Administration Department

Commited to Service Delivery

RECORDS MANAGEMENT ACTIVITIES
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ADMINISTRATION DEPARTMENT

RECORDS MANAGEMENT UNIT

REPORT OF ACTIVITIES CONDUCTED DURING FOUTH QUOTA: APRIL- JUNE 2014.

 

 

During the period under review, the unit implemented the strategies outlined in the table below.

 

STRATEGY

ATIVITIES

UNIT

OUT PUT

 

Review of systems and procedures

Revision of records classification and indexing scheme

 

Identification of broad record series

 

Identification of activities carried out by the department

Finance Department

Review of classification and indexing scheme on going.

(Dept. of Ling and Languages

 

Classification scheme revised

 

Sports and Games

 

Classification scheme revised

 

 

Re-organization of current records/registries

Closing duplicate files

 

Merging files

 

Labeling files

Finance Department.

Current files in almost all units worked on save for two units.

Department of Sports and Games

 

All current files worked on.

 

Records disposal

 

Identification of personnel files for transfer to the archives

 

Administration Department

 

133 boxes labeled and transferred to the archives – A total of 1330 record items were transferred.

 

Staff sensitization/training

Discussion with staff during staff meetings and conducting seminars

UNES

Fifteen staff members sensitized trained on aspects of records classification, management of electronic records and procedures/requirements for records disposal

 

Finance department

Sixteen staff members sensitized on the aspect of carrying out effective review of records classification and indexing scheme

 

Seminar paper on “Implementation of Records Management Policy”

 

 

 

Staff from various departments during sensitization on  Basic sign language

 

75 staff members sensitized on key requirements of records management policy

 

Sports and Games

 

Sixteen staff members sensitized on various features of the policy on records management.

Monitoring and evaluation.

To monitor and evaluate:

  • Staff awareness of the general requirements of Records Management
  • How far the policy on records management has been implemented
  • Staff consistency in implementation of the requirements of UON/OP/01- Procedure for Control of Documents and UON/OP/02- Procedure for Control of Records
  • State of housing and equipment for storage of records
  • Staffing in records management units/capacity building
  • Safety/security of records

 

 

Extra Mural Centers – Kisumu and Mombassa

 

 

Legal department

 

Procurement department

 

Finance department

 

Construction and Maintenance department

 

Principal’s office- CHS

 

School of Pharmacy

 

School of Nursing

 

School of Medicine

 

Administration department.

 

About 60 staff members sensitized

 

Questionnaire administered

 

Findings and observations made and documented

 

Reports written and submitted.

 

Source: 
Department
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