Capacity building needs of records officers in selected districts in Uganda

Abstract

Effective records management is fundamental to accountability, transparency, and efficient service delivery in Uganda's Local governments (DLGs). However, differences in institutional capacity, infrastructure, and digital readiness continue to affect records management practices across local government. This study assessed the capacity-building needs of local government records officers in selected local governments in Uganda. Specifically, the study sought to: identify the current state of records management practices; establish the existing records management skills and knowledge of records officers; determine the knowledge and skills gaps that hinder effective records management; and propose strategies that will enhance the capacity of the staff in managing records. The study was conducted in eight local government across Uganda's four regions: Lira and Arua (Northern), Mbale and Moroto (Eastern), Mbarara and Kasese (Western), and Mukono and Masaka (Central). The study adopted an exploratory mixed-methods research design, integrating quantitative and qualitative approaches. Data were collected from 32 purposively selected respondents, comprising 16 Records Officers, 8 Human Resource Officers, and 8 Chief Administrative Officers. Questionnaires were administered to Records Officers and Human Resource Officers, while Chief Administrative Officers participated in semi-structured interviews. Documentary review and observation checklists were also used to complement the primary data. Quantitative data were analysed using SPSS Version 27 through descriptive statistics, whereas qualitative data were analysed using thematic content analysis. The findings revealed that records creation, classification, and access control were generally well established across the selected local government. However, storage facilities, digitisation, and electronic records management remained inadequate, particularly in the Northern and Eastern regions. Although records officers demonstrated sound knowledge of traditional records management practices, significant gaps existed in digital records management, preservation, disaster preparedness, analytical reporting, and policy application. Limited ICT infrastructure, inadequate funding, and insufficient continuous professional development constrained effective records management across the local government. The study concludes that strengthening records management requires simultaneous investment in human capacity and institutional support. It recommends that Local governments allocate dedicated budgets for records management, the Ministry of Public Service develop and implement regular training programmes, the National Records and Archives Centre establish mentorship programmes linking well-performing local government with less-resourced local government, local government administrations conduct regular policy awareness programmes on records management standards, and government strengthen ICT infrastructure and monitoring systems to support sustainable digital records management.