Trends in records management and their applications in the Ministry of Justice and Constitutional Affairs, Uganda

Abstract

The Ministry of Justice and Constitutional Affairs (MoJCA) has made significant progress in modernizing records management through digital systems, creating opportunities to enhance efficiency, transparency, and access to justice. However, there is limited empirical evidence on how these systems are applied in practice. This study examined records management trends and their application within Uganda’s Ministry of Justice and Constitutional Affairs. The study specifically sought to describe the records management trends adopted at the Ministry of Justice and Constitutional Affairs; examine the contribution of these record trends in the management of legal and judicial documents at MoJCA; investigate the challenges affecting the implementation and adoption of records trends and applications at MoJCA; and propose strategies for improving records management practices within MoJCA. A qualitative case study research design was adopted to gain an in-depth understanding of MoJCA’s records management processes and reforms. Data were collected from 15 purposively selected participants through key informant and in-depth interviews with court administrators, records officers, managers, accountants, and IT personnel, and through document review of legal and policy instruments, the MoJCA Strategic Plan (2020/2021–2024/2025), annual performance reports, and EDRMS and ECCMIS implementation reports. This approach enabled a comprehensive exploration of how modern records management systems have been introduced, integrated, and utilized within the Ministry. The findings indicate that MoJCA has made notable progress in modernizing its records management through digitization initiatives, the adoption of Electronic Document and Records Management Systems, and the Electronic Court Case Management Information System. These systems have improved document storage, retrieval, and workflow automation, leading to enhanced efficiency, transparency, and accountability. The use of cloud-based storage has strengthened data backup and accessibility, while the application of metadata standards and classification schemes aligned to ISO 15489 has standardized filing systems and improved interoperability. Partnerships with institutions such as NITA-U, UNDP, and the World Bank have supported infrastructure development and staff capacity building through phased and adaptive implementation approaches. The study concludes that MoJCA’s digital transformation has delivered substantial benefits, including centralized access to records, improved traceability and accuracy of information, stronger inter-departmental coordination, faster case processing, reduced backlogs, and improved public service delivery. However, persistent challenges, such as limited ICT infrastructure, cybersecurity risks, and inadequate staff training, continue to constrain full realization of these gains. The study recommends MoJCA to strengthen its digital transformation efforts by expanding ICT infrastructure, ensuring full integration of systems such as electronic documents and records management systems and electronic court case management information systems, and enhancing cybersecurity through robust data protection measures led by the Commissioner ICT in collaboration with NITA-U and relevant offices. The Ministry should also promote continuous staff training, review and enforce electronic records management policies, strengthen partnerships for resource mobilization, and establish effective monitoring, evaluation, and change management mechanisms to ensure sustainable, secure, and efficient records management practices.