EVALUATION OF MANAGEMENT OF INFORMATION RESOURCES

A CASE STUDY OF ELECTRICITY REGULATORY AUTHORITY

BY

MUGUME ARNOLD

11/U/8756/EVE

A DISSERTATION SUBMITTED TO THE EAST AFRICAN SCHOOL OF LIBRARY

AND INFORMATION SCIENCE IN PARTIAL FULFILLMENT OF THE

REQUIREMENT FOR THE AWARD OF THE DEGREE IN RECORDS AND

ARCHIVES MANAGEMENT OF MAKERERE UNIVERSITY

JUNE, 2014

i

DECLARATION

I MUGUME ARNOLD, do declare that this report is my own work and that has never been

presented or submitted anywhere for academic award in any institution of higher learning

Date …………………………………

Signed………………………………..

Mugume Arnold

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APPROVAL

This research has been done under my supervision and has my approval for submission to the

east African school of library and information sciences for examination with my approval as the

candidates’ supervisor.

Date ………………………………..

Signed ……………………………..

Mr. Ssekito Francis (Lecturer)

East African School of Library and Information Science

Makerere University

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DEDICATION

This work is dedicated to my loving mother, Mrs. Namugga Olivia who has worked enormously

to support me in all walks of life and my beloved sisters and brother; Nakato Barbra, Babairye

Allen, Mujjuni Angela and Kizza Henry respectively. I really LOVE you so much you people

because you have been there for me.

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ACKNOWLEDGEMENT

I would like to extend my sincere gratitude to my supervisor Mr. Sekito Francis for his guidance,

support and instructions which have contributed significantly to the intellectual content of this

research. To my loving and caring mother M/s Namugga Oliva, for the great work she has done

to make my life up this time of my breath, her guidance and support which have greatly

contributed significantly to the enormous positive change in my life. My brothers and sisters;

Kizza Henry, Mugabe Abraham, Migisha Arthur Mujjuni Angela, Nakato Barbra, Babirye Allen

respectively, I will always be proud of you. Special appreciation goes to my friends especially

Namujuzi Shakira Mugabo Ronald, Mukomazi Saul, Owola Alex, Kiggundu Ronald, Asiimwe

Godwin who have helped me through my entire academic struggle at Makerere University,

thanks a lot for your unlimited friendship and love. Special thanks goes to Nangonzi Loy for her

supportive effort, generosity, kindness, love, friendship and understanding, without her help and

support, I would not have been able to accomplish my research.

You are all highly appreciated.

Finally to the ALMIGHTY GOD, FROM WHOM EVERYTHING IS POSSIBLE

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ACRONYMS

CR Computer Resources

EA Electricity Act

ECC Electricity Consumer Committee

ERA Electricity Regulatory Authority

ICTS Information Communication Technologies

IMS Information Management Strategies

IR Information Resources

IRM Information Resources Management

ISR Information System Resources

LS Literature Search

MEMD Ministry of Energy and Mineral Development

MIS Management Information Systems

RAM Records and Archives Management

REB Rural Electrification Board

RM Records Management

RO Registry Officer

SDI selective Dissemination of information

CAS Current Awareness Services

E-RMS Electronic Registry Management System

RCARS Resource Center Accession Registry System

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ABSTRACT

The study was carried out at ERA particularly in the registry department. The aim of the study

was to evaluate the management of information resources in plan to handle the potentially

increasing information resources at ERA. The study focused on establishing the strength and

weakness in the interim of Information resource management function at ERA and further

suggests workable strategies that will help to promote effective and efficient Information

Resource Management.

The study was guided by the following objectives:- to identify the types and forms of

Information resources , to identify the existing management systems of Information resources, to

identify the existing management strategies for the proper use of information resources, and to

identify the current and existing problems in managing information resources and suggest

possible solutions to the problems.

The study was carried out at ERA, and collecting qualitative data from selected records officers

and other staffs through data collection instruments like interview guides, observation guides and

literature survey which made the findings reveal that ERA has failed to provide relevant

Management Strategies of Information Resources due to a number of problems like most

resources are not automated, inadequate funds, lack of enough qualified staff, inadequate space

etc. the researcher recommends that in order to have a better Information Resource management

function, ERA should give greater attention to the records section o purchase new equipments

like computer system and to automate the records management function for easy management

and access to users.

TABLE OF CONTENTS

vi

DECLARATION..............................................................................................................................i

APPROVAL....................................................................................................................................ii

DEDICATION................................................................................................................................ii

ACKNOWLEDGEMENT...............................................................................................................ii

ACRONYMS..................................................................................................................................ii

ABSTRACT....................................................................................................................................ii

TABLE OF CONTENTS..................................................................................................................

CHAPTER ONE:.............................................................................................................................2

INTRODUCTION AND BACKGROUND OF THE STUDY.......................................................2

1.0. Introduction...........................................................................................................................2

1.1. Background of Information..................................................................................................2

1.2. Information resources management..........................................................................................2

1.3. Background of study area.........................................................................................................2

1.4. Statement of the problem..........................................................................................................2

1.5. Aim of the study.......................................................................................................................2

1.6. Objectives of the study.............................................................................................................2

1.7. Research questions....................................................................................................................2

1.8. Scope of the study.....................................................................................................................2

1.9. Significance of the study..........................................................................................................2

1.10. Research gap...........................................................................................................................2

1.11. Conclusion..............................................................................................................................2

CHAPTER TWO: LITERATURE REVIEW..................................................................................2

2.0. Introduction...............................................................................................................................2

2.1. Primary sources........................................................................................................................2

2.2. Secondary sources....................................................................................................................2

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2.3. Tertiary sources........................................................................................................................2

2.4. Traditional print sources...........................................................................................................2

2.5. Internet-only sources................................................................................................................2

2.6. Information Resource Management.........................................................................................2

2.7. Information Resource Management strategies.........................................................................2

2.8. Strategic Management..............................................................................................................2

2.9. Challenges in managing Information Resources......................................................................2

2.10. Conclusion..............................................................................................................................2

CHAPTER THREE: METHODOLOGY........................................................................................2

3.0. Introduction...............................................................................................................................2

3.1. Research definition...................................................................................................................2

3.2. Research design........................................................................................................................2

3.3. Scope of the study.....................................................................................................................2

3.4. Geographical Scope..................................................................................................................2

3.5. Conceptual scope......................................................................................................................2

3.6. Population.................................................................................................................................2

3.7. Sampling...................................................................................................................................2

3.8. Sampling technique..................................................................................................................2

3.9. Random Sampling....................................................................................................................2

3.10. Data collection methods.........................................................................................................2

3.10. 1. Questionnaire method.........................................................................................................2

3.10.2. Interview method.................................................................................................................2

3.10.3. Observation method.............................................................................................................2

3.10.4. Literature search..................................................................................................................2

3.11. Data collection instruments....................................................................................................2

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3.11.1. Interview guide....................................................................................................................2

3.11.2. Questionnaire guide.............................................................................................................2

3.11.3. Observation guide................................................................................................................2

3.12. Data quality control................................................................................................................2

3.13. Research ethics.......................................................................................................................2

3.14. Processing, Analysis and presentation of data........................................................................2

3.15. Conclusion..............................................................................................................................2

CHAPTER FOUR:..........................................................................................................................2

PRESENTATIONS AND DISCUSSION OF FINDINGS.............................................................2

4.0. Introduction...........................................................................................................................2

4.1. Background of information.......................................................................................................2

4.2. Types of information Resources in ERA..................................................................................2

4.3. Forms of Information Resources..............................................................................................2

4.3.1. Paper based information resources........................................................................................2

4.3.2. Electronic based information resources.................................................................................2

4.4. Information resource management function.............................................................................2

4.5. Information resources management systems in use..................................................................2

4.6. Use and maintenance of information resources........................................................................2

4.7. Management systems................................................................................................................2

4.8. Problems faced in managing Information resources................................................................2

CHAPTER FIVE:............................................................................................................................2

SUMMARY OF FINDINGS, RECOMMENDATIONS AND CONCLUSION............................2

5.0. Introduction...............................................................................................................................2

5.1. Summary of findings................................................................................................................2

5.2. Conclusion................................................................................................................................2

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5.3. Recommendations.....................................................................................................................2

SUGGESTION FOR FURTHER STUDY......................................................................................2

REFERENCES................................................................................................................................2

APPENDICES.................................................................................................................................2

Appendix I – INTRODUCTORY LETTER....................................................................................2

Appendix II – INTERVIEW GUIDE..............................................................................................2

Appendix IV: OBSERVATION GUIDE.........................................................................................2

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CHAPTER ONE:

INTRODUCTION AND BACKGROUND OF THE STUDY

1.0. Introduction

It is of great importance for organizations to manage information concerning the various

services that it offers. Every institution needs to clearly document, store and keep all

information of the services that it offers to its clients for proper accountability, easy

accessibility, quick decision making, and historical reference and for proper evaluation

and assessment of its activities.

With the Ministry of Energy and Mineral Development in Uganda which is the governing

body of Electricity Regulatory Authority, It is well stated and portrayed that all

government agencies are mandated to keep records of every activity that is operated

under the authority. This is to avail and provide an integrated and systematic system of

significant and easily usable information on a frequent and routine basis for planning,

managing and evaluation of regulatory services to the whole country.

This portrays that ERA must create, maintain, store, manage, distribute and value

records, if the major purpose of their parent Ministry as shown above is to be achieved

and accomplished.

This chapter therefore, introduces us to the background of the study, aims of the study,

the problem of the study, aim of the study, research questions of the study and the various

study objectives.

1.1. Background of Information

Information Resource Management (IRM) is an idea whose time has come. While the

notion has existed for more than a decade, recent developments in the field of

information processing have made the concept and the philosophy underlying it, not only

viable but imperative. Interpreted literally, IRM suggests that information should be

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recognized as a valuable entity, independent of the technology that manipulates it. As

such, it is recognized as a significant organizational resource in much the same way as

people, machines, and capital. Therefore, information should receive serious management

attention. Two phenomena are responsible for the emergence of IRM. The notion of

knowledge work was introduced in the 1960's followed by the concept of the "post-

industrial society" in the early 1970's. Information economics contributed the argument

for treating information as a resource. These characterizations were popularly described

in the 1970's as "the information age" and the "information economy". Such phrases

acknowledge that information processing has become a fundamental component of

industrialized nations. Since information handling has become such an important

component of economies, it is understandable that more attention is paid to it.

1.2. Information resources management

A series of authors mainly from the information sciences take a holistic perspective on

information management integrating more or less all the aspects discussed above.

Although there is not a well established term, these approaches are referred to as

information resources management in the following. According to Bergeron (1996), IRM

is grounded in the following assumptions: recognition of information as a resource, an

integrative management perspective, management of the information life cycle, a link

with strategic planning.

One important feature of information resources management consists is that it is a

framework that seeks to integrate different information professionals and functions under

one umbrella

1.3. Background of study area

Electricity Regulatory Authority (ERA) is a Statutory Body established in the year 2000

in accordance with the Electricity Act 1999 (Chapter 145 Laws of Uganda) to regulate

the generation, transmission, distribution, sale, export & import of electrical energy in

Uganda, and to guide the liberalization of the electricity industry, manage licensing, rates,

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safety and other matters concerning the electricity industry. Electricity Regulatory

Authority has a policy organ; “The Authority” composed of five non-executive members

headed by the Chairman, Mr. Richard Santo Apire. The Secretariat, composed of

professionals in different fields, is headed by a Chief Executive Officer.

It is under the Ministry of Energy and Mineral Development. ERA works closely with

many vendors to do its work. Organizations and committees within the purview of the

ERA include the Rural Electrification Board, and Electricity Consumer Committees. The

Electricity Regulatory Authority’s Regulatory mandate is to supervise all licensed

companies within the electricity sector to ensure they comply with the Electricity Act

1999 and Regulations there to, and to safeguard all stakeholder’ often competing

interests.

1.4. Statement of the problem

As was mentioned earlier, the Electricity Regulatory Authority (ERA) was established by

act of parliament, the Electricity Act of 1999. The regulatory body is mandated with

overseeing and regulating the electricity industry. This includes issuing various permits

and licenses for generation, distribution and sale of electricity as well as setting of tariffs.

In addition, the ERA is mandated to develop and enforce codes of conduct, performance

and quality standards.

The ERA is expected to conduct its functions in such a manner that is open and objective,

fair and reasonable, non-discriminatory and that promotes fair competition. Due to the

various operations that are carried out, there are various information records / resources

that are created and used which helps in the daily running of the business operations in

the Authority.

However, where as a number of government agencies aim at achieving optimum success

in all their business processes and activities including management of information

resources, this in most cases has not been the case.

Instead, efficient and effective management of information resources has turned out to be

a fuss in many government agencies this being caused by a number of factors which

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negatively affect information use difficult. This has not only led to inefficiency in the

way organizations perform their duties, but also has resulted into Information Resources

themselves failing to perform and serve the purposes for which they are created. In the

case of Information Resources, the questions that might be asked are, when these

resources are created, where are they kept and for how long are they used. Are they

needed temporarily or are they are kept permanently.

Due to the above difficulties, this calls upon the evaluation of the management of the

various Information Resources that are being used hence identifying the efficiency of

Information dissemination/ use among the various stake holders and the public with the

aim to identify their impact and suggest the solutions to rectify the situation.

1.5. Aim of the study

The study will be aimed at evaluating the management of Information Resources in

Electricity Regulatory Authority, its strength and weaknesses and recommend strategies

for improving the management of Information Resources at Electricity Regulatory

Authority.

1.6. Objectives of the study

The study will be guided by the following objectives

To identify the types and forms of Information resources used in Electricity regulatory

authority

To identify the existing management system of the Information Resources in Electricity

Regulatory Authority

To identify the existing management strategies for the proper use of Information

resources in Electricity Regulatory Authority

To identify the current and existing problems in managing information resources and

suggest possible solutions to the problems

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1.7. Research questions

This research study will be based on and driven by the following research questions

which it will sought to answer?

1. What are the various types of Information Resources used in Electricity Regulatory

Authority?

2. How are Information Resources managed in Electricity Regulatory Authority?

3. What challenges are faced in managing the various Information Resources in

Electricity Regulatory Authority?

4. What strategies can be used to improve the management of the Information Resources

in Electricity Regulatory authority?

1.8. Scope of the study

This research study was based in the ERA Registry however there crucial Information

Resources that are kept by the creating departments because of the daily routine of their

use hence in the process of evaluating the Information resources, emphasis is put on them

since they are created used to a longer extent.

1.9. Significance of the study

This study will be of great significant in the records department and the organization at

large thus its findings will benefit planners, scholars and administrators in the following

ways.

The findings of the study will form the basis and guide for the designing of the

department and organizational good Information management system

The findings of this will form the basis for the literature review and a basis for further

research in the area of Information organization and management

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The findings of this study will create awareness of the significance of the systematic

organization and management of the various Information Resources.

The findings of the study will be a substantial basis for designing a proper Information

management system for similar institutions as at Electricity Regulatory Authority, and for

developing other conventions of importance to Records and Archives Management

(RAM)

1.10. Research gap

The need to manage information in many organizations has become a necessity.

Although some research has already been carried out in the organizations field of

information resources management, no one yet has carried out research in Electricity

Regulatory Authority in the field of Information management. Therefore, a justifiable

research gap as regards to the documentation of information management in Electricity

Regulatory Authority. The research will assist in substantially document the findings

which are intended to act as reference and background information for future studies and

for other researchers who are intending to carry out a similar study in the same

organization.

1.11. Conclusion

This chapter presents a brief background to the study, the statement of the problem, the

aim of the study, research questions and objectives of the study, scope of the study and

the significance of the study.

Chapter two will present a review of the literature related to the concept of Information

resources types and functions of Information resources and management strategies of

information resources, importance of information resources and challenges in managing

information resources

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CHAPTER TWO: LITERATURE REVIEW

2.0. Introduction

This chapter reviews the literature available under the subject of study Evaluation of

Management of Information Resources. There are a number of valuable ideas that were

put forward about the subject of the study which were looked at critically such that their

relation to the study is reviewed.

The background information resources give general information about a variety of topics.

These are often considered to be general reference sources, meaning that they provide

basic facts and knowledge that can be used as a foundation for one's research. A little

time spent in background information resources can save a tremendous amount of time

when searching in databases and more subject-specific resources.

Information can come from virtually anywhere; media, blogs, personal experiences,

books, journal and magazine articles, expert opinions, encyclopedias, and web pages and

the type of information you need, will change depending on the question you are trying to

answer. When searching for information on a topic, it is important to understand the

value of primary, secondary, and tertiary sources.

2.1. Primary sources

These allow researchers to get as close as possible to original ideas, events, and empirical

research as possible. Such sources may include creative works, first hand or

contemporary accounts of events, and the publication of the results of empirical

observations or research. These may include; Diaries, Interviews, Letters, Original works

of art, Photographs, Speeches and Works of literature.

7

2.2. Secondary sources

These are used to analyze, review, or summarize information in primary resources or

other secondary resources. Even sources presenting facts or descriptions about events are

secondary unless they are based on direct participation or observation. Moreover,

secondary sources often rely on other secondary sources and standard disciplinary

methods to reach results, and they provide the principle sources of analysis about primary

sources. These may include; Biographies, Dissertations, Indexes, abstracts, bibliographies

(used to locate a secondary source) Journal articles, Monographs

2.3. Tertiary sources

These provide overviews of topics by synthesizing information gathered from other

resources. Tertiary resources often provide data in a convenient form or provide

information with context by which to interpret it. These include; Dictionaries,

Encyclopedias, Handbooks.

Driscoll and Stolley (2013), suggest that we live in an age overflowing with sources of

information. With so many information sources at our fingertips, knowing where to start,

sorting through it all and finding what we want can be overwhelming. With the various

researches related questions that run through our heads such as: Where do I begin? Where

should I look for information? What types of sources are available? Driscoll and Stolley

(2013), further suggest the various information sources to answer some of the above

mentioned questions by defining the various types of Information Resources. They went

ahead to divide these information resources into two categories i.e., Traditional print

sources and Internet Only sources.

2.4. Traditional print sources

Books and Textbooks: Books present a multitude of topics. Because of the time it takes

to publish a book, books usually contain more dated information than will be found in

journals and newspapers.

8

Newspapers: Predominately covering the latest events and trends, newspapers contain

very up-to-date information. Newspapers report information that is factual in nature and

also share opinions. Generally, however, they will not take a “big picture” approach or

contain information about larger trends.

Academic and Trade Journals: Academic and trade journals are where to find the most

up-to-date information and research in industry, business, and academia. Journal articles

come in several forms, including literature reviews that overview current and past

research, articles on theories and history, or articles on specific processes or research.

Government Reports and Legal Documents: The government releases information

intended for its own use or for public use. These types of documents can be an excellent

source of information. An example of a government report is the U.S. Census data. Most

government reports and legal documents can now be accessed online.

Press Releases and Advertising: Companies and special interest groups produce texts to

help persuade readers to act in some way or inform the public about some new

development

Flyers, Pamphlets, Leaflets: While some flyers or pamphlets are created by reputable

sources, because of the ease in which they are created, many less-than-reputable sources

also produce these. They are useful for quick reference or very general information.

Multimedia: Printed material is certainly not the only option for finding research. Also

consider media sources such as radio and television broadcasts, interactive talks, and

public meetings.

2.5. Internet-only sources

Web sites: Most of the information on the Internet is distributed via Web sites. Web sites

vary widely in quality of information and validity of sources.

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Weblogs / Blogs: A rather recent development in Web technology, weblogs or blogs are

a type of interactive journal where writers post and readers respond. They vary widely in

quality of information and validity of sources. For example, many prestigious journalists

and public figures may have blogs, which may be more credible of a blog than most.

Message boards, Discussion lists, and Chat rooms: Discussion lists, chat rooms, and

message boards exist for all kinds of disciplines both in and outside of the university.

However, plenty of boards exist that are rather unhelpful and poorly researched.

Multimedia: The Internet has a multitude of multimedia resources including online

broadcasts and news, images, audio files, and interactive Web sites

Information Systems Resources (ISR) enables the use of information systems in

administrative functions so that those functions may be conducted in the most effective

way possible. (McGill, 2013)

Management Information System (MIS) MIS refers to an information system that

makes timely and effective decisions for planning, directing and controlling the activities

for which they are responsible and also helps businesses achieve their goals and

objectives. In this study, MIS will be used as a similar definition to Information System

(IS). (A Kornkaew (2012)

2.6. Information Resource Management

(IRM) a philosophical and practical approach to managing government information,

Information is regarded as a valuable resource which should be managed like other

resources, and should contribute directly to accomplishing organizational goals and

objectives. IRM provides an integrated view for managing the entire life-cycle of

information, from generation, to dissemination, to archiving and or destruction, for

maximizing the overall usefulness of information, and improving service delivery and

program management. Fred Nikols (2008)

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Fred Nikols (2008), IRM views information and Information Technology as an

integrating factor in the organization, that is, the various organizational positions that

manage information are coordinated and work together towards common ends. Further,

IRM looks for ways in which the management of information and the management of

Information Technology are interrelated, and fosters that interrelationship and

organizational integration. IRM includes the management of; the broad range of

information resources, e.g., printed materials, electronic information, and microforms; the

various technologies and equipment that manipulate these resources and the people who

generate, organize, and disseminate those resources. Overall the intent of IRM is to

increase the usefulness of government information both to the government and to the

public.

2.7. Information Resource Management strategies

The aim of information management strategy (IMS) is to support the work of your

organization by improving the management of information and enabling a more effective

and efficient exchange of information within and outside the organization. Improving

information management practices is a key focus for many organizations, across both the

public and private sectors.

2.8. Strategic Management

Strategic management is the deployment and implementation of the strategic plan and

measurement and evaluation of the results. Deployment involves completing the plan and

communicating it to all employees. Implementation involves resourcing the plan, putting

it into action, and managing those actions. Measurement and evaluation consists not only

of tracking implementation actions, but, more importantly, assessing how the

organization is changing as a result of those actions and using that information to update

the plan. Fred Nickols, (2008) a great deal of strategic thinking must go into developing a

strategic plan and, once developed; a great deal of strategic management is required to

bring its aims to fruition.

Information must be structured so that it is easily communicated, while providing useful

data to the enquirer. Inside the organization, it must be available to anyone who is

11

concerned with specific elements of information this means setting up open systems

which are difficult to organize, but essential.

RS Kaplan (2005) but strategy should not be a one-time annual event. Even the best

formulated strategy must be communicated, resourced, tested and modified to reflect

real-world feedback. The planning office should receive and filter strategies that emerge

from within the organization during the year so that the executive team can consider

adopting innovative ideas suggested by employees.

2.9. Challenges in managing Information Resources

Employees need guidelines to manage all the information resources on their desktops, in

their files, and in the computer systems with which they interact. Further, they need to

determine which of those information resources are records and how much of that

information is subject to open records laws. Although mandated by government, records

management has been unevenly implemented with few agencies devoting a full-time

position to the task. Even then, the job of records management has been driven by the

need to destroy vast amounts of paper rather than to systematically control, manage, and

use information and knowledge of the agency. As budgets have tightened and

governments have turned to technology to “do more with less,” e-mail, Web portals,

databases, and other electronic applications have been typically implemented without

regard for managing the information or for ensuring the creation and preservation of

records.

Grace, E.(2008) While new technologies have added value to library services by

presenting new modes of collecting, storing, retrieving and providing information, they

have also brought new challenges and aggravated some of the challenges that faced

libraries before. The challenges relate to acquisition of ICTs, preservation of electronic

information resources, maintenance and security issues, training of users, and general

lack of awareness and commitment among library stakeholders.

Traditionally, paper records were managed long after creation, once they were physically

filed into agency filing systems and began to take up valuable office space. This

management typically consisted of transferring the records offsite to a records center

12

facility or warehouse dumping ground where they were forgotten. With electronic

records, management must be included in system planning and implementation and must

take place immediately upon creation as the agency classifies the information for further

use. This classification is vital for the application of corresponding electronic controls to

ensure the effective maintenance and disposition of the record. (Challenges in Managing

Records in the 21st Century NECCC Analysis of State Records Laws Work Group: 9)

2.10. Conclusion

This chapter presents a review of the literature related to the concept of Information

resources management, types and functions of Information resources and management

strategies of information resources, importance of information resources and challenges

in managing information resources.

Chapter three will present the methodology of the concept of information resources

management, the research design, the population study, data collection tools, analysis and

presentation of data.

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CHAPTER THREE: METHODOLOGY

3.0. Introduction

This chapter describes the research design and methods for this study. It specifically

identifies the processes of gathering, analyzing and interpretation of data that were used

in this study. This chapter begins with the research design, which is a description of the

research approach. It further attempts to describe the population of this study. It also

looks at the data collection tools that were used in the course of the research. It also

presents the data collection instruments that were used in the process of data collection

and methods that will be used to maintain the validity of the research instruments.

3.1. Research definition

Kothari (2004) defines that the research is an original contribution to the existing stock of

knowledge making for its development. The systematic approach concerning

generalizations and formulation of a theory is also research. As such the term ‘research’

refers to the systematic method consisting of enunciating the problem, formulating a

hypothesis, collecting the data, analyzing the facts and reaching certain conclusions either

in the form of solutions(s) towards the concerned problem or in certain generation for

some theoretical formulation.

3.2. Research design

Katebire (2007) describes the concept research design to refer to a general strategy

adopted for answering the research questions. Kothari (2004) future says, the research

design is the conceptual structure within which the research is conducted; it constitutes

the blueprint for the collection, measurement and analysis of data. As such the design

includes an outline of what the researcher will do from writing the hypothesis and its

operational implications to the final analysis of data. So the research design can be

defined as a plan, structure and strategy of a research to find out alternative tools to solve

the problems and to minimize the variances.

14

3.3. Scope of the study

The scope of this study is divided into three major elements; these include: Geographical

scope and conceptual scope.

3.4. Geographical Scope

This study was conducted in Electricity Regulatory Authority. This is the electricity

licensing and regulatory in Uganda and is located in Central Division in Kampala City

along Shimoni Road, Kampala, Uganda, in more specific term in the Registry

department.

3.5. Conceptual scope

Conceptually this study was focused on two major areas. These include the use of

Information Resources and the management of Information Resources and its alignment

to the strategy of proper information resource use. The two concepts are examined in the

previous two chapters.

3.6. Population

It is human nature to look for patterns in the natural world. One pattern is the grouping of

individuals into populations based on observable features, be these anatomical,

physiological, cultural, socio-economic, political or linguistic. Many of these groupings

are for convenience. Lawson (2012)

A research population is generally a large collection of individuals or objects that is the

main focus of a scientific query. It is for the benefit of the population that researches are

done. However, due to the large sizes of populations, researchers often cannot test every

individual in the population because it is too expensive and time-consuming. This is the

reason why researchers rely on sampling techniques. A research population is also known

as a well-defined collection of individuals or objects known to have similar

characteristics. All individuals or objects within a certain population usually have a

15

common, binding characteristic or trait. Usually, the description of the population and the

common binding characteristic of its members are the same.

Banerjee A, (2007) Research studies are usually carried out on sample of subjects rather

than whole populations. The most challenging aspect of fieldwork is drawing a random

sample from the target population to which the results of the study would be generalized.

For the purpose of this study, the population included the Registry officer and staffs of

the administration of the Electricity Regulatory Authority

3.7. Sampling

A sample is a finite part of a statistical population whose properties are studied to gain

information about the whole. When dealing with people, it can be defined as a set of

respondents (people) selected from a larger population for the purpose of a survey.

Mugo, Fridah W (2002) Sampling is the act, process, or technique of selecting a suitable

sample, or a representative part of a population for the purpose of determining parameters

or characteristics of the whole population.

Sampling is a process used in statistical analysis in which a predetermined number of

observations will be taken from a larger population. The methodology used to sample

from a larger population will depend on the type of analysis being performed, but will

include simple random sampling, systematic sampling and observational sampling.

When taking a sample from a larger population, it is important to consider how the

sample will be drawn. To get a representative sample, the sample must be drawn

randomly and encompass the entire population.

3.8. Sampling technique

Crowe, M and Sheppard, L (2010) the distinction between qualitative and quantitative

research may have had validity at the turn of the 20th century, but as ideas about research

have continued to evolve and develop the distinction has become more historical than

actual.

16

They future say that, whether research is qualitative or quantitative, the techniques are far

more similar than they are different and by maintaining the myth of incompatibility

researchers may miss important ways of finding answers to their research questions.

3.9. Random Sampling

A simple random sample is one is which each unit (e.g. persons, cases) in the accessible

population has an equal chance of being included in the sample, and the probability of a

unit being selected is not affected by the selection of other units from the accessible

population (Charles and Yu, 2007)

Purposive sampling techniques have also been referred to as non-probability sampling or

purposeful sampling or ‘‘qualitative sampling.’’ As noted above, purposive sampling

techniques involve selecting certain units or cases ‘‘based on a specific purpose rather

than randomly’’ (Tashakkori and Teddlie, 2003). Random sampling was used to select

some respondents to be interviewed and observed.

3.10. Data collection methods

This study considered the use of both secondary data and primary data. For purposes of

this study, secondary data was collected through the use of a Research design. Under this

method both published and non-peer reviewed materials such as books, reports, journals

and internet resources were used. The research design further provided a useful

background to compare the various Information Resources in Electricity Regulatory

Authority.

Primary data was collected using two methods; that is the Questionnaire method, the

interview method and the observation method and Literature Search. However, it should

be noted that care and thought was given in the application of these methods since this

study had taken a case study dimension.

3.10. 1. Questionnaire method

A questionnaire is a research instrument consisting of a series of questions and other

prompts for the purpose of gathering information from respondents. It was a practical

17

method of obtaining research information from respondents. The main reasons for

selecting the questionnaire as a research instrument include; Questionnaires are relatively

inexpensive, analysis of data is relatively uncomplicated, it is confidential and it is

possible to survey a large population in a short period of time. A questionnaire provides

reliable information as respondents are more likely to answer questions truthfully when

their identity is undisclosed.

3.10.2. Interview method

This is the most commonly used and most productive fact finding technique. It involves

direct conversation with colleagues, users and management. It is a planned meeting

during which an analyst obtains information from another person. Dick, Bob (2000), In

analyzing the data, you identify disagreements when different people offer different

views of some issue.  You use them to guide the development of problem questions

which take you deeper into explanation. This technique requires the researcher to be a

good listener.

The disadvantages are that interviews are time consuming and costly as the researcher

has to travel to the respondent’s venue, the respondent may give information they think

the researcher wants which may be wrong and also, respondents may give responses as

specified by the researcher and not their own ideas.

In using this method, interviews were conducted with the Registry staff to establish the

performance of the Information Resources used in Electricity Regulatory Authority, the

usability of the information resources in the organizations services range and challenges

faced in the use of the resources.

The interview with the registry also provided information on the history of Electricity

Regulatory Authority and its adoption of various information Resources.

3.10.3. Observation method

This instrument fills in the missing gaps which the researcher would have failed to get

from the respondents through questionnaires and interviews conducted. The observation

method of data collection may use a systematic procedure to identify target phenomena,

18

to categories, observe and record them. Kothari (2004), states that Observation method is

the most commonly used in studies relating to behavioral sciences. The main advantage

of this method is that bias is eliminated, if observation is done accurately.

Observation was a good technique especially for activities that could not be measured;

for example the time the users spent using the various Information Resources, the storage

of the Information resources, the use of computers and the Internet, the number of users

in the registry, the time the users spent in searching for documents, the condition of the

equipment especially the computers, the instruction guidelines and rules on use of the

both manual electronic resources, for example passwords on notice board and display

stands.

3.10.4. Literature search

It is a technique that involves going through what others have written bout a given

subject. This is done in order to plan and present the research in such that it contributes to

present state of knowledge. One of the major objectives is for one to acquaint him/herself

with the subject he/she is tackling. Another reason is to gather relevant data bout the

subject to your topic. Literature search also helps to find the gap or limitations of

previous writers. This in the end gives the researcher the basis for his/ her research as

he/she aims to fill the missing link. This method was used mostly when reviewing

literature written about the research topic, various documents that are relevant to the topic

of study were consulted.

3.11. Data collection instruments

Data collection is a systematic process in which the researcher collects relevant data or

information to achieve the research purpose and obligations. The instruments used to

collect data depend on the research design. Below are the instruments that were used for

collecting data. The selection of these tools was guided by the nature of the data to be

collected, time available as well as by the objectives of this study.

19

3.11.1. Interview guide

The data gathering tool selected for this study was a semi-structured interview schedule.

According to Ritchie and Lewis (2008), an interview guide lists questions, topics and

issues to cover while collecting data especially in qualitative studies. However it has to

be noted that this study, being based on case study paradigm, the interview guides had to

abide by the best practices of interview guide construction.

Yin (2009) states that case study interview guides are deliberately constructed to collect

in-depth data from the interviewees devoid of any biases. Such guides are therefore

recommended to contain open-ended questions and should be semi-structured in nature.

The semi-structure component in this case implies that the questions set for the

interviews are alterable and not have to be followed exactly as the need may arise in the

course of the interviewed (Ritchie and Lewis, 2008). In this study, one semi-structured

interview guide was used to guide the researcher in order to collect the necessary data

from the field. (See Appendix II)

It should be noted that although the interviews were conducted in a semi-structured form,

data obtained was carefully recorded, coded and made ready for analysis and

presentation.

3.11.2. Questionnaire guide

A questionnaire is a written structured interview form with questions designed so that

they can be answered without a face –to – face encounter. Respondents write answers to

the questions on the form.

Thomas, F (2001) suggests that the design of the questionnaire can be split into three

elements; determine the questions to be asked, select the question type for each question

and specify the wording, and design the question sequence and overall questionnaire

layout.

This method is useful in gathering attitude, beliefs / opinions, behaviors, and

characterizes of a large number of widely dispersed respondents.

The questionnaire used had three section; a heading which describes the purpose of the

questionnaire, classification section which collects information used for analyzing and

20

summarizing the total data and data section which contains questions designed to elicit

the specific information sought by the researcher (See Appendix III)

3.11.3. Observation guide

This instrument contained several aspects that the researcher took into consideration

while observing this study phenomenon in Electricity Regulatory Authority. The guide

was useful especially for activities that could not be measured; for example the time the

users spent using the Computer resources, the number of users in the Registry, the time

the users spent in searching for documents, the condition of the equipment especially the

computers. Results from this instrument were of much help for the researcher to

complement results from the interview method and the Questionnaire guide.

An observation guide was developed and used for setting expressions that couldn’t be

obtained using other instruments (See Appendix IV)

3.12. Data quality control

Data quality control is a way of making sure that collected data is accurate. A pre- test

was done before proceeding to the field to eliminate ambiguity, grammar and doubt.

Coding of the questionnaires was done by giving each and every questionnaire unique

numbers. This helps in knowing the total response received and those who declined. The

collected questionnaires and interviews schedule answers were reviewed. This was to

check for consistency and comparison purposes.

To ensure data quality control and internal validity of this study, the researcher conducted

pilot studies to pretest the data collection instruments used in this study.

The researcher used Microsoft computer programs for data entry. The researcher used

Microsoft word for textual entry and recording, there was also the use of Microsoft excel

for pie charts entry.

21

3.13. Research ethics

Research Ethics is defined here to be the ethics of the planning, conduct, and reporting of

research (Nancy, Walton), Research ethics is specifically interested in the analysis of

ethical issues that are raised when people are involved as participants in research. There

are three objectives in research ethics. She further says Research ethics everywhere today

are challenged by issues that reflect global concerns in other domains, such as the

conduct of research in developing countries, the limits of research involving genetic

material and the protection of privacy in light of advances in technology and Internet

capabilities.

David B. Resnik (2011) there are several reasons why it is important to adhere to ethical

norms in research. First, norms promote the aims of research, such as knowledge, truth,

and avoidance of error

3.14. Processing, Analysis and presentation of data

Analysis and interpretation of data was done with the objectives and research questions

of the study already established kept in mind. Data analysis was carried out to transform

the raw data obtained from the field into a meaningful pattern in order to enable the

researcher make sense of the data appearing in questionnaires, interview responses and

observation.

The aim of analyzing the data is to provide a condensed picture of the data collected and

to give adequate coverage in words.

Yin (2009) rightly observes that analyzing qualitative data in case studies is one of the

most challenging stages in a research process. Yin (2009) further recommends that data

analysis for case studies should be done by categorizing, tabulating, and testing both

quantitative and qualitative evidence to address the initial proposals of a study.

22

3.15. Conclusion

The above presentation has described the research methodology used in this study. The

methodology involved the use of case study assessment of management of Information

Resources

In the next chapter, chapter four will attempt to present the findings obtained using the

various methods discussed.

CHAPTER FOUR:

PRESENTATIONS AND DISCUSSION OF FINDINGS

4.0. Introduction

This chapter presents and discuses the findings of the study. The findings are based on

the objectives as noted in chapter one , they include; types on information resources,

management systems of information resources, management strategies for proper use of

information resources, the challenges in managing information resources and solutions to

the problems. The findings are based n the interviews, observations ant the literature

survey guides used in the field.

4.1. Background of information

This study was carried out in Electricity Regulatory Authority (ERA). It was from this

geographical area of study that the researcher randomly selected respondents. The

selected respondents positively participated in a one-on-one interview using the interview

guide to obtain the necessary data. Respondents were both male and female

4.2. Types of information Resources in ERA

Evaluation of Management of Information Resources is possible after determining the

various types of information resources maintained by the organization. Respondents were

23

asked to identify the various types of Information Resources created and maintained by

ERA. With the interview, the registry officers said that ERA creates and maintains both

manual and electronic Information Resources. The resource center has over 500 titles of

information materials with different subject areas such as Spectrum Management,

Internet Information Systems, Electricity Connections, Accounting, ICTS, Law

Economics, Environment, Procurement, Public Relations, Rule Electrification, Electricity

Licensing, Human Resource Management, Regulatories and Regulations, Bills, Statutory

Instruments, ordinances, legal notices, legislations of Uganda and Administration which

respondents/ users can accesses. They further identified some of these as follows.

Books and text books

These present a multitude of topics. Because of the time it takes to publish a book, books

usually contain more dated information than will be found in journals and newspapers.

News papers

Predominately these do cover the latest events and trends, newspapers contain very up-to-

date information. Newspapers report information that is factual in nature and also share

opinions. Generally, however, they will not take a “big picture” approach or contain

information about larger trends. And at ERA, Newspapers are delivered on a daily basis.

He went ahead to specify the various news papers that are delivered everyday like New

Vision, Daily Monitor, The Observer, The East African

Academic and Tread journals

These do help to find the most up-to-date information and research in industry, business,

and academia. Journal articles come in several forms, including literature reviews that

overview current and past research, articles on theories and history, or articles on specific

processes or research.

Government reports and legal documents

24

These are normally released by the government. Information intended for its own use or

for public use. These types of documents can be an excellent source of information. An

example of a government report is the Vision 2040, the Uganda Population Census and

many others. Most government reports and legal documents can now be accessed online.

Press releases and advertising

Press Releases and Advertising for companies and special interest groups produce texts to

help persuade readers to act in some way or inform the public about some new

development and he said that these are very important.

Flyers, Pamphlets, Leaflets

While some flyers or pamphlets are created by reputable sources, because of the ease in

which they are created, many less-than-reputable sources also produce these. They are

useful for quick reference or very general information. And most of them are given to the

clients

Multimedia resources:

The interviewed registrar said that not only printed materials are certainly not the only

option for finding information; Also they consider media sources such as radio and

television broadcasts, interactive talks, and public meetings.

Administrative Information resources

The registry officer further said that they maintain administration records and these are

information resources which document the support or housekeeping functions of ERA

such as Human resources, finance etc.

Personal information resources

In a discussion with the human resource, he said that “we keep records concerning a

person for instance access to information about employees should be strictly limited to

those people in the organization with a need to use that information in their job. Human

25

resource managers should ensure that personal records are always complete and up-to-

date. It is also important to ensure that they establish a routine for going through the files

to remove terminated employee records. For example, employment application and

resume offer letters and signed agreements such as employment agreements or contracts,

volunteers, jobs description, performance evaluations, employment status changes,

education certificates, award and recognition letters and perform management including

disciplinary notices and termination documentations such as resignation letters.

Other information resources that are kept and management are; gazettes, acts, bills,

statutory instruments, public relation albums, staff reports, presentations on different

research carried out. Generalities such as dictionary, encyclopedia and holly books like

the bible and the Quran.

4.3. Forms of Information Resources

It was observed by the researcher that information resources at ERA were basically in

two forms/ categories and these includes;

4.3.1. Paper based information resources

Most Information resources generated and kept in ERA are paper based and these types

of resources constitute a great number as observed by the researcher because even the

electronic Information resources are printed into hardcopies like memos, minutes etc.

4.3.2. Electronic based information resources

The researcher witnessed data entrants feeding data into the database on the computers

therefore they have database text. And in a further discussion with one of the data

entrants, she said that they create letters, memos, create information for their website

updates etc.

4.4. Information resource management function

With a close interview, the registry officer identified Information Resource management

as a Techniques of managing information as a shared organizational resource. He further

26

went ahead to explain that IRM includes; identification of information sources, type and

value of information they provide, and ways of classification, valuation, processing, and

storage of that information and in ERA we have various information resources that help

in reference purposes and the daily running of business activities. Some of the

information resource management services include; information circulation and

reservations, Selective Dissemination of Information (SDI), retrieval of information,

references services, and Current Awareness Services (CAS), user education, indexing of

information, classification of records, photocopying and scanning of documents.

4.5. Information resources management systems in use

The registry officer though he disclosed it to the researcher, but it was confidential until

the project is finished. There are tow systems of information resources management He

told the researcher that they are moving away from a manual way of information

handling to an automated systematic process and that the project is under way. It is

referred to as the Resource Center Accession Registry System (RCARS) and e-Registry

Management system (eRMS) that will be used to manage both the registry and library

information resources and the

4.6. Use and maintenance of information resources

The findings of the study indicated that the information resources services provided by

the Resource Center Accession Registry are divided into two categories, the direct

information resources and the indirect information resources.

The direct information resource management services include; book loan electronic

resources,, inter-library loans for instance with the Uganda Law Library, Institute of

Electric and Electronic Engineering, filing support and use of the registry intercom for

inquiry services.

The indirect information resources include; document identification services, collection

development services, organizing and processing of the collections, Current Awareness

27

Services (CAS) through the library and internet, the ERA intranet and email systems and

information sharing sessions.

According to the researcher’s observation, at ERA, information resources are used for

referencing purposed especially in the library. And with the interview with the registry

officer, these information resources do help in assessing and exploiting the information

assets for business development, they do help in increasing the productivity, they help in

business continuity and also he said that they help in evaluation processes at ERA.

4.7. Management systems

On the management systems of ERA’s information resources, the registry officer said

that a good way to ensure that information remains up-to-date and accessible is to

develop a shared spreadsheet for the different information categories pertinent to your

business, assign responsibility for maintaining these spreadsheets to one or more

employees, or take on the responsibility yourself. He further said that they are developing

an automate system to properly manage their information resources. He further said that

there are tow systems that are used and these are the Resource Center Accession Registry

System and e-Registry Management system that are used to manage both the registry and

library information resources. He even stressed that to address the problem of making

business decisions and assumptions based on outdated information, specify the date when

information is entered and updated in each cell or section of the spreadsheet. Other good

policies for maintaining information spreadsheets include identifying information sources

in the form of comments on spreadsheet cells and assigning someone to review all of the

spreadsheet's information on an annual basis.

4.8. Problems faced in managing Information resources

The study further sought the problems faced by the Information resource center in

managing the various information resources. The findings indicated that most of the ERA

staffs and cliental preferred to use the internet and other online services as compared to

28

using the resource center as a point of reference. This makes the Registry and Library

seem irrelevant and quite dispensable in the organization. The researcher interviewed the

various respondents on the problems they face and identified them as explained below.

Storage space / facilities and equipments

Congestion of the storage rooms, some resources are over piled due to the accumulation

of these Information resources everyday like newspapers. The respondents said that the

storage facilities are small and yet the records created are many. On the visit of the

registry center, the researcher witnessed that the storage equipments are not enough

because some information documents were piled down on the floor and those on shelves

are over packed which reduces their breathing space.

Mishandling of the information resources

The researcher observed that some information documents rare mishandled and this leads

to wear and tear of these information documents hence making them porn to easy

deterioration.

Arrogance / ignorance of users

On the researcher’s observation, it was evidenced that some people do not know the use

and purposes of the various information materials that are handled at ERA. This problem

is common in many organizations because users are not sensitized the purpose and use of

these resources especially journals, most people do look out for only pictures not the

content.

Lack of a disaster preparedness plan

In the interview I had with the respondents, they lack a disaster preparedness plan to cater

for the disaster if it strikes such as floods, earthquakes, electricity shocks etc. these

disasters are unexpected and once they strike, everything is lost and a yet a good disaster

preparedness program entails recovery and prevention against these disasters.

Lack of skilled personal

29

The researcher observed that EAR lacks skilled personnel who are knowledgeable about

management of Information Resources. The records officers do not take care of returning

the removed Information resources form the cabinets exactly where they were in the

respective shelves or cabinets thus they are found misplaced in other files of shelves.

Poor security measures:

This was observed by the researcher where some cabins do not have padlocks which lead

to lose of some confidential data or Information resources like magazines, a person can

come and pretend to read on them and they end up taking them for good.

Lack of enough records staff

The staffs responsible for records at ERA are not enough. This is observed through the

employment of intern students to help them in managing these resources. This brings

about mismanagement of the Information Resources. In addition, there is a lot of work to

do yet the staffs responsible for the work are not enough thus some activities end up not

being worked or finished upon.

Misplacement of files

The records officer sad that most of the files where the Information resources are put are

misplaced whereby if the document is removed from a file, when returning it, it can be

put in another file. He also added that files can be taken to different offices thus can end

up getting misplaced.

Temperature and humidity

The researcher observed that most due to the over piling of documents in the storage

room, the temperatures and humidity tend to vary leading to the yellowing of documents

thus deterioration and loss of information.

Possible solutions to the problems faced

30

In order to improve the management strategies of information resources, there is need to

find possible solutions to the problems.

Space

The registry officer suggested getting more space in order to do away with the problem of

limited space which brings bout over packing of records which leads to their damage and

destruction.

Storage equipments

Also the registry personnel suggested providing more storage equipments in order not to

over pile the files on shelve since records can easily get destroyed. Even he further said

that they are moving to the automated system of managing information.

Trained records personnel

The records officer suggested that there is great need in training or employing more

records officers/ clerks such that much concentration is on the records in order to be

managed well since organizations’ activities are driven by information.

Provision of covers and curtains

The records officer also talked about provision of covers and curtains to the registry

department in order to avoid dust and also records should be stored Indus free storage

rooms.

Temperature and humidity

The records manager suggested to work hand in hand with the registry staffs to control

the temperatures and humidity through not over piling the documents such that they do

not get warmth and switching off lights when they are not needed since light is also a

great danger to paper records

Provision of padlocks

31

The registry officer suggested that provision of more padlocks to each and every cabin or

drawer which contains documents / information materials prone to theft thus to avoid

loss. Lockers should be on a key and lock basis.

Establishment of an Information management program

The records officer talked of establishing an Information management program where all

possible efforts to formulate guidelines for effective information resource management

are put in place. In addition, there should be documented guidelines on the proper

management of information Resources for efficiency in service provision.

Putting up a disaster preparedness plan

The records officer also suggested putting up a disaster preparedness plan to cater for the

disasters like water, fire, earthquakes, electricity shocks which are most of the time

unexpected.

Increase on the number of records staff

The records officer suggested increasing on the number of records clerks such that for

every activity, there is a person to attend to it such that there is smooth running of

activities for storage and retrieval of records.

In conclusion, the ERA should come up with better strategies to make its information

Resource management services accessed in order to remain relevant to the ERA

environment

Conclusion

Chapter four presents the findings of the study on the concept of management of

information resources, the problems faced and the solutions to overcome the setbacks.

In the next chapter five, it will present the summary of findings, the various

recommendations and conclusions of the study.

32

CHAPTER FIVE:

SUMMARY OF FINDINGS, RECOMMENDATIONS AND CONCLUSION

5.0. Introduction

This chapter presents the researchers’ summary of findings, conclusions and

recommendations.

5.1. Summary of findings

Out of the data the researcher collected, ERA maintains both manual and paper

Information Resources. Manual resources include, books, and text books, newspapers,

trade journals, government reports, legal documents, acts, periodicals, ordinances press

releases and advertisings, flyers, etc

Electronic information resources include, websites, weblogs / blogs, discussion lists,

multimedia, database texts etc

Management strategies used at ERA are use of file cabinets, shelves, drawers, etc. The

information resources are arranged on shelves and cabins numerically. With filing and

33

retrieval of documents, ERA uses names and numbers to file the documents. Documents

are retrieved using the dispatch book where they are registered and there are restrictions

to entry to entry in the storage room and signing for every record taken. Alphanumerical

filing system is used when filing documents.

Problems faced in management of Information resources include; inadequate storage

space and materials or equipments, lack of a disaster preparedness plan, lack of skilled

records personnel’s, poor security measures, dust, to mention but a few. The possible

solutions to the problems include; provision of more record storage equipments, train

records personnel, provision of covers and curtains n windows to control the direct light,

fumes and sunlight, establishment of a records management program, regular up-

dateness, increase on the records staffs.

5.2. Conclusion

In conclusion, the ERA should come up with better strategies to make its information

Resource management services accessed in order to remain relevant to the ERA

environment. Out of the data that was collected, the researcher concluded that EAR,s

Information Management functions are inappropriate due to a number of problems as

reported by the respondents, for example the records manager, the records officer, staff

and as observed by that researcher.

Poor security measures as most of the cabins didn’t have padlocks and this leads to the

stealing of important records by some unauthorized persons.

Limited space as most of the records were over packed / piled on the shelves and cabins

and some are put on the floor which is so dangerous leading to their destruction.

High temperatures and humidity as records are over piled and packed, due to the limited

space which brings about high temperature and humidity leading to deterioration.

34

Inadequate storage equipments for example the cabins and shelves brought about over

squeezing / piling of records on the limited available cabins/ shelve such that they can fit

thus bringing about destruction of records and shrinking of records.

Inappropriate records office leading to destruction of records due to rodents that eat them

up and dust accumulating on the records. Even poor office organization / layout which

makes improper air circulation.

Lack of a disaster preparedness plan to cater for the disaster brought about by unexpected

disasters such as electricity shocks, water, earthquakes, fires etc. these lead to lose of

valuable records.

It is from the above conclusion that the researcher has been able to make the following

recommendations with hope that this research can help EAR to improve on the

management of Information Resources since a well Information Management function /

system helps in making informed decisions thus achieving its goals and objectives.

5.3. Recommendations

The researcher was able to come with the following recommendations as presented

below.

5.3.1. Establishment of a records management program

The researcher recommended for the establishment of a records management program

where all possible efforts to formulate guidelines for effective records management are

put in place.

5.3.2. Expansion of records office

The researcher also recommended that the administration should make arrangements to

expand on the records office so as to solve the problem of limited space.

5.3.3. Recruiting of professional and skilled records personnel

35

The researcher recommended that the administration should recruit professional and

skilled records personnel’s who have better skills in records management. Also training

should be made for the available staff in records management.

5.3.4. Space

More space is needed in order to do away with the problem of inadequate space and over

piling of records files.

5.3.5. Provision of covers and curtains

More protective covers and curtains are needed to prevent dust from entering the storage

rooms and also records should be stored in dust free storage rooms.

5.3.6. Provision of storage equipments

More still, the records officer recommend that more storage equipments should be bought

and this can be done through allocation of more funds to purchase the better records

storage equipments.

5.3.7. Provision of padlocks

The researcher suggested providing more padlocks to all cabins and drawers are the best

way to go with theft.

5.3.8. Increase on records staffs

Also the researcher recommended that more records staff should be recruited such that

the activities go on smoothly and to ease the management of records.

5.3.9. Implementation of managerial policies

The researcher concluded that some of the solutions to those problems could be

implementation of a managerial policy to make the information resources centre as a

source of information used to support decision making in the authority. This will ensure

support from the various departments for the different activities that are carried out in the

36

registry / library centers for instance, borrowing of literature, encouraging knowledge

sharing sessions.

SUGGESTION FOR FURTHER STUDY

The study was established to evaluate the management of Information resources in

Electricity Regulatory Authority.

The researcher suggests that more research should be carried out in the area of Utilization

of Information Management Systems in public bodies and The Role Of Information

Management in the Digital era because they are not effective as yet and yet technology is

greatly advancing since all information created have to be stored and preserved well in

order to endure their value. The research should be carried out especially in colleges,

higher institutions of learning and all government bodies and agencies since they produce

a lot of information resources which need to be systematically managed effectively so as

to be managed and accessed well by the general public.

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Banerjee A and Chandhury S, Singh D.K, 2007; Statistics without Tears- Inputs for Sample Size

Behavioral Health Collaborative Solutions, 2006: Management Information System Resource

Tool

C.R. Kothari, “Research Methodology Methods and Techniques”, Second Edition, New Delhi;

New Age International Publisher 2004, Pp.1-2

Charles Teddlie and Fen Yu: Journal of Mixed Methods Research, 2007

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Crowe. M, Shepard, L. - Invited Edition: Qualitative And Quantitative Research Designs Are

More Similar That Different. The Internet Journal of Allied Health Science and Practice, Volume

8 No 4, Oct, 2010

Dana Lynn Driscoll, Karl Stolley, 2013: Types of Information Sources.

https://owl.english.purdue.edu/owl/resources/552/03/. Accessed On 10/May/2014

Dancho Danchev, 2003: Building and Implementing a Successful Information Security Policy

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Davide B. Resnik, J.D. PhD: What Is Ethics In Research And Why Is It Important. May 1. 2011

Dick, Bob. 2000, Convergent Interviewing, Session 8 of Areol-Action Research and Evaluation

online Available: http://www.scu.edu.au/school/gcm/ar/areol/areol-session08.html Accessed:

09/May/2014

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Thinking

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Communication Technologies for Education.

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2012/Vol.2/Issue 2 www.ijidt.com/index.php/ijidt/article/viewfile/148/77

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Students and Researchers. Sage Publications, Feb 18, 2003

Katebire, D. A, 2007 Social Research Methodology: An Introduction. Kampala, Makerere

University Printery

Keri. E. Person, Carol S. Saunders: Strategic Management of Information Systems, 5th Edition,

International Students Version. November 2012, © 2013

Mugo, Fridah W, 2002: Sampling In Research. 2002

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Nancy Walton, PhD: What Is Research Ethics www.researchethics.ca/what-is-research-

ethics.htm. Accessed On 09/May/2014

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the 21st Century

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May 2001 Edition: 1.1

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4th Ed. 2009, Pp.240

APPENDICES

Appendix I – INTRODUCTORY LETTER

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Appendix II – INTERVIEW GUIDE

I am Mugume Arnold a student at Makerere University pursuing a Bachelors Degree in Records

and Archives Management. As part of the program, am conduction a study on the topic,

“Evaluation of Management of Information Resources at Electricity Regulatory Authority” this

is a kind request to have an interview with you. Your response will be only for academic

purposes and not for any other purpose.

Scope of the interview

The focus of this Interview is to establish the management issues concerning the use of

Information Resources of Electricity regulatory Authority.

40

Section one: Registry Department of ERA

1. What is the purpose of this registry department in era

1.2. What is the structure of the registry department in ERA

1.3. What are the functions of the registry department of ERA

1.4. Do you think the department is well positioned to perform its functions?

Section two: Information Resource Use

This section attempts to establish the types of information resources kept and used in the registry

and how they are aligned to the ERA management functions.

2. What are the various Information resources has the registry used in the past and what are

those that are currently being used.

2.1. Why do you use these information resources

2.2. How are these information resources working with the rest of the information

system used in ERA

2.3. Are these information resources fully utilized by the ERA staff and clients, if not,

WHY?

2.4. What are the various information resources that are not utilized?

2.5. Do you hope to keep these information resources in the registry (please give

reasons for your answer?

Section three: Information Resources Management Strategies

3. What information management strategies are being adopted in ERA?

3.1. Is there any system designed to manage your information resources? (Specify please)

3.2. Why did you chose / adopt that system (please give reasons for your answer)

3.3. Is the system being used to its expectations?

Section four: Challenges faced in Managing Information Resources

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This section aims at establishing the challenges faced in using and managing the various

Information resources and how ERA administration is dealing with the challenges

4. What challenges are being faced in managing these information resources?

4.1. Why do you think these challenges are happening?

4.2. What plans do you have in mind that can be used to tackle these challenges?

Thank you for your participation in this interview

Appendix III: QUESTIONNAIRE GUIDE

I am Mugume Arnold a student at Makerere University pursuing a Bachelors Degree in Records

and Archives Management. As part of the program, am conduction a study on the topic,

“Evaluation of Management of Information Resources at Electricity Regulatory Authority” this

is a kind request to have an interview with you. Your response will be only for academic

purposes and not for any other purpose.

Scope of the Questionnaire

42

The focus of this Questionnaire is to establish the management issues concerning the use of

Information Resources of Electricity regulatory Authority.

1. What are the core organization activities

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

2. Does the company has a registry

O Yes.

O No.

O Not sure

3. Does the company has any information resources kept in the registry

O Yes.

O No.

O Not sure.

a) If YES, what types of information resources are kept in the registry with the

company?

O Textbooks

O Periodicals

O Newspapers

O Magazines

O Government publications

O Reference books

O Journals

O CD-ROMs

O Reports

O Project profiles

O Blogs

O Others (please specify)

Tick all that apply

4. Are these information resources accessible?

O Yes.

O No.

O Not sure.

a). If YES, how often do you access / use these information resources

43

O Everyday

O Once a day

O Once a week

O Monthly

O Twice a week

O Once a year

O Regularly

O Never use them

(Tick where appropriate)

b). If NO, why do you think they are prohibited from access to everyone?

O They contain confidential information

O They have NO important information

O Information does not relate to company activities

O Because you do not need them

O Information only applies to the company administrators

5. Are there any management strategies for the proper use of these various information

resources?

O Yes.

O No

O Not sure.

a). If YES, what are these management strategic systems do you use in managing these

information resources

O Computers

O Filing cabinets

O Microfilms

O Databases

O All the above

O Others (pleases specify)

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

………………………………………………………………………………………………

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6. Has management of Information resources improves the efficiency of service delivery in

your institution?

O Yes.

O No

O Not sure

7. Has management of information resources improved the institutions goals of fulfilling the

aims and objectives?

O Yes

O No

O Not sure

8. What difficulties do you normally encounter in the management and use of these

Information resources? (Specify as many as possible)

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

9. What challenges do you think are encountered by your institutions administration in

managing these information resources (specify as many as possible)

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

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10. What possible solutions do you think can overcome the above stated challenges

encountered when management these information resources? (specify as many as

possible)

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

11. What future plans if any, are there in your department concerning the improvement of

proper utilization of the various information resources?

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

Thank you for your participation in this Questionnaire

Appendix IV: OBSERVATION GUIDE

This intended to guide the researcher to view and witness occurrence of particular actions of

Management of Information Resources in Electricity Regulatory Authority. The guide helped the

researcher to obtain some information and have a clear picture (reality) on various aspects of

interests.

The researcher observed the fallowing;

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Observed how information resources are managed

Observed the various forms in which Information resources are created and managed

Looked at the ways or methods through which Information resources are retained (what

procedures are taken for one to gain access to the Information resources?)

47