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Makerere University MAKERERE UNIVERSITY ASSESSMENT OF RECORDS RISKS AT MENGO HOSPITAL IN KAMPALA BY NAMATAKA AFUA 16/U/9237/PS 216014652 A PROPOSAL SUBMITTED TO THE EAST AFRICAN SCHOOL OF LIBRARY AND INFORMATION SCIENCE IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE AWARD OF BACHELORS DEGREE IN RECORDS AND ARCHIVES MANAGEMENT OF MAKERERE UNIVERSITY. JUNE 2019 i ii . iii ACKNOWLEDGEMENTS This research would not have been possible without the guidance and the aid of several individuals who were willing to contribute and extend their valuable assistance in the completion of this research. I would like to express my heartfelt thanks to the following people who played a great role in the completion of this project. First and foremost, my utmost gratitude goes to the Almighty God for his undeserved, favor, inspiration and guidance in my studies. In a special way, I extend my heartiest gratitude to my farther Mr. …………… for his support, encouragement, guidance and the academic foundation he laid for me. I extend my sincere gratitude to my supervisor Dr. ……………. who shared his professional knowledge with me and for the time and guidance he accorded to me. May the heavenly father bless him abundantly. Furthermore, I wish to convey my heartfelt thanks to my entire family; brothers, sisters and friends for their ultimate, moral, financial, friendly, parental and spiritual support through my academics. iv Table of contents DECLARATION ................................................................................................. Error! Bookmark not defined. APPROVAL ......................................................................................................... Error! Bookmark not defined. DEDICATION ..................................................................................................... Error! Bookmark not defined. ACKNOWLEDGEMENTS ................................................................................................................................. iv 1.0Introduction ...................................................................................................................................................... 8 1.1Background to the study ................................................................................................................................... 8 1.2 Background of Uganda Cancer Institute. ........................................................................................................ 9 1.3 Statement of the problem .............................................................................................................................. 10 1.4 Purpose of the study ...................................................................................................................................... 11 1.5 Objectives of the study .................................................................................................................................. 11 1.6 Research questions ........................................................................................................................................ 11 1.7 Scope of the study ......................................................................................................................................... 11 1.7.1 Content scope ............................................................................................................................................. 12 1.7.2 Geographical scope .................................................................................................................................... 12 1.7.3 Time scope ................................................................................................................................................. 12 1.8 significance of the study ................................................................................................................................ 12 1.9 Operational terms. .................................................................................................................................. 12 CHAPTER TWO ................................................................................................................................................. 13 LITERATURE REVIEW .................................................................................................................................... 13 2.0 Introduction ................................................................................................................................................... 13 2.1 Different types of hospital records kept at Cancer Institute registry. ...................................................... 13 2.2 Risks faced by records kept in the Cancer institute registry. ................................................................... 14 2.3 Challenges experienced in managing risks facing records at Cancer Institute registry. ......................... 15 2.4 Possible solutions to challenges in managing risks facing records at Cancer Institutes. ........................ 16 References ........................................................................................................................................................... 24 CHAPTER THREE ............................................................................................................................................. 20 METHODOLOGY .............................................................................................................................................. 20 3.0 Introduction ............................................................................................................................................. 20 3.1 Research Design ...................................................................................................................................... 20 3.2 Population for the Study .......................................................................................................................... 20 v 3.4 Sampling size and Design ....................................................................................................................... 20 3.3 Data Collection Instruments .................................................................................................................... 21 3.5 Data quality control ....................................................................................................................................... 22 3.5.1 Reliability ................................................................................................................................................... 22 3.7 Data Processing and management ........................................................................................................... 23 3.8 Data Analysis Techniques ....................................................................................................................... 23 3.9 Ethical consideration ............................................................................................................................... 23 Confidentiality will be ensured in order to protect the respondents and other third parties ................................ 23 vi ABSTRACT The study was aimed at assessment of records risks at Mengo Hospital in the department of records in Kampala. The study was based on 4 objectives i.e the different types of hospital records kept, the risks faced by records kept, the challenges experienced in managing risks and solutions to challenges in managing risks facing records. The study took a period of 3 months thus from May to July. The study employed a case study design and was qualitative in nature. The study employed 9 respondents from a sample of 14 who were selected purposively. The selection of the respondents was based on entirely their knowledge about the subject matter. The study found out that the hospital keeps a number of records which include: Appointment letters, Administrative records, contracts, financial records, vital records, personal records and legal records and some of the risks involved in keeping of these records were: less effective Automated records management system, improper retention and disposition policy, Under staffing, inadequate storage equipment and dust and some of the solutions to the to the challenges were some of the record risk management tools like indexes and Registers. The study concluded that the fact that effective storage and risk management fosters efficient and reliable access to records and ensuring the timely decision making and accountability. The challenges in managing storage and risk management for effective services delivery can be managed and there are various ways of improving their management which was recommended. 7 CHAPTER ONE INTRODUCTION 1.0Introduction This chapter covered the back ground of the study, background of the organization, problem statement, purpose of the study, objectives of the study, research questions, and scope of the study, significance of the study and definition key terms 1.1 Background to the study Records risk assessment is an essential part of risk management and is the overall process of risk identification, risk analysis and risk evaluation (ISO, 2009). The office of the national for Health information technology coordinator (USA) (2015) states that the risk assessment process identifies potential security weaknesses and flaws and there is a need to periodically conduct such assessments as there might be changing environments and the new
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