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Assessment of Administrative Records Management at Mukono Health Centre Iv

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Assessment of Administrative Records Management at Mukono Health Centre Iv ASSESSMENT OF ADMINISTRATIVE RECORDS MANAGEMENT AT MUKONO HEALTH CENTRE IV. NAMITALA MWAJJUMA 14/U/12137/EVE 214004675 A DISSERTATION SUBMITTED TO EAST AFRICAN SCHOOL OF LIBRARY AND INFORMATION SCIENCE IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE AWARD OF THE DEGREE OF RECORDS AND ARCHIVES MANAGEMENT OF MAKERERE UNIVERSITY SEPTEMBER 2017 1 DECLARATION I NAMITALA MWAJJUMA do declare that the work presented in this dissertation is original and has never been submitted to any institution or university for any award. This research was carried out under the supervision of Ms. Lois Mutibwa. Signature________________________ Date____________________ NAMITALA MWAJJUMA i APPROVAL The research and writing of this report is entirely the product of Namitala Mwajjuma a student of the East African School of Library and Information Science, College of Computing and Information Science, Makerere University that was approved by Ms. Lois Mutibwa. Signature …………………………. …………………………………….. Date Namitala Mwajjuma (Student) ……………………………………… ……………………………. Ms. Lois Mutibwa Date (Supervisor) ii DEDICATION I dedicate this piece of work to the Almighty God who has provided for me and enabled me complete this course and to my parents, Mr. Swaibu Kibuuka and Ms. Mariam Shikandah for the parental love they gave me since childhood. iii ACKNOWLEDGEMENT I acknowledge the following people for the success of my study. I am most obligated to all my lecturers who impacted the knowledge in the field of records and archives management during the entire period of the study that enabled me to come up with this work. Special thanks to my supervisor Ms. Lois Mutibwa for her tireless guidance and efforts towards the completion of this work. I also extend my acknowledgement to my parents, Mr. Swaibu Kibuuka and Ms. Mariam Shikandah for all the support they have given me from the beginning of my academic life to the end. I extend my sincere thanks to the management of Mukono Health Centre IV for the physical support they provided to me. Special thanks go to the Records Managers and all the staff of Mukono Health Centre IV for the encouragement and all the assistance they rendered me in one way or another. May God bless you all. iv ACRONYMS ART Anti-Retroviral Treatment DHIS District Health Information System HMIS Health Unit Management Information Systems HSSP Health Sector Strategic Plan IPD In-Patient Department MCHIV Mukono Health Centre Four MCH Maternal Child Health MOH Ministry Of Health NMS National Medical Store OPD Out Patient Department SMC Safe Male Circumcision v TABLE OF CONTENTS DECLARATION ............................................................................................................................. i APPROVAL ................................................................................................................................... ii DEDICATION ............................................................................................................................... iii ACKNOWLEDGEMENT ............................................................................................................. iv ACRONYMS .................................................................................................................................. v TABLE OF CONTENTS ............................................................................................................... vi LIST OF TABLES .......................................................................................................................... x LIST OF FIGURES ....................................................................................................................... xi ABSTRACT ................................................................................................................................... xi CHAPTER ONE ............................................................................................................................. 1 INTRODUCTION TO THE STUDY ............................................................................................. 1 1.1 Introduction ............................................................................................................................... 1 1.2 Background to the Study ........................................................................................................... 1 1.3 Problem Statement .................................................................................................................. 4 1.4 Aim of the Study ..................................................................................................................... 4 1.6 Specific Objectives ................................................................................................................ 4 1.7 Research Questions: .............................................................................................................. 5 1.8 Significance of the Study .......................................................................................................... 5 1.9 Scope of the Study ................................................................................................................ 6 1.9.1 Conceptual Scope .............................................................................................................. 6 1.9.2 Geographical Scope .......................................................................................................... 6 1.9.3 Time Scope ....................................................................................................................... 6 1.10 Definition of Key Terms: ........................................................................................................ 6 1.10.1 Records Management........................................................................................................... 6 vi 1.10.2 Administrative records ......................................................................................................... 6 1.10.3 Filing .................................................................................................................................... 7 1.10.4 Health records ...................................................................................................................... 7 CHAPTER TWO ............................................................................................................................ 8 LITERATURE REVIEW ............................................................................................................... 8 2.1 Introduction ............................................................................................................................... 8 2.2 Types of administrative records ................................................................................................ 8 2.2.1 Policy Records ....................................................................................................................... 8 2.2.2 Operational Records ............................................................................................................... 9 2.3 Process of the life cycle of records ......................................................................................... 9 2.3.1 Creation .................................................................................................................................. 9 2.3.2 Maintenance and distribution/use ........................................................................................ 9 2.3.3 Storage and preservation .................................................................................................... 10 2.3.4 Destruction (Retention schedules) ..................................................................................... 10 2.4 Filing systems used in administrative records management ................................................. 11 2.5 Problems faced when managing administrative records ....................................................... 12 2.6 Solutions to the challenges faced in management of administrative records ......................... 14 2.7 Research Gap ........................................................................................................................ 15 2.8 Chapter Summary ................................................................................................................. 15 CHAPTER THREE ...................................................................................................................... 16 3.1 Introduction ........................................................................................................................... 16 3.2 Research Design .................................................................................................................... 16 3.3 Area of the Study .................................................................................................................. 16 3.4 Population of the Study ......................................................................................................... 16 3.5 Sampling Strategies .............................................................................................................. 16 vii 3.5.1 Sample size ........................................................................................................................ 17 3.6 Data collection Methods ....................................................................................................... 17 3.6.1 Interview Method
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