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Central Registry

Home Departments Management Support Services Central Registry

Sector Head

NSUBUGA ROGERS
SENIOR RECORDS OFFICER (SRO)

Sector’s Mandate

  • Ensuring the right information is provided in the right form at the right time.
  • Receiving, registering and classifying records
  • Receiving and storing all documents addressed to the Chief Administrative Officer, Deputy Chief Administrative Officer, The Chairman and the Vice Chairman.
  • Implementing records retention, disposal schedules and retrieving files.
  • Receiving sorting classifying and registering correspondences.
  • Carrying out file census.

Strategic Direction

  • To ensure efficient, secure, and accessible management of public records by strengthening compliance with records management standards, transitioning to digital systems, and enhancing staff capacity. The sector is focused on supporting timely service delivery, safeguarding the integrity and confidentiality of documents, and aligning its operations with national e-governance goals.

Core Functions

  • Records Management: Maintain and manage all district records including correspondence, personnel files, circulars, minutes, and legal documents.
  • Filing and Retrieval: Properly file and ensure timely retrieval of documents for internal use and audits.
  • Mail Handling: Receive, register, sort, distribute, and dispatch all incoming and outgoing mail and official documents.
  • Archiving: Preserve both active and inactive records systematically for reference, legal compliance, and historical use.
  • Security of Records: Safeguard official records against unauthorized access, loss, theft, or damage.
  • Support to Departments: Provide records and documentation services to departments for planning, decision-making, and reporting.
  • Compliance with Records Procedures: Enforce the use of standardized records management systems as per the Uganda Records and Archives Law and Public Service Standing Orders.
  • Digital Records Transition: Where applicable, support the digitization and electronic filing of records to improve efficiency.
  • Inventory and Indexing: Maintain a systematic index and inventory of all files and records for ease of access.
  • Disposal of Obsolete Records: Manage the weeding and disposal process of outdated records following the approved retention and disposal schedule.

Core Values

  • Confidentiality: Maintain strict privacy and confidentiality of all official records and personal data.
  • Integrity: Uphold honesty and strong moral principles in handling sensitive documentation.
  • Accuracy: Ensure records are complete, accurate, and reflect actual events and decisions.
  • Accountability: Take responsibility for the custody and management of records.
  • Professionalism: Exercise competence, discipline, and consistency in delivering registry services.
  • Transparency: Enable open access to public records where permitted by law and promote clarity in documentation procedures.
  • Efficiency and Timeliness: Provide quick and reliable records services to support administrative operations.
  • Responsiveness: Address departmental and public requests for records or information with urgency and care.