DOI: 10.36347/sjahss.2023.v11i05.001

Pages: 92-100

The role records control is to ensure that records are available at the point of use, has up-to-date information, reliable, checked and have statutory requirements for records and documents that require access. Records control procedures define the role of personnel records by limiting staff numbers, monitoring performance and protecting the rights of individual staff. In Kenya, proper record-keeping is mandated in law. However, it has been noted that challenges of personnel records control in Kenyan universities are common, and with dire consequences. Therefore, the study investigated the personnel records control procedures and policies at University of Eldoret’s Central Registry. Descriptive research design was adopted. The study targeted all the 10 employees of the Central Registry. Therefore, census sampling techniques were used to identify all the staff as respondents. Observation, interviews and questionnaires were used to collect data and results were presented by use of pie charts and bar graphs. Qualitative data was analysed thematically and presented in narrative form. The study found that the University of Eldoret’s Central Registry has in place standardized personnel records control procedures. These procedures include file registration, file classification, file plans, foliating of records, file transit sheets, and records inventories. However, there was no file colour coding to ease identification and retrieval of files. Further, the Registry does not have records management policies in place. From the findings and conclusion, it is recommended that the Central Registry management should adopt colour coding as one of the main procedures for controlling records. Additionally, the University should develop a records control and management policy.