E-records management practices in Wakiso District Local Government

Abstract

The advancement and adoption of technology in local government authorities has resulted in an influx of electronic records that must be managed properly. This study examined the e-records management practices at Wakiso District Local Government and their impact on service delivery. The specific objectives of this study were to: i) find out the types of e-records generated and kept at Wakiso District Local Government; ii) investigate the e-records management practices adhered to at Wakiso District Local Government; iii) investigate the impact of e-records management practices on service delivery at Wakiso District Local Government; and iv) examine the barriers to effective e-records management at Wakiso District Local Government. The study employed a case study research design with a qualitative research approach. The study population included 15 employees from the Records and Archives Department as well as the Administration and Human Resource Directorate, which oversees the Records and Archives Department. These comprised the sample size. Semi-structured interviews, participant observation, and document review were used to collect data. The findings revealed that the e-records managed were in various formats such as portable document format, excel, word, and text format. They were created as a result of routine business activity documentation. E-records retrieval was done manually, e-records control included the use of encryptions, and e-records were kept and disposed of in accordance with the retention and disposal schedule. It was also revealed that e-records management aided in the dissemination of information, promoting quick decision-making, transparency, and accountability. Despite this, power outages, limited computers, viruses, a lack of e-records management staff training, a lack of an electronic records and document management system, and a lack of an e-records management policy and guidelines hampered e-records management practices. The study concluded that there was a need to define what constitutes e-records, expand the array of e-records kept; develop an e-records management policy; and create an enabling environment for e-records management in order to promote efficient and effective e-records management at Wakiso District Local Government. The study recommended that the two departments should identify and draft what constitutes e-records, the array of e-records kept at Wakiso District Local Government be expanded; as well as develop an e-records management policy to guide e-records management; and lastly an enabling environment for e-records management be created.