ABSRACT
This research report provides a detailed analysis of findings to a research study carried out from UCC with the topic “The role of ICT in records creation and distribution”. It is possible to note that many government operations that traditionally depended on information derived from paper records have become partially or wholly automated. As governments migrate to an on-line environment, records in electronic form are providing the basis for conducting business, serving the public, managing state resources, measuring progress and outcomes, and protecting their own and others’ rights. Records management is becoming increasingly dependent on technology (ICT). It is important therefore to have objective means of assessing the strengths and weaknesses of records systems and determining whether they are capable of capturing, maintaining and providing access to records over time (IRMT, 2011).
In the same line with the above Myburgh (2005), stressed that “the practices of many information communities focus on the best and most effective ways to organize and retrieve discrete information objects,” but a focus on documents alone is becoming less important, particularly in a virtual world. This is highly recommendable for UCC since it manages a good number of discrete records.
A purposive approach to research was used in the research where 10 people were supplied with questionnaires so as to achieve the predetermined objectives of the study which included identification of records created and distributed, how ICT has enhanced records creation and distribution, identifying challenges faced and thereafter propose solutions to the challenges faced. In the research, a combination of qualitative and quantitative methods was used in data collection analysis, and presentation. It was found out that the major challenges facing records creation and distribution include the failure to implement existing regulations, technological obsolescence, inadequate training and lack of minimum standards for created and distributed records.
Basing on the findings, the researcher recommends implementation of existing regulations, development of customized software to enable standardization of records creation and distribution processes. For this to be realized, regular update of software and hardware should also be considered.
TABLE OF CONTENTS
DECLARATION II
APPROVAL II
DEDICATION III
ACKNOWLEDGEMENT IV
TABLE OF CONTENTS V
LIST OF TABLES VIII
LIST OF ACRONYMS AND ABBREVIATIONS IX
ABSRACT X
CHAPTER ONE
INTRODUCTION 1
BACKGROUND OF THE STUDY 1
BACKGROUND OF THE ORGANIZATION 3
STATEMENT OF THE PROBLEM 3
PURPOSE OF THE STUDY 4
OBJECTIVES OF THE STUDY 4
RESEARCH QUESTIONS OF THE STUDY 4
DEFINITION OF OPERATIONAL TERMS 5
RECORDS 5
INFORMATION 5
ICT 5
RECORDS CREATION 6
SCOPE OF THE STUDY 6
GEOGRAPHICAL SCOPE 6
CONTEXTUAL SCOPE 7
SIGNIFICANCE OF THE STUDY 8
CONCLUSION 8
CHAPTER TWO : LITERATURE REVIEW
INTRODUCTION 9
TYPES OF RECORDS 9
ADMINISTRATIVE RECORDS 9
LEGAL RECORDS 9
HISTORICAL RECORDS 10
HOW ICTS HAVE ENHANCED RECORDS CREATION AND DISTRIBUTION 11
CHALLENGES ASSOCIATED WITH THE USE OF ICT IN RECORDS CREATION AND DISTRIBUTION 14
STRATEGIES FOR PROPER USE OF ICTS IN THE CREATION AND DISTRIBUTION OF RECORDS 17
RESEARCH GAP 20
CHAPTER THREE : METHODOLOGY
INTRODUCTION 21
AREA OF STUDY 21
RESEARCH DESIGN 21
POPULATION 21
SAMPLING TECHNIQUE 22
RESEARCH METHODS 22
OBSERVATION 22
QUESTIONNAIRE 23
DOCUMENT REVIEW 24
3.7. DATA ANALYSIS AND INTERPRETATION 24
DATA PRESENTATION 24
ETHICAL CONSIDERATION 24
CONCLUSION 25
CHAPTER FOUR : DATA PRESENTATION, ANALYSIS AND INTERPRETATION
INTRODUCTION 26
BACKGROUND INFORMATION 26
ICT USED IN THE CREATION AND DISTRIBUTION OF RECORDS AT UCC 28
RECORDS KEPT AT UCC 29
PROCESS FOR OBTAINING A LICENSE 32
REQUIRED TECHNICAL STANDARDS FOR OPERATORS 33
HOW ICT HAS ENHANCED RECORDS CREATION AND DISTRIBUTION IN UCC 33
CHALLENGES OF ICT IN RECORDS CREATION AND DISTRIBUTION IN UCC 34
CHAPTER FIVE : SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
INTRODUCTION 36
SUMMARY 36
TO IDENTIFY THE VARIOUS RECORDS KEPT AT UGANDA COMMUNICATION COMMISSION 36
TO FIND OUT HOW ICTS HAVE ENHANCED RECORDS CREATION AND DISTRIBUTION 36
TO IDENTIFY THE CHALLENGES FACED BY UCC IN THE USE OF ICTS IN THE CREATION AND DISTRIBUTION OF INFORMATION/RECORDS 37
TO PROPOSE STRATEGIES TO SOLVE THE CHALLENGES ASSOCIATED WITH THE USE OF INFORMATION TECHNOLOGY IN THE CREATION AND DISTRIBUTION OF RECORDS 37
CONCLUSION 38
RECOMMENDATION 38
REFERENCES 40
APPENDICES
APPENDIX I: QUESTIONNAIRE. 46
APPENDIX II: OBSERVATION GUIDE 49
APPENDIX III: APPLICATION LETTER 46
APPENDIX IV: INTRODUCTORY AND ACCEPTANCE LETTER 49
LIST OF TABLES
Table 1 : Study Population 22
Table 2: Gender response 26
Table 3: A table showing the respondents working experience 27
LIST OF ACRONYMS AND ABBREVIATIONS
CCTV Close Circuit Television
CD – ROM Compact Disc Read Only Memory
CoCIS College of Computing and Information Sciences
DECD Department of Early Child Development
DVD Digital Video Disc or Digital Volatile Disc
E -mail Electronic Mail
EASLIS East African School of Library and Information Sciences
EDMS Electronic Document Management System
E-Government Electronic Government
EPA Environmental Protection Agency
ERM Electronic Records Management
FOI Freedom Of Information
ICT Information and Communication Technology
IRMT International Records Management Trust
ISO International Standards Organisation
LAN Local Area Network
MUK Makerere University Kampala
NGO Non-Government Organization
RAM Records and Archives Management
RMA Records Management Applications
SIM Subscriber Identity Module
UCC Uganda Communications Commission
CHAPTER ONE
BACKGROUND TO THE STUDY
Introduction
This chapter gives an over view of the research for the deeper understanding of the research. It gives the background of the study and study area, the problem to be investigated, the purpose of the study, the research objectives, and the research questions that were used in the investigation of the problem. In the same way, this chapter offers conceptual analysis, gives the scope of study and the importance of the study to Uganda Communications Commission, student and its contribution to the field of Records and Archives Management (RAM).
Background of the Study
As early as 1998, the Government of Uganda, recognizing the need to develop appropriate and deliberate policies and strategies for ICT, initiated a consultative process to formulate a National ICT Policy. This was a year after UCC was established in 1997 to implement the provisions of the Uganda Communications Act 1997 being a commission which was to license and be an agency for all communications practitioners in Uganda (IRMT,2011).
By 1999 the government of Uganda had developed Vision 2025 to address the developmental challenges facing the country and focus on technologies to deliver online services in the public and private sectors (IRMT, 2011). Due to records distribution need, (Association for Progressive Communication, 2009) report, asserts that making digital stories using ICTs can improve the quality of reporting and documentation which is a challenge in various sectors of the government.
According to Luyombya (2010), the problems with digital record management are largely due to the absence of ICT facilities with recordkeeping functionality, lack of clear policies, guidelines and procedures, and to the fact that the Uganda Records and Archives legislation is not fully implemented and not properly enforced. This creates a greater demand for it enforcement since ICT can aid in the creation of records and distribution.
Attempts to improve ICT capabilities and infrastructure in Uganda have been made but a critical gap exists in the approach since the management of public sector records is not being addressed as part of this initiative (Luyombya, 2011). This not only causes challenges in the creation of records but also their distribution as it acts as a tool or guideline to the operations of employees in the public service those in UCC being unexceptional. To (UCC, 2014) Rural Communication Development Fund report 2009-10, it is pointed out that the fund was meant to cater for improvement of ICT infrastructure, improve on wireless connection with broad band at every sub county and enabling tele-medicine facilities in district health centers. These have not been achieved on a greater extend or scope which put a limit on records distribution.
According to UCC (2014), though some clients have complaint concerning their service provider, they are unable to access their service providers. This poses a great challenge in distribution of information not only from service providers but also giving/ getting feedback from the clients through UCC which acts as a mediating body and records creator.
Amidst all the above, the UCC Act 2013 further charges UCC with a principal responsibility of developing a modern communications sub-sector and Infrastructure in Uganda, in conformity with the operationalization of the Telecommunications Policy. The Commission is mandated to undertake a range of functions which include Licensing and standardization; spectrum management; tariff regulation; research and development; consumer empowerment; policy advice & implementation; rural communications development; and capacity building. UCC is thus not only the regulator, but also a facilitator and promoter of coordinated and sustainable growth and development of Uganda's communications sector.
Background of the Organization
The Uganda Communications Commission was formed in 1997 after the Uganda Communications Act had been passed. UCC is established in act 8 cap 4 subsection1. This was after Government had decided to liberalize the Communications sector, thereby separating regulatory roles from operational roles, and also separating the two from policy makers. This therefore, saw the breaking of the monopoly that Uganda Posts & Telecommunications Corporation was enjoying as a sole operator before then.
UCC was therefore, put in place to meet the objectives of the Communications Act 1997. The institution is further strengthened by the preceding amendments made in the Act which include the UCC Act 2003 and 2013. These have all been made to improve the quality of services given to clients, enabling information dissemination with legal mandate.
The Commission is headed by the Chairperson and a full-time commissioner who is the Executive Director of UCC. The Executive Director is the head of the directorate that executes the routine tasks associated with the regulation of the Communications sector.
Mission
To facilitate provision of innovative, efficient and effective communications services through excellence in our regulation.
Vision
Sustainable development through nationwide access to modern communication services.
Statement of the Problem
ICTs are of great value in records creation and distribution and as early as 1998, the government of Uganda, recognizing the need to develop appropriate and deliberate policies and strategies for ICT, initiated a consultative process to formulate a National ICT Policy (IRMT, 2011). ICTs form an integral component of records since they play a great role in improving creation through the use advanced technologies which enhance the life of a record.
In relation to the above and considering the UCC mission which is to facilitate provision of innovative, efficient and effective communications services through excellence in regulation which clearly points to records creation and distribution. Though the role played by ICT cannot be under estimated, it is still hard to be realized due to lack of proper strategies. The research was therefore conducted to investigate the role of ICT in records creation and distribution in UCC and propose strategies that can be employed for its proper use.
Purpose of the Study
The purpose of study is to examine the role of Information Communication Technologies in records creation and distribution in Uganda Communication Commission (UCC).
Objectives of the Study
1. To identify the various records kept at Uganda Communication Commission.
2. To find out how ICT has enhanced records creation and distribution.
3. To identify the challenges faced by UCC in the use of ICT in the creation and distribution of information/records.
4. To propose strategies to solve the challenges associated with the use of information technology in the creation and distribution of records
Research Questions of the study
The researcher was guided by the following research questions in carrying out research.
1. What are the various records kept at UCC?
2. How has ICT improved records creation and distribution?
3. What challenges have been faced by UCC in the use of ICTs in the creation and distribution of records?
4. Which measures can be employed to solve the challenges faced in the use of ICTs in records creation and distribution?
Definition of operational terms
Records
According to WebFinance (2014), Document that memorializes and provides objective evidence of activities performed, events occurred, results achieved, or statements made. Records are created or received by an organization in routine transaction of its business or in pursuance of its legal obligations. In the same way all documented information, regardless of its characteristics, media, physical form, and the manner it is recorded. Records are created to serve a business purpose, they are needed to conduct the business of the agency and are essential for proving what was said, done or approved (Arnold & De Lange, 2004). Failure to do so may leave evidence of the agency's business affairs incomplete and expose the agency to increased liabilities.
Information
According to the Business dictionary (2014), information is defined as data that is accurate, timely, specific and organized for a purpose. Information is presented within a context that gives it meaning, relevance, and can lead to an increase in understanding and decrease in uncertainty.
Information is valuable because it can affect behavior, a decision, or an outcome. To (Riley, 2012), businesses and other organizations need information to plan, keep or generate or create records, controlling, measuring and aid in decision making
ICT
Hedberg (2005), asserts that Information and communication technologies (ICTs) are the technologies used in the conveying, manipulation and storage of data by electronic means. This is in line with (AiniArifah & Norizan, 2008) who define ICT as a generic term referring to technologies that are used for collecting, storing, editing and passing on (communicating) information in various forms. This does not only limit the technologies to hardware but also software.
Records creation
EPA (2014), records creation is defined as the first stage of the records life cycle in which records are made (or received) by an office. According to (Pember, 2006), refers to Australian Standard ISO 15489 – 2002, that defines records as the creation stage of the records life cycle where all records are "born". How a record is created varies and in addition to those records created within the agency, some are received from external sources and incorporated into the agency's records. A record can be created in many forms such as reports, forms, letters, Email messages and other electronic formats.
Records distribution
According to Library and Archives Canada (2013), records distribution is the active accessed and sharing of records by government employees. The rules for who can access each record will have been determined.
UCC
According UCC( 2014), it is a semi – autonomous organization established to implement the Provisions of The UCC Act 2013 Laws of Uganda with a principal goal of developing a modern communications sub-sector and Infrastructure in Uganda, in conformity with the operationalization of the Telecommunications Policy.
Scope of the study
Geographical scope
The study will be limited to the study of the role of ICT in records creation and distribution in Uganda Communications Commission – Bugolobi offices – Kampala (head offices).
Contextual scope
The research study focused on the role of ICT in records creation and distribution in the Uganda Communications Commission.
Significance of the Study
As The research to be conducted will of great value to not only the researcher but also but also UCC and the field of Records and Archives Management in the following ways;
1. It will attempt to improve on the use of ICTs in records creation and distribution in UCC.
2. It will propose measures that can be employed to improve records creation and distribution through the use of ICT.
3. It will also become a basis for future research about the role of ICT in records creation and distribution.
Conclusion
The above chapter has presented the background to the study; In addition it has stated the problem of the study and also described its aim and objectives. The chapter has concluded by presenting the expected
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