Department of Records and Information Management

[heading] Mandate, Mission and Vision [/heading]

The Department is headed by a Ag. Commissioner, Ms. Ariso Lillian.

Promotes efficient, economic and effective Records and Information Management Systems in the Public Service and oversees the preservation of documented heritage for Uganda’s posterity.

Mandate of the Department

The Department of Records and Information Management is mandated to establish and promote efficient, economic and effective records and information management systems in the Public Service; and oversee the preservation of the documented heritage (archives) for Uganda’s posterity.

Objectives of the Department

1. To establish efficient records management systems in MDAs and LGs to support Government operations for accountability, transparency and good governance and facilitate informed decision making.
2. To manage, conserve and protect Uganda’s archival records which are the national documented heritage for public use, education, research and history.

[heading] OUTPUT: National Records Centre and Archives operationalised [/heading]

Achievements

1. Newly recruited ROs were inducted in RM Principles and Practices & trained in records classification;
2. Officers bench marked Kenya National Archives and Documentation Services for 2 weeks;
3. Concept Note on continuous capacity building to professionalize the RAs Cadre was developed;
4. Supported HRP&D in organizing the Records and Archives Forum from MDAs & LGs;
5. Recently promoted Senior Records and Archives Staff were inducted;
6. AROs, RAs and Intern students were trained in records management principles;
7. MoPS Records Staff were trained in management and in inspection principles
8. Archival records transferred from MDA and LGs: to the NRCA; Archives processed at NRCA.
9. Final draft Archives Operational Guidelines produced.
10. Students sensitised in 6 institutions: Nkumba University, Uganda Institute of ICT (UIICT), Uganda Christian University Mukono, Institute of Allied Health and Management Sciences Mulago, National Institute of Medical Records and Information Management (NIMRIM), Makerere University;
11. Students in Secondary Schools sensitised on RAM: Kololo S.S, Kololo H.S, City HS & Mengo S.S;
12. NRCA article produced for Public Lense newspaper & published on the Ministry website;
13. NRCA Brochure drafted;
14. Archival Records exhibited at the Accountability Workshop, Standing Conference of Eastern, Central and Southern African Library and Information
    Associations (SCECSAL XX III) and Africa Public Service Day celebrations
15. Local and International Researchers accessed archives ±936 files consulted; 270 Students (UMI & Institute of Allied Health and Management Sciences-Mulago; Gulu University, UCC Tororo, MTAC, NIMRIM, Makerere University, Kyambogo University) visited the NRCA.
16. Institutions were consulted on Records and Information Management course curriculum i.e. YMCA, UICT, MTAC, Busoga University, UMI, MUK, Kyambogo University, Kabale University, IUIU, Kabale University, Cavendish University, Mutesa I Royal University Makerere University, Ndejje University, NIMRIM, Uganda
    Management Institute & Makerere Business Institute Semi-current records were appraised in 3 MDAs i.e. Water and Sanitation Development Facility Eastern Region Mbale & (MoWE) & Water Facility Wakiso, Central Public Health Laboratories (CPHL) & NAADS;
17. Semi-current records surveyed in 4 LGs: Nebbi, Kabarole Manafwa & Moroto;
18. Finding Aids were developed at NRCA

Planned Activities

1. National Records and Archives Agency established
2. MDAs and LG Records and Archives staff trained in records and archives management
3. Archival records acquired from MDAs and LGs
4. Archives operational Guidelines developed
5. Public awareness programmes on records and information management conducted (8 institutions of higher learning and sch. sensitised, oneTV talk show, IEC materials prepared)
6. Records and information management course curriculum evaluated and reviewed in collaboration with training institutions
7. Records centres set up and re-organised in 15 MDAs and 5 LGs
8. NRCA client charter developed and operationalised

[heading] OUTPUT: Development and dissemination of policies, standards and procedures [/heading]

Achievements

1. Records management systems introduced in 1 MDA: MoSTI & 6 newly created LGs: Omoro, Butebo, Kyotera, Namisindwa, Pakwach & Bunyangabu.
2. Draft National Records and Archives Act, 2001 was produced;
3. Revised draft Registry and Classification Manual was produced;
4. Review of the National Records and Archives Act, 2001 was deferred.
5. Input obtained from 25 MDAs on the Retention and Disposal Schedule;
6. Newly identified records analyzed
7. Records surveys carried out in 10 MDAs: HSC, MoGLSD, Uganda Land Commission, Uganda Heart Institute, China Uganda Friendship Hospital Naguru, Butabika Mental Referral Hospital, MoJCA, National Medical Stores, Coffee Development Authority, Water & Sanitation Facility Wakiso (MoWE);
8. RM systems streamlined in 5 MDAs: MoWE (semi current) MoH, MoICT & NG, MoTWA and MoTIC; and 1DLG: Sembabule and 2 TCs: Sembabule & Mateete;1 MC: Tororo;
9. TMT, SMT & Middle Managers in DEI (60) &MoTIC (19) sensitized in RM procedures and practices.
10. Records Management Systems were audited in 5 MDAs: MoH, JSC MoPS, MoAAIF & MoLHUD; and 30 LGs: including their Urban Authorities: Lwengo, Lyantonde, Sembabule, Mpigi, Butambala, Gomba, Luuka, Kayunga Nakasongola, Kakumiro, Kiruhura, Kagadi, Hoima, Rubanda, Ntungamo, Pader, Kitgum, Otuke. Kotido, Buikwe, Buvuma, Mayuge, Buliisa, Masindi, Kiryandongo, Omoro, Bukedea, Nebbi, Namayingo & Kamuli
11. Electronic Records and Archives Management incorporated into the draft National Records and Archives Policy
12. First draft of the Archives Acquisition Strategy produced.
13. Draft Archives Procedures Manual produced;
14. The National IEC strategy for records and archives management was integrated in the MoPS IEC strategy

Planned Activities

1. Records Management Systems introduced in 6 newly created LGs
2. Revised National Records and Archives Act, 2001,
3. Registry Procedures and Classification Manual, and National Records and Archives Policy printed and disseminated
4. Retention and Disposal Schedule reviewed
5. Records Management systems monitored, evaluated and reviewed in 15 MDAs and 5 LGs
6. Electronic Records Management Policy, Regulations, Strategies and standards developed
7. Records Management Systems audited in 16 MDAs and 24 LGs
8. Electronic Records Management Policy, Regulations, Strategies and standards developed
9. Archives Acquisition strategy developed
10. Archives Procedures Manual and Archives regulations developed
11. National IEC Strategy for records and archives management developed

[heading] OUTPUT: Activity to be finalised in the next FY [/heading]

1. Electronic records management incorporated in draft National Records and Archives Policy.
2. Review of the National Records and Archives Act, 2001 awaiting guidance on establishment of new Agencies.
3. The National IEC Strategy for records and archives management was integrated in the MoPS IEC Strategy