ICT and digital records management in the Ugandan public service

Abstract

PurposeThe purpose of this paper is to present empirical research findings regarding the contribution of Information and Communication Technology (ICT), such as computers, to creating and managing digital records in the Ugandan Public Service (UPS). It seeks to review the ICT developments in Uganda and to discuss the extent to which UPS agencies have adopted digital record‐keeping systems, how the management of digital records is incorporated with ICT strategies, and to identify challenges faced.Design/methodology/approachA review of the literature on ICT developments in Uganda and empirical studies dealing with management of digital records in the UPS is presented. The review of empirical research findings is based on 23 Government of Uganda (GoU) ministries. Applying both quantitative and qualitative approaches, a survey research design was adopted. Multiple methods of data analysis including coding, tabulation and use of descriptive statements were also used to ascertain the quality of the findings.FindingsThe study revealed that there are attempts to improve ICT capabilities and infrastructure in Uganda but a critical gap exists in the approach since the management of public sector records is not being addressed as part of this initiative. There is no evidence of establishing an ICT infrastructure that will provide the solution to digital records management (DRM) problems. Other weaknesses relate to gaps and poor linkages in the overall Records and Information Technology Department (RITD) itself, as it fails to address the requirement for DRM.Research limitations/implicationsThis research looks only at the Uganda Public Service.Practical implicationsThe paper provides useful information and data to records and archives management scholars, educators/consultants/researchers and students undertaking studies in management of records, including management of digital records within and outside Uganda.Originality/valueThis subject has never been tackled in this way before for Uganda, and the findings are timely for the ongoing e‐governance initiatives.

Challenges and prospects of records maintenance in public departments

“…Matangira (2016) argues that top management in Zimbabwe’s public service did not prioritise records management activities, which they usually accorded a low profile. Similar sentiments were raised by Luyombya (2010) in Uganda who holds that public sector management usually saw the importance of records and records management only when things went wrong or when an important file could not be located.…”

An assessment of senior management support for the records and information management function in Zimbabwe’s central government

“…In Uganda, commenting upon the rather negative attitude of senior management, Luyombya (2010) states that the value of records was only seen by senior managers when an important record went missing. A study by Majenda and Dewah (2019) on missing records at a public sector organisation in Zimbabwe revealed that senior managers normally did not assist junior records officers in fighting the missing records scourge.…”

Institutional and regulatory constraints in managing procurement records

“…The RAM studies were undertaken in Botswana (Mampe and Kalusopa, 2012) and South Africa (Kanzi, 2010; Marutha, 2013). In East Africa, studies were carried in Kenya (Chimwani, Iravo, and Tirimba, 2014; Kendo and Getuno, 2016), Uganda (Luyombya, 2010; Namukasa, 2017), Ghana (Tagbotor, et al , 2015) and Tanzania (Kitalu, 2001; Ndibalema, 2001; Chachage, 2005; Lyaruu, 2005; Ndenje-Sichalwe, 2010; Ndemanyisho, 2014). Most of these empirical studies were either in successes or failures of the RAM practices.…”