Assessment of compliance with International Records Management Standard ISO-15489-1:2016: a case of Mpigi District Local Government, Uganda

Abstract

This study assessed the compliance of records management practices at Mpigi District Local Government (MDLG) with ISO 15489-1:2016. A qualitative case study design was employed to provide an in-depth understanding of records management practices at the District. The study objectives were to determine the extent of compliance with ISO 15489-1:2016, identify challenges hindering compliance, and propose strategies to enhance records management practices in linewith the ISO 15489-1:2016. Purposive sampling was used to select participants, including the Chief Administrative Officer, Heads of Departments, Records Officer, and Secretaries, who possessed rich experience and insights into MDLG’s records management practices. Data were collected through in-depth interviews, observation, and document analysis, and analyzed thematically and interpretatively. Findings revealed that MDLG maintained records in both paper and electronic formats but lacked a comprehensive records management program, policy, budget, guidelines, and procedures. There was limited senior management support, inadequate storage space, poor storage conditions, and a shortage of professional records management staff. The absence of structured programs and policies hindered decision-making and undermined compliance with ISO 15489-1:2016. The study recommended that MDLG should develop comprehensive records management policies, procedures, and guidelines; allocate a dedicated budget for modern storage facilities and equipment; and recruit professional records managers. Establishing a central registry, acquiring adequate equipment and supplies, and investing in up-to-date hardware and software for digitizing records are also crucial. Continuous training and professional development are key to sustaining an effective records management program complying with ISO 15489-1:2016.