Modernising records management in selected commercial banks in Uganda challenges and strategies

Abstract

Modernising records management is a key factor in ensuring smooth operations and efficiency for commercial banks. This paper is based on a study that explored the adoption and use of modern records management approaches in selected commercial banks in Uganda. The study adopted the explanatory approach to assess the current state of records management systems in Ugandan commercial banks, identify strategies to implement modern records management systems in the banks, identify the challenges faced by the banks in modernising records management, and propose solutions for enhancing the modernisation of records management for the banks. A descriptive research design was used. The study population comprised records managers, their immediate supervisors, operations managers responsible for overseeing bank operations, and human resources officers involved in their recruitment. These were selected using the non-random (purposive) sampling method. This method was used because the researchers were looking for groups which were responsible for records management in the area of study. Data was collected from primary sources and data collection involved the use of in-depth interviews, observation and document analysis. The findings revealed that commercial banks in Uganda rely heavily on paper-based systems, even though digital options like documents management systems, mobile banking applications and digital archiving systems exist. It was noted that the technology in the commercial banks was guiding the modernising of records management through streamlining workflows, automating records capture and converting paper-based records into electronic formats. The banks lacked comprehensive records management policies. This resulted in a shortage of records staff, insufficient funding for electronic records management systems, and the absence of official electronic records management systems. Potential solutions include hiring professional records managers, investing in technology to manage both paper and electronic records using official records management systems, upgrading paper record storage facilities, developing retention and disposal schedules, and providing records management best practices training to all bank employees.