requested to know the age bracket of all the selected respondents and their
responses were as indicated in the table 4.1 below

Table 4.1: Showing age bracket of the respondents

Frequency Percentag Valid Percentage Cumulative %

e
31-35 3 60.0 60.0 60.0
36-40 1 20.0 20.0 80.0
Valid
40 and above 1 20.0 20.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)

According to table 4.1 3 (60%) of the respondents were in the age bracket 31-35 years, 1
(20.0%) were between 36-40 years and another 1 (20.0%) were 40 and above years.

4.1.2 Level of education of the respondents

When respondents were asked about their level of education, their responses were as indicated
in table 4.2 below.

Table 4.2: Showing level of education of the respondents

Frequency Percentage Valid Percentage Cumulative %

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 Masters 1 20.0 20.0 20.0
Degree 2 40.0 40.0 60.0
Valid
Diploma 2 40.0 40.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)
According to table 4.2 above, 1 (20.0%) of the respondent was a masters holder, 2 (40.0%)
were degree holders, 2 (40.0%) of the respondents were diploma holders.

4.1.3 Gender of the respondents

When the researcher asked the respondents about their gender, their responses were presented
as indicated in table 4.3.
Table 4.3: Showing gender of the respondents

Frequency Percentag Valid Percentage Cumulative %

e

Male 2 40.0 40.0 40.0

Valid Female 3 60.0 60.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)
Reflecting upon table 4.3, 2 (40%) of the respondents were male, 3 (60%) were female. This
therefore indicates that there are many female staff than the male counterparts managing
records at Jinja public library.

4.1.4 Experience of the respondents

When the researcher asked the respondents about their work experience in Jinja public
library. their responses were presented as indicated in table 4.3.

Table 4.4: Showing experience of the respondents

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 Frequency Percentag Valid Percentage Cumulative %
e
Less than one year 1 20.0 20.0 20.0
1-5 years 2 40.0 40.0 60.0
Valid 5-10 years 1 20.0 20.0 80.0
10 years above 1 20.0 20.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)
Reflecting upon table 4.4, 1 (20%) of the respondents had served for less than one year, 2
(40%) had served for 1-5 years, 1 (20%) had served for a period between 5-10 years and 1
(20%) of the selected respondents had served for over 10 years and above in Jinja public
library.

4.2 Records disposition methods

This section is premised upon Records disposition methods. It focuses on the records
disposition methods like, shredding, burning, dumping and transfer of records to archive
repository in Jinja public library.

4.2.1 Shredding
When respondents were asked whether they carryout shredding, their responses were as
presented in table 4.5. Below:

Table 4.5: Showing respondents consent to shredding method in Jinja public library
Frequency Percentage Valid Percentage Cumulative Percentage
Valid Yes 5 100.0 100.0 100.0
Source: Primary data (2018)
Reflecting upon table 4.5, all respondents agreed that shredding method is carried out at Jinja
public library.

4.2.2 Burning
When respondents were asked whether they carryout burning, their responses were as
presented in table 4.6.

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Table 4.6: Showing respondents’ consent to appraisal method in Jinja public library.

Frequency Percentag Valid Percentage Cumulative %

e
Agree 4 80.0 80.0 80.0
Disagre
Valid 1 20.0 20.0 100.0
e
Total 5 100.0 100.0
Source: Primary data (2018)
Reflecting upon table 4.6, out of the 5 respondents purposively selected because of their
familiarity in field of records management, 4 (80%) of them responded in affirmative. They
were of the view that they carryout burning of records. However, 1 (20%) respondent
responded in a negative perspective indicating that he or she has never carried out or seen
records being burnt at that premise, this could be that this staff is still inexperienced
regardless of the fact that it was a purposive sample.

4.2.3 Dumping
When respondents were asked whether they carryout dumping, their responses were as
presented in table 4.7.
Table 4.7: Showing respondents’ consent to dumping of records in Jinja public library.

Frequency Percentage Valid Percentage Cumulative %

Valid Agree 5 100.0 100.0 100.0
Source: Primary data (2018)
According to table 4.7, out of the 5 respondents purposively, all of them responded in
affirmative. They were of the view that they carryout dumping of records which have served
their value. This therefore implies that the method is effectively practiced in Jinja public
library.
4.2.4 Transfer of records to archive repository
When respondents were asked whether they carryout transfer of records to archive repository,
their responses were as presented in table 4.8.

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Table 4.8: Showing respondents’ consent to transfer of records to archive repository in
Jinja public library.

Frequency Percent Valid Percent Cumulative Percent

Valid Agree 5 100.0 100.0 100.0

Source: Primary data (2018)
According to table 4.8, out of the 5 respondents purposively, all of them responded in
affirmative. They were of the view that they carryout transfer of records to archive repository.
This therefore implies that the method is effectively practiced in Jinja public library.

4.3 Challenges faced in Records disposition

This section focuses on the challenges faced in records disposition like, failure to provide
financial and administrative support to those involved in keeping records, failure to provide
close supervision of those engaged in keeping records, failure to emphasize the introduction
of information and communication technology, no records retention and disposal schedule in
Jinja public library.

4.3.1 Failure to provide financial and administrative support to those involved in

keeping records
When respondents were asked whether there are failures to provide financial and
administrative support to those involved in keeping records, their responses were presented in
table 4.9.

Table 4.9: Showing respondents’ consent to failures to provide financial and

administrative support to those involved in keeping records at Jinja public library

Frequency Percent Valid Percentage Cumulative Percentage

Valid Yes 5 100.0 100.0 100.0

Source: Primary data (2018)

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According to table 4.9, out of the 5 respondents purposively selected, all of them responded in
affirmative. They all agreed that there are failures to provide financial and administrative
support to those involved in keeping records. This therefore implies that failure to provide
financial and administrative support to those involved in keeping records is real and it has to
be provided solutions at Jinja public library.

4.3.2 Failure to provide close supervision of those engaged in keeping records

When respondents were asked about failure to provide close supervision of those engaged in
keeping records, their responses were as presented in table 4.10.
Table 4.10: Showing respondents’ views on failure to provide close supervision of those
engaged in keeping records in Jinja public library

Frequency Percent Valid Percent Cumulative Percent

Agree 3 60.0 40.0 40.0
Disagree 1 20.0 20.0 60.0
Valid Uncertai
1 20.0 40.0 100.0
n
Total 5 100.0 100.0
Source: Primary data (2018)

In line with table 4.10, 3 respondents (60%) agreed that there was failure to provide close
supervision of those engaged in keeping records, 1 respondent (20%) disagreed, 1 (20%) of
the respondents was uncertain. This implies to the researcher that indeed there is a problem of
failure to provide close supervision of those engaged in keeping records in Jinja public
library.

4.3.3 Failure to emphasize the introduction of information and communication

technology
When respondents were asked about inadequate shelves, their responses were as presented in
table 4.11.

24
Table 4.12: Failure to emphasize the introduction of information and communication
technology

Frequency Percent Valid Percent Cumulative Percent

Agree 3 40.0 40.0 40.0

Disagree 1 20.0 20.0 60.0
Valid
Uncertain 1 40.0 40.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)

In line with table 4.12, 3 respondents (60%) agreed that indeed there is failure to emphasize
the introduction of information and communication technology, 1 respondent (20%)
disagreed, 1 (20%) of the respondents was uncertain. This implies to the researcher that really
there is a problem of failure to emphasize the introduction of information and communication
technology in Jinja public library

4.3.4 Understaffing
When respondents were asked about understaffing, their responses were as presented in table
4.13.
Table 4.13: Showing respondents’ views on understaffing in Jinja public library

Frequency Percent Valid Percent Cumulative Percent

Agree 1 20.0 20.0 20.0

Disagree 2 40.0 40.0 60.0
Valid
Uncertain 2 40.0 40.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)

25
According to table 4.13, 1 respondents (20%) agreed that understaffing poses a challenge to
records management, 2 respondent (40%) disagreed, 2 (40%) of the respondents were
uncertain. This implies to the researcher that in Jinja public library understaffing does not
pose a big problem to records management, which means the staff there are doing their job
effectively.

4.3.5 No records retention and disposal schedule

When respondents were asked about understaffing, their responses were as presented in table
4.14.

Table 4.14: Showing respondents’ views on no records retention and disposal schedule in
Jinja public library

Frequency Percent Valid Percent Cumulative Percent

Agree 3 40.0 40.0 40.0
Disagree 1 20.0 20.0 60.0
Valid
Uncertain 1 40.0 40.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)

In line with table 4.14, 3 respondents (60%) agreed that indeed there is no records retention
and disposal schedule in Jinja public library, 1 respondent (20%) disagreed, 1 (20%) of the
respondents was uncertain. This implies to the researcher that really there is a problem of
records retention and disposal schedule in Jinja public library in Jinja public library.

4.4 Determine the strategies to improve on Records disposition methods

This section focuses on the strategies to improve on records disposition methods like,
establishment and implementation of an effective records management programme, need for a
significant capacity building exercise, emphasize adoption of information and communication
technology, develop and introduce a range of internal policies, standards and procedures in
Jinja public library.

26
4.4.1 Establishment and implementation of an effective records management
programme
When respondents were asked about establishment and implementation of an effective records
management programme, their responses were as presented in table 4.15.
Table 4.15: Showing respondents’ views on establishment and implementation of an
effective records management programme

Frequency Percent Valid Percent Cumulative Percent

Agree 3 60.0 60.0 60.0
Valid Uncertain 2 40.0 40.0 100.0
Total 5 100.0 100.0
Source: Primary data (2018)

According to table 4.15, 3 respondents (60%) agreed that there should be an establishment
and implementation of an effective records management programme, 2 (40%) of the
respondents were uncertain and no respondent disagreed. This implies to the researcher that
more have to be done to establish and implement an effective records management
programme in Jinja public library.
4.4.2 Need for a significant capacity building exercise
When respondents were asked about need for a significant capacity building exercise, their
responses were as presented in table 4.16.
Table 4.16: Showing respondents’ views on the need for a significant capacity building
exercise

Frequency Percent Valid Percent Cumulative Percent

Agre
Valid 5 100.0 100.0 100.0
e

According to table 4.16, out of the 5 respondents purposively selected, all of them responded
in affirmative. They all agreed that the there is need for a significant capacity building

27
exercise in Jinja public library. This therefore implies that capacity building exercise is
serious needed for skills development.

4.4.3 Emphasize adoption of information and communication technology

When respondents were asked about emphasis on the adoption of information and
communication technology, their responses were as presented in table 4.17.
Table 4.17: Showing respondents’ views on emphasis of the adoption of information and
communication technology

Frequency Percent Valid Percent Cumulative Percent

Agree 3 60.0 60.0 60.0

Disagree 1 20.0 20.0 80.0
Valid
Uncertain 1 20.0 20.0 100.0
Total 5 100.0 100.0

According to table 4.17, 3 respondents (60%) agreed that there should be an emphasis on the
adoption of information and communication technology in Jinja public library, 1 (20%) of the
respondents disagreed, 1 (20%) were uncertain. This implies to the researcher that much as
the staff there are qualified, trainings are needed especially information and communication
technology.

4.4.4 Develop and introduce a range of internal policies, standards and procedures
When respondents were asked about developing and introducing a range of internal policies,
standards and procedures, their responses were as presented in table 4.18.
Table 4.18: Showing respondents’ views on developing and introducing a range of
internal policies, standards and procedures

Frequency Percent Valid Percent Cumulative Percent

Agree 4 80.0 80.0 80.0
Valid Disagree 1 20.0 20.0 100.0
Total 5 100.0 100.0

28
According to table 4.20, 4 respondents (80%) agreed to avail rules and procedures of
operation in MDLG, 1 (20%) of the respondents disagreed and none of the respondents
disagreed. This implies to the researcher that a range of internal policies, standards and
procedures have to be in place to help in the proper daily operations in Jinja public library.

CHAPTER FIVE

SUMMARY, CONCLUSION OF THE FINDINGS AND RECOMMENDATIONS

5.0 Introduction

This chapter presents the summary of findings, conclusions and recommendations made
concerning the analysis of records disposition practices at Jinja public library
5.1 Summary of the findings

Challenges faced in Records disposition

Determine the strategies to improve on Records disposition methods

5.1.1 Records disposition methods

In line with table 4.5 above, 100 % of the respondents agreed that agreed that they had access
control measures to manage records at MDLG. In reference with table, 4.7, 4.8, 4.9 above,

29
developing retention schedules, disposal schedules, creating records management procedures,
were agreed with a percentage of 100 by the respondents with exception of table 4.6 which
also scored 80% as records evaluation measures used in MDLG registry.

5.1.2 Risks affecting records control measures at MDLG

According to the findings in table 4.10 above, the respondents highly agreed that there are
risks associated with records management, No adequate shelves, General neglect and lack of
support from senior officers, Inadequate staffing, Lack of staff with records management
training and Ineffective supervision are the risks posing a threat at MDLG registry.
5.1.4 Strategies to overcome these risks

In view of the strategies, findings in table 4.9 above shows that majority of the respondents
agreed to Encourage government to streamline its operation, automation of the registry,
appropriate training of information officers, having a standard physical registry infrastructure
and avail rules and procedures of operations in MDLG registry. These according to the
research will provide remedy for risks associated with records management at MDLG
registry.
5.2 Conclusion

The findings of this study show that MDLG could exploit the advantages of record but there

are a number of issues which require to be addressed internally beforehand. The inevitable

conclusion that arises from this study is that records evaluation in MDLG registry is low.

Some staff are unaware of records control measures, this could be due inexperience in the

field of records and information management.

5.3 Recommendations

In order to improve records management in the MDLG registry the management should:
a) Modernize registry infrastructure taking into account storage environment requirements for
both paper and electronic records such as fire sensors, overhead water sprinklers, air
conditioning, and humidity control.

30
b) Established purpose built record centres in order to improve the management of semi-
active and inactive court records.
c) Come up with a unified records management policy that would serve as a guide in good
records management practices.
d) Adopt an International records management standard that would be used by the registry in
managing the records.
e) Compile a records management manual that shall be used both as a guide and a ‘training’
tool for veteran staff and new entrants to the profession.
f) Come up with clear policies on staff career development and in-service training for all court
staff including registry staff.
g) Re-design registry jobs, to take into account job enrichment and enlargement factors, in
order to improve registry staff’s job satisfaction and morale.
h) Increase budgetary allocations to the registry in order to improve registry operations.

5.4 Areas for further study

The researcher recommends that future research should look at some of the challenges in
records management such as:
a) Infrastructure and facilities development.
b) Records management legislation, policy and standardization.
c) Job satisfaction among registry staff;
d) Digitization of some court processes and preservation of electronic court records
e) Managing records risks in the registries.

31
32
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