Management of civil registration births and deaths records: Case study civil registration registry ministry of Immigration head quarters, Nairobi

Abstract

The aim of this study was is to investigate the management of records at the civil registration births and deaths records in the ministry of immigration in Nairobi, with a view to establish challenges faced and provide appropriate recommendations. The study sought to conduct fundamental analysis of the department and determine how records are generated used and disposed; establish the life cycle of births and death records; find out the computerization of this records and how to archive by training the staff about digitization; establish the available records storage facilities their adequacy and inadequacy; identify the challenges faced in management of records for purpose of recommendations in the civil registration main registry. The target population consisted of senior records management staff and records officers (registry staff) from the civil registration registry. 10 senior records management staff and 10 records officers were involved in the study. The researcher applied both stratified and random sampling that is by grouping respondents into groups and then applying random sampling. The researcher used questionnaires and documentary sources as the main tools of data collection. There is a consensus perception by the civil registration registry records management staff that resources and services in the registry are insufficient and out dated. The results revealed that there was no policy governing the management of records in the civil registration registry. The study also established that there is need to revise the classification scheme of files and records of the civil registration registry. The management and organization of records is not appropriate because records of various classes are not well described and identified for easy retrieval. The study recommends that research should be extended to establish the impact of policies in the civil registration registry records management practices on staff’s performance in their duties; Understanding clients’ formal and informal means of learning about the services the registry provides, and the use of the civil registration registry services and resources.