TEAM

UNIVERSITY
EXAMINATION BOARD
DEPARTMENT OF VOCATIONAL AND DISTANCE
LEARNING
BACHELORS IN SECRETARIAL STUDIES

CODE: RECORDS AND ARCHIEVES

MANAGEMENT
Academic year 2015/2016
END OF SEMESTER EXAMINATIONS
Year 2 Semester 2
TIME: 3HRS
Instructions
All questions carry equal marks
Attempt any four (4) questions of your choice
All answers should be put on the provided sheet.

SECTION A
QUESTION ONE (COMPLUSORY)
In the past, there used to be frequent reports of instances of loss of files or failure to
locate files or documents in many public institutions in Uganda. Public opinion
attributed this to dishonesty amongst staff; on the contrary, students of records
management professionals could think beyond this.
In addition, information meant to be kept in house easily found its way into third
party hands, including the press. For this latter case, one government department
carried out an investigation to establish how information used to leak to the public.
Findings indicated that it was not organizational staff that intentionally passed on
information to third parties. Instead, the curious and wanting public did so though
dumpster-diving (the practice of sifting through commercial or residential garbage
to find items that have been discarded by their owner; but which may be useful to
the searchers).
From an informed position as a records management student, analyze the
issues in the passages; and where necessary, evaluate the solutions to the
anomalies in records management observed. (40mark)

Section B
QUESTION TWO
The record lifecycle is a life span of a record as expressed in different phrases.
Discuss the above statement. (25marks)
QUESTION THREE
a) All organizations undertake management of records to reap its benefits.
Explain the benefits of records management for a company like team
university.(10marks)
b) You have appointed as an administrative consultant of the ministry of lands,
the situation in the ministry is so alarming in how the land titles have to be

accessed and filed. Elaborate on the causes of inefficiency of filing in the

ministry. (15marks)
QUESTION FOUR
Any office must develop a retention schedule to cater for how long records must be
preserved in an organization. This requires putting up a clear cut policy.
a) Examine the steps followed in developing a retention policy. (15 marks)
b) Discuss the factors likely to affect the retention schedule/policy. (10marks)

QUESTION FIVE
Its necessary to have an efficient and comprehensive filing system for all
correspondence and reports in a modern office: explain the routine to be followed.
(10marks)
Why do most offices prefer to operate the centralized filing systems? (15marks)