MAKERERE UNIVERSITY

P.O.BOX 7062 Kampala, Uganda Tel: +256-41-532631/4

DIRECTORATE OF HUMAN RESOURCES

RECORDS AND INFORMATION

26th April 2019

The manager
Records and information Division
Makerere University

Dear Sir

Re: Report on File Census

The following is a report of what came out of File census as of April 2019.
Office Senior file Support General Date out Comment
registered files files (Range)
registered registered
DHR 41 29 45 Jan-18 - Apr-
19
These files are
US 46 148 1 Mar-16 - retained in Deputy
Apr.19 US’ Office
SAO 5 11 4 May 18 -Apr-
19
VC 4 - - April 2019
BURSAR 1 April 2019
MPA 1 2 6 Dec-18 -Apr-
19
MED 74 136 1 Apr-16 - Apr- -Retention is the
19 leading cause of
Pending
MPEN/MTD 59 37 Mar-18–Apr- These are also a bit
19 too many files
MFA 48 34 Oct-18 – Apr- -File will soon be
19 back after the
exercise.
LEGAL 8++ 47 ++ --
So far the total number of files that are held by Action Officers are: 287 (Senior staff files),
444 (Support Staff files), and 57 General files. Therefore, the overall number of files out
of Central Registry is 788 files.

However, the dispatch books show that some files are still out since 2014. Although, the
previous Census records do not show that they are in any Office. For that matter I have
asked my colleagues to take time and record those file details and reconcile them with the
Stock of files in each one’s schedule. A soft copy of the Staff List will be provided (From
Mr. Magezi).

There are some files in legal Office that were not recorded. Mr. Sombi will continue to
record them and bring the list.

My request is that Officers are urged to handle manual file with some urgency since they
are required to be used by many Officers in order to avoid pending for incoming letters.

Attached are copies of Census lists

Thank you

Yours faithfully

Hope T. Biryomumeisho
Records Officer
4th April,2019

The Chairperson
Executive/ Loans Committee
Kinkizi Investment of Kampala

Dear Sir / Madam

REQUEST FOR A LOAN WORTH SHS. 10,000,000/=

I hereby write to apply for a Loan worth Shs. 10,000,000/= (Ten million shillings) from the Kinkizi
Investment of Kampala.
I am married to Dr. Biryomumeisho Justus and I work as a records Officer in the Directorate of
Human Resource at Makerere University. Given the opportunity, I promise to abide with terms
and conditions regarding Loan repayment/ period.

Attached is my Registration Card of my Car and a copy my National Identity card.

Hoping for your Consideration, I thank you.

Yours faithfully

Biryomumeisho Hope Tindimwebwa

27th March 2019

The manager
Procurement and Disposal Unit
Makerere University

Thru. The Director

Human Resource
Makerere University
Dear Sir
RE: REQUEST FOR 5000 FILE COVERS

Tis is to request for 5,000 (Five thousand) file covers for personnel files. The current covers are of
poor quality though running out, this time round its suggested that better ones are purchased.

I will be very grateful for the consideration of this request.

Yours faithfully,

Ssanyu Lawrence
Manager Records and Information

4th March 2019

The manager
Procurement and Disposal Unit
Makerere University

Thru. The Director

Human Resource
Makerere University

Dear Sir,
RE: REQUEST FOR 10,000 FILE POCKETS

I hereby write to request for 10,000 (Ten thousand pieces) “File pockets” for personnel files. The
previous supply could not cover the volumes of many files in stock.

I will be very grateful for your positive response.

Yours faithfully,

Ssanyu Lawrence
Manager Records and Information