| The Commissioner Records and Information Technology is headed Mrs. Salome Nyamungu. | | Â | Mandate
The Department is mandated to establish and promote efficient, economic and effective records and information management systems in the service. It is also responsible for the preservation of the documented heritage (archives) for Uganda’s posterity.
The objective of the Department is to establish an efficient records management systems, to provide accurate and up to date information in order to support government operations for accountability, transparency and good governance and facilitate informed decision making. | Activities:
In an effort to execute this mandate; the Department undertakes activities aimed at improving the records management systems and procedures so that Public Officers are provided with accurate and up-to-date information to make informed and timely decisions with a view to improving the delivery of services to citizens.
Preservation of Government records is also being improved through Archives Administration so that the citizens have access to their history in the National Archives. The Archives provides service to scholars, researchers and enriches and the cultural heritage of the country. | The specific activities are:
Acquiring records and processing them for storage in the Archives and Records Centre. Offering technical assistance on preservation and conservation of records to Central and Local Governments through inspection audits, streamlining of records management systems and sensitization of records managers and users e.t.c.
Replicating the new file classification system to Central Government Departments. | Achievements of the Department in 2003/2004
25 boxes of semi-current records were acquired from Office of the Permanent Secretary, Ministry of Public service. 280 boxes of semi-current records were accessioned in Ministry of Water, Lands and Environment Records Centre.
196 publications were acquired from UPPC; Monitor and New Vision News Papers were acquired and 351 publications were acquired from Ministry of Public Service for the Archives.
35 linear ft of records were sorted by provenance and listed in the Archives.
Registry audits was carried out in 12 Central Government Institutions: Office of Inspector General Government; Ministry of Public Service; Mulago Hospital; Ministry of Works, Housing and Communication; Ministry of Agriculture, Animal Industry and Fisheries; Office of the Auditor General; Ministry of Education and Sports; Ministry of Justice and Constitutional Affairs; Public Service Commission; Education Service Commission; Judiciary and Butabika Hospital.
Registry audit was carried out in 6 Local Governments: Kumi, Masaka, Nakasongola, Kiboga, Kibale and Nebbi.
The Records Management System was streamlined in Office of the Prime Minister and Meteorology Department, Ministry of Water, Lands and Environment.
Sensitization was carried out in 6 Central Government Institutions: Electoral Commission; Ministry of Justice and Constitutional Affairs; Ministry of Works, Housing and Communication; Ministry of Gender, Labour and Social Development; State House; Office of the Prime Ministry and Meteorology Department (Ministry of Water, Lands and Environment).
17.5% of the disintegrating archival records were repackaged.
In the Archives 80% of the researchers and visitors were served meanwhile at the Records Centre, 85 % of the requested files were retrieved.
The new file classification system was replicated to Electoral Commission. | Plans
In the Financial Year 2004/2005, the Department plans to continue with the following activities: Offering technical assistance on preservation and conservation of records to Central and Local Governments. The Archives and Records Centre will continue acquiring records and processing them.
Conservation and preservation of records.
Information from the Records Centre and Archives will be provided to external users.
The new file classification system will be replicated in Central Government Departments.. | Achievements of the Department in year 2000/2001:
Rehabilitation of Registries was completed in 3 more Ministries (Foreign Affairs; Education and Sports; Gender, Labour, and Social Development). This has brought the total to six Ministries which had their Registry facilities refurbished and equipment installed (shelves, counters, lighting, burglar proofing ,painting).
The new classification systems was replicated in 13 Ministries, 3 Appointing Service and the 3 Offices of the President, the Prime Minister and the Inspector General of Government. Work in the remaining 4 Central Government Institution i.e. Ministry of Education and Sports; Defense; Judicial Service Commission and the Audit Department is expected to be completed in the Financial Year 2000/2001.
The Basic Registry Procedures are operational in all Ministries.
An in-house storage facility for semi-current records was refurbished and set up in the Ministry of Water, Lands and Environment.
One Records staff obtained a Masters Degree in "Overseas Records and Archives Management" at the University College, London during 1999/2000 and another will complete the same course in October 2000.
Twenty one (21) Records staff obtained Certificates in Records and Information Management Institute.
The National Records and Archives Bill which will provide a legal framework for management of Government records in Central and Local Governments and State organs has been drafted.
The design work for the construction of the National Records and Archives Center has been completed.
Equipment was installed in the Conservation Unit of the National Archives, Entebbe and the staff trained to man the Unit. Paper records that has deteriorated can now be repaired.
Three (3) more field visits to check standards and offer on spot technical advice to the registry staff and users of the records, were made to the Districts of Jinja and Iganga, Hoima and Masindi, Luwero and Mpigi.
A two day workshop to review the Classification System with the aim of establishing standards in all Central Government Registries was held for Supervisors of registries and their Assistants.
A 2 day consultative Workshop on the Draft National Records and Archives Bill was held for the sessional committee of Parliament on Public Service and Local Government.
A consultancy report on specialized records (Land, Medical and Financial Records) was obtained. Retention and Disposition schedules will be developed.
Thirty six (36) books and other reading materials were procured for the Library to support the capacity building for the records cadre | The following are staff working in the Department
Ms. Salome Nyamungu – Commissioner BA (SS), PGD (HRM)
Mr. Robert Okusam - Assistant Commissioner MA (Records and Archives Management).
Mr. D. Kaluma Muwonge - Assistant Commissioner
Mr. Jacques Charles Etomet - Principal Archivist BA (SS), PGD (Archival Studies)
Ms. Justine Nalwoga - Senior Archivist BA (SS), PGD (Educ), PGD (Archival Studies, Botswana).
Ms. Lillian Rose Ariso - Senior Records Officer B.L.I.S, MA (Records and Archives Management).
Mrs. Mary N. Ssessanga - Senior Records Officer (Diploma in Librarianship, B.L.I.S).
Mr. Richard Bwanika - Senior Assistant Records Officer ‘O’Level, PG Certificate in Records management and Archives Administration. . | |  |
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