Managing local government archival records in Uganda : a case study of Mpigi district local government

Abstract

This study sought to establish the status of the archival records in Local Governments of Uganda. Specifically, the study focused on the current state of managing Mpigi District Local Government (MDLG) archival records, the challenges faced and strategies for improved management of archival records. A qualitative approach was employed by the study and purposive sampling was used to select the study respondents from MDLG staff. Data was collected using interview method, where 15 respondents including top Administrators, Records staff, Heads of Departments and administrative assistant were interviewed. Observation helped the researcher to collect data on the archives management practices, storage equipment’s and storage areas. Document review was also used in this study where reports, budgets and development plans were consulted to verify the data collected from the respondents. Data was analyzed and presented using thematic analysis guided by the OAIS model adopted by the researcher in relation to the study objectives. While MDLG had accumulated a huge collection of archival records, the study established that there were no convincing strategies put in place to ensure professional effective and efficient management of this collection. There was inadequate qualified personnel to cater for archival records. The storage conditions were pathetic characterized by inadequate storage equipment such as shelves, acid free boxes and filing cabinets, packing files in sacks, limited storage space and lack of management support. It was also established that the archival records in majority of the departments were mixed up with active records and they were never been transferred to a centralized storage area as required by the Public Service Standing Orders (2010). Non archival records were never destroyed that are consuming valuable office space. The study recommended that MDLG must recruit adequate professional records and archives personnel to cater for the District archival records. Training must also be provided to all staff on the issues of how to handle archival records. The District should also leverage the power of ICT to digitize its archival records.