Effective Records Management Systems In Academic Libraries: A Case Study Of Kampala International University Users Records

ABSTRACT

The study intended to focus on the effectiveness of records management systems in academic libraries, with a case study of Kampala International University.The study was focused on the types of records kept, values of records, records management systems. elements of records management systems, types of records management systems, effective records management system of print and non-print records of library users, effective records management strategies, managing Academic Library records, then problems and challenges of effective records management system of library users records in Academic libraries and the possible solutions to the problems. The data collection methods and tools used included use of questionnaires, interviews, and observation and documentation analysis. These helped the researcher to find out in detail the data concerning the topic. The population comprised of Librarians, Assistant Librarians, Library Assistants and deputy University Librarian. More than 64% were Assistant librarians and the other percentage implying that there area fewer librarians and library assistants. It was discovered that KIU has the largest population of paper records and this implies a high rate of deterioration. The researcher however noticed the application of some few measures, like fumigation and off-site storage used by the Institution to curb down the rate of deterioration. General conclusions were made in relation to the study and recommendations were given to the academic library of KIU to address various problems which included; the use of online records management systems and creation of e-records and advancement indigitization, use of curtain blinds to reduce light and use of back-ups and support records, among others.

TABLE OF CONTENTS

DECLARATION.

APPROVAL 1

DEDICATION

ACKNOWLEDGEMENT

TABLE OF CONTENTS

LISTOFTABLES

LIST OF FIGURES viii

LIST OF ACRONYMS AND ABBREVIATIONS ix

ABSTRACT

CHAPTER ONE: INTRODUCTION TO THE STUDY

1.1 INTRODUCTION

1.2 BACKGROUND OF THE STUDY

1.3 BACKGROUND OF THE STUDY AREA 5

1.4 MOTIVATION OF THE STUDY 7

1.5 STATEMENT OF THE PROBLEM 7

1.6 PURPOSE OF THE STUDY 8

1.7 OBJECTIVES OF THE STUDY

1.8 RESEARCH QUESTIONS 8

1.9 JUSTIFICATION OF THE STUDY 9

1.10 SCOPE OF THE STUDY 9

1.11 SIGNIFICANCE OF THE STUDY 9

1.12 DEFINITION OF OPERATIONAL TERMS 10

1.13 DISSERTATION OUTLINE 13

1.14 CHAPTER CONCLUSION 14

CHAPTER TWO: LITERATURE REVIEW 15

2.1 INTRODUCTION is

2.2 INTRODUCTION TO EFFECTIVE RECORDS MANAGEMENT SYSTEMS IN UNIVERSITY LIBRARIES 15

2.3 TYPES OF RECORDS 17

2.4 VALUES OF RECORDS 20

2.5 RECORDS MANAGEMENT SYSTEM 21

2.6 EFFECTIVE RECORDS MANAGEMENT SYSTEM OF PRINT AND NON PRINT RECORDS OF LIBRARY USERS 24

2.7 EFFECTIVE RECORDS MANAGEMENT STRATEGIES 25

2.8 MANAGING ACADEMIC LIBRARY RECORDS 26

2.9 PROBLEMS OR CHALLENGES OF EFFECTIVE RECORDS MANAGEMENT SYSTEM OF LIBRARY USERS RECORDS IN ACADEMIC LIBRARIES 26

2.10 POSSIBLE SOLUTIONS FOR ABOVE PROBLEMS 30

2.11 RESEARCH GAP 37

2.12 CHAPTER CONCLUSION 32

CHAPTER THREE: METHODOLOGY 33

3.1 INTRODUCTION 33

3.2 AREA OF STUDY 33

3.3 RESEARCH DESIGN

3.4 RESEARCH METHOD 3

3.5 POPULATION OF THE STUDY 35

3.6 SAMPLE OF METHOD 36

3.7 SOURCES OF DATA 37

3.8 DATA COLLECTION METHODS 37

3.9 DATA COLLECTION INSTRUMENTS 39

3.10 DATA QUALITY CONTROL 40

3.11 DATA ANALYSIS AND PRESENTATION 40

3.12 RESEARCH PROCEDURES 42

3.13 ETHICAL ISSUES 42

3.14 LIMITATIONS OF THE STUDY 43

3.15 DILIMITATIONS 43

3.16 CHAPTER CONCLUSION 43

CHAPTER FOUR 44

PRESENTATION AND DISCUSSION OF FINDINGS 44

4.1 INTRODUCTION 44

4.2 BACKGROUND OF DEMOGRAPHIC CHARACTERISTICS OF THE RESPONDENTS 44

4.3 RESPONSEs FROM STAFF MEMBERS 46

4.4 DISCUSSION OF FINDINGS

CHAPTER FIVE 60

SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATIONS 60

5.1 INTRODUCTION 60

5.2 SUMMARY OF THE FINDINGS 60

5.3 CONCLUSION 62

5.4 RECOMMENDATIONS 63

5.5 SUGGESTIONS FOR FURTHER RESEARCH 66

REFERENCES 67

APPENDICES 69

APPENDIX I: QUESTIONNAIRE 69

APPENDIX 2: INTERVIEW GUIDE 72

APPENDIX 3: OBSERVATION GUIDE 73