Analysis of records management and organizational performance: A case study of Kabale Municipality

Abstract

Abstract The study was on “Analysis of Records Management and Organizational Performance: A Case study of Kabale Municipality”. The purpose of the study was to analyze how records management affects organizational performance in Kabale Municipality. To achieve this purpose, the study was guided by three specific objectives: (a) to establish the contributions made by records management on organizational performance in Kabale Municipality; (b) to assess the factors affecting records management and organizational performance in Kabale Municipality and (c) to identify the strategies that could enhance the contributions of records management to organizational performance in Kabale Municipality.

The study adopted a descriptive research design using both qualitative and quantitative techniques. A sample-size of 75 respondents was purposively selected, whereby 58 of the respondents were subjected to questionnaires and 17 respondents were subjected to interview method. The researcher also used the observational method to check the situation and status of the registry and records management practices at hand in Kabale Municipality.

The study results revealed that enabling self-governance (19%) in records management was the highest contribution to records management and organizational performance in Kabale Municipality, and the least of the contributions was enabling efficiency and effectiveness in service delivery (2%) respondents. Double commitment (21%) among records officers was the highest rated factor affecting records management and organizational performance in Kabale Municipality. The least was failure to use regulation and guidelines of records management (2%). The most appropriate strategy to enhance records management and organizational performance was motivation of staff (81%) which was equally considered the same strategy as improvement of staff through training and giving them refresher courses (81%). These were followed by computerization of the records management system at Kabale Municipality’s Registry (77%).

It was concluded that if the life-cycle process for managing records in municipalities was followed, it would result into: easy access and retrieval of information for the clients; enhanced transparency and accountability in service delivery by municipality staff; efficiency and effectiveness in day to day operations of those who use the records; reduced costs of operations; timeliness in access to information and use of it by all stakeholders. And this would lead to enhanced organizational performance in service delivery.

The study recommended that the following should immediately be addressed by the relevant officers and authorities in Kabale Municipality: staffing and training of staff in areas of records management; motivation of staff; usage of compact storage devices and records management software; adequate records storage space and equipment; daily filing of records; following of a records life–cycle process; application of records and archival management policy; top management support; looking for funding; improving security in the registry; adhering to international, national and local policies, Acts and regulations; supervision of the records staff; encouraging of effective participatory decision-making; promoting future planning for records management; using check lists, guidelines and manuals as this would help to analyze the strengths,weaknesses,opportunities,and threats(SWOT Analysis) in records management practices for an improved organizational performance at Kabale Municipality.