2.

3 File Headers
A file header is a block of 128 bytes at the start of the file. Indexed files, record sequential files with variable length records and relative files with variable length records all contain file headers. In addition, each record in these files is preceded by a 2 or 4 byte record header.
ndexed File Access

Both the primary and alternate keys can be used to read records from an indexed file, either directly (random access) or in key sequence (sequential access). The access mode can be:

SEQUENTIAL

This is the default, records are accessed in order of ascending (or descending) record key value.

RANDOM

The value of the record key indicates the record to be accessed.

DYNAMIC

Your program can switch between sequential and random access, by using the appropriate forms of I/O statement. A file is a collection of data, usually stored on disk. As a logical entity, a file enables you to divide your data into meaningful groups, for example, you can use one file to hold all of a company's product information and another to hold all of its personnel information. As a physical entity, a file should be considered in terms of its organization.

2.1 File Organizations

The term "file organization" refers to the way in which data is stored in a file and, consequently, the method(s) by which it can be accessed. This COBOL system supports three file organizations: sequential, relative and indexed.

ACKNOWLEDGEMENT
There are many people who have supported me in this internship period; I wish to acknowledge their contribution. I am grateful to the Dean of faculty Br.Ssekate Vincent of Kisibi Brothers University College, together with the academic registrar Br. luwerekera Bernard for providing constant guidance throughout the internship period. Had it not been their help, it would take centuries to share my views with the rest of the academic world as far as records and archives management is concerned.

I thank Prof. Ssendikadiwa my supervisor who was always available to guide and provide technical advice during the internship process. Further thanks go to all my colleagues at the University who gave me much of their time to discuss the topic until it was accepted. I also wish to thank the lecturers, administrative staff, support staff and students from Kisubi Brothers University who volunteered in any way as far as the internship process is concerned. I also wish to extend my sincere gratitude to Mukuye Kenth, Simon Peter Taitika, Kawooya Vicent, and for great support provided during the time I was on the table compiling this report. To all those who assisted me either direct or indirect while processing this report, but whose names have not been acknowledged, I do appreciate your moral and financial contribution. I would like to also register my indebtedness to the authors whose works helped me to draw various conclusions. Thank you, May God bless you all.

1.0 Background.
In 2004, the Brothers of Christian instruction of the Uganda Province, (BCIU) in cooperation with Uganda Martyrs University (UMU) began a Bachelor of Arts programme with Education on the Kisubi Campus of Mount St. Teresa. A Memorandum of Understanding was finalized on the 15th of August 2004 between UMU and the Brothers of Christian Instruction; the new institution was called Kisubi Brothers Centre of Uganda Martyrs University, (KBUMU). On March 27, 2009 the centre was elevated to a college status by the National

Council for Higher Education and became a constitute college of UMU with a new name: KIsubi Brothers University College (KBUC). Kisubi Brothers University College is a private Institution of higher learning belonging to the Uganda Province of the Brothers of Christian Instruction, located 24 kilometers from Kampala along the vital Kampala-Entebbe High way. The Mount Saint Teresa Campus on which KBUC is located has served a number of purposes. From 1950-1960, it served as a house of Formation for the Brothers of Christian instruction, and from 1950-1960, the Campus was used as a Training College for prospective teachers of Junior and Secondary Schools. During that period, the institution enjoyed full Government secondment; Dr. Boniface Makanga of the Makerere University Botany Department is one of the more prominent graduates of that period. From 1960-1988, the Kisubi Campus was once more used as a House of Religious Formation, and from 1988 to 1990 as a Social Training Centre offering a variety of courses in Christian and Social Formation as well as refresher courses in various professions. Then from 1990 until 2002, the Campus served as the Uganda Spiritual Formation Centre under the tutelage of the Association of religious in Uganda. The formation Centre attracted students from across Africa and beyond even as far as the Philippines and Japan. The present KBUC campus was developed following the relocation of the Religious Formation Centre to Namugongo. KBUC is supported by a highly respected teach of University Council Members chaired by Mr. John Ntimba, and a dedicated faculty head by Br. Dr. Francis Blouin, the Principal and a veteran educational administrator.

Board of Trustees Provincial Council

1.1 Introduction.
My internship period run from 6th June to 6th august 2011 and I am profoundly honored to have had the opportunity to get hands-on experience from of Kisubi

Brothers University College whose main campus is located in a cool, quite, natural environment 24 kilometers from kampala along the vital Kampala Entebbe High way. While at KBUC in the Department of , I was actively involved in the following: - Database designing containing staff details using Microsoft access 2003 and 2007. - Updating students profiles from the server using software. - Labeling and organizing staff and students files according to their alphabetical order.

Figure 1 Shows the organizational structure of KBUC.

ADMINISTRATIVE STRUCTURE

Committees Principal Business nda Martyrs University Walsh University Committees of the Council Dean of the Assistant Business Manager Deputy Principal ademic Registrar Faculty University Governing Council Chaired by the Principal Security Guild/Students Manager Nurse zi

Estates Manager

Cashier Dean of Students Librarian Assistant Librarians

Support staff

Heads of Departments

sistant Registrar

Academic Staff

There are different records that are found and used in the daily

transactions of the KBUC University and these include the following;

1. Reference records .policy records which must be possessed by the university which contains government policies, decisions by the governing council and procedures of funding and moral codes. 2. Administrative records: includes records of great visits, events, annual enrollment of students and records of personnel that have served and still serving in an organization. 3. Academic records: these include records of curriculum issues facilities and equipment for teaching and learning guidelines for the introduction of new academic programmes and student academic records. Others include official correspondences and financial management records. 4. Register of admission/matriculation register: this shows the list of students enrolled each year for each course, department and faculty. It contains admission number, surname and other relevant personal information on the students. It also contains the oath of allegiance and obedience to the university authority and the promise to retain from any act of violence or any action aimed at disrupting the university. 5. Cumulative records: these contain the progress report for each course for each session or semester. Transcript and results are forms of the cumulative records. 6. Permanent records: these include student course registration form which contains personal data and courses students entered for each semester. 7. Convocational brochure which is issued at every convocation indicating their grades/classes of degrees, faculties and departments for the session the convocation is

serving. 8. Convocational album: the photograph of all graduating students showing names, facilities, and years of graduation. References are usually made to it by employers and institutions or persons. 9. Student Disciplinary Entry Book: its on historical legal documents kept by the University to record various offences committed by the students, the nature of punishment recommended and approved by the university authority council. The date of commencement of the punishment if any, name of person who tried the offender among others are kept.

Aims
This module has five primary aims. These are 1. to explain the concepts of records and records control 2. to explain the principles and practices of life-cycle records management 3. to outline the steps to be taken in developing or improving record-keeping systems 4. to establish best-practice procedures for the creation, maintenance and use of current records 5. to explain 1. understand the basic concepts and key characteristics of records 2. recognise the importance of series control and secondary level records control 3. outline the principal requirements of an effective records management system 4. outline the steps involved with building sound record-keeping systems 5. understand the key issues in establishing classification and coding systems 6. identify the key procedures in creating and controlling files 7. identify the key procedures in handling documents how to obtain more information on current records management issues provide a corporate memory formulate policy

make appropriate decisions achieve greater efficiency, productivity and consistency meet statutory and regulatory requirements protect the organisations interests and those of its staff and clients reduce the risks associated with missing evidence of decisions and actions docu

THE ESSENTIAL CHARACTERISTICS OF

RECORDS
Because records arise from actual happenings, they represent a frozen picture. A record fixes an action within its particular context of function, authority, place and time. Certain essential characteristics of records may be identified. Records are static in form. Records have authority. Records are unique when in context. Records are authentic.

Records are Static

During the process of creating a record, a document will go through a phase of development and change. For example, minutes of a meeting will be produced in draft form and reviewed by the members of the committee before being approved. Once this process of creation, or drafting, is finished and the document is considered complete, it may be regarded as a record. In order to provide evidence, the record must now be fixed and must not be susceptible to change. If a record is changed or manipulated in some way, it no longer provides evidence of the transaction it originally documented. If someone alters the minutes of a meeting after they have been approved, the minutes can no longer be considered an accurate record of the meeting. However, drafts themselves, such as the draft minutes, may be considered records, since they can be considered completed documents at a certain stage of development; that is, as draft minutes.
ORGANISING AND CONTROLLING CURRENT RECORDS 12

Records are static; they provide evidence of a particular action in time.

Recordsment activities and achievements Have Authority

Records provide the official evidence of the activity or transaction they document. Records must be reliable and trustworthy. The reliability of a record is linked to its creation. Who generated or issued the record? Under what authority? Can this authority be proved? Consider again the case of the draft and final minutes. The committee has the authority to confirm that the minutes accurately represent the

events of the meeting. If someone changed the minutes after the committee had approved them, he or she perhaps did not have the authority. Those revised minutes may be evidence of that persons view of the meeting but they are not the official record of the meeting as authorised by the committee. Signatures, letterheads, seals and office stamps are obvious indicators of the official nature of records. However, not all records have official stamps or seals. The continuous safekeeping of records is one important way to protect their reliability. If the official version of the minutes is filed by the records manager and thus protected from change, the unauthorised version will not form part of the official record. The authority of the official version will remain intact.
Records have authority; they provide official evidence.

Records Are Unique

Records are not isolated bits of information. They have meaning because they were generated during a particular transaction or business process. The records make sense within the context of the overall functions and activities of the individual or organisation that created or used them. Their relationship with other records makes them unique. The minutes may not be unique in that there may be ten copies made available to all members of the committee. But the minutes are unique within the context of that organisation, because the official copy represents one event the meeting that only took place with those committee members on that day at that place. Copies of a record may be unique within another context. For example, if one member of the committee gives his or her copy of the minutes to a colleague, with a cover note suggesting that the format used for minute-taking may be of value to the colleagues organisation, those minutes become a new record. They are part of a separate set of transactions between that one member and the colleague. For this reason, the context of the record (the activity and authority that gave rise to it) is vital
ORGANISING AND CONTROLLING CURRENT RECORDS 13

and must be preserved. Only by knowing how and why a record was created and used can its contents be fully understood.
Records are unique; they have meaning in relation to a specific action or transaction.

Records Are Authentic

It must be possible to prove that records are what they say they are. The authenticity of a record is derived from the record-keeping system in which it was created or received, maintained and used. A record is authentic if it can be verified that it is now exactly as it was when first transmitted or set aside for retention. For example, a letter received in an office may be date-stamped, registered and placed on a file. The file containing the letter is tracked throughout its use and stored in a records office when not in use. Think again of the minutes. In order to prove that the official minutes are in fact authentic, it is necessary to be able to show that they were produced, approved and then filed appropriately in the organisations record-keeping system. Without this process for authenticating records, the unofficial version produced by that one member after the fact could be mistaken for the official record.

Records today may be produced in a range of systems and stored in a range of media, including paper and electronic forms; different versions may be stored in different media in different locations. One of the dangers today, with the advent of sophisticated information technologies such as computers, is that information can be extracted from the record that originally conveyed it; the information can then be taken out of its context. An electronic version of the minutes can be altered and could replace the original version without anyone noticing the difference. Similarly, new versions of the minutes could be made using electronic technologies, just as in the examples earlier. As a result no copy can be guaranteed to be authentic. Consider another example. A government department may be responsible for buildings and physical plant maintenance. As part of its responsibilities, it might create architectural plans for a new building. It might also take photographs of that building as it is built and it might create minutes and reports of various stages of construction. Each type of material is a record. The architectural drawings, photographs, and minutes gain meaning as records by being retained as part of the entirety of records relating to the construction of that particular building. The materials would lose their meaning if they were Introduction Record is considered as any type of recorded information, regardless of the physical form or characteristics, created, received or even maintained by a person, institution or organization. It is considered as extensions of the human memory, purposely created to record the information, document transactions, communicate thoughts, substantiate claims, advance explanations, offer justifications, as well as providing lasting evidence of events. That is why human has a great needs to create as well as store information, in order to retrieve and transmit it, that will help to establish tangible connections with the past (Cox 2001, p. 2). Information is always considered as one of the most important aspect of any organization, because it is used in decision-making as well as legal aspects and protections. Every business has records that are important and vital to its everyday operation as well as its very existence. As of today, in very competitive environment, it is important that a company must be able to continue its operations during an emergency

situation, and must be able to resume its important and main business functions and operation in orderly as well as timely manner, particularly, after manmade or natural disaster. Plans and actions must be taken in order to preserve the ability of the company to continue their business operations that could help them to prove their management as well as gain the confident and trust of their customers regarding their salvation during the event of a disaster (Sampson 1992, p. 133). Problem Statement The main purpose of the study is to show the importance of record management in the organization processes and performance. Furthermore, it will focus on the efficiency and effectiveness of record management and its vital influence on the overall performance of the company. Literature Review
The emergence of complex, modern recordkeeping systems took a hundred of years, even though much older systems have more complicated features. On the other hands, the records professional in modern times are having difficulties in facing different challenge concerning the management of record systems, with connection to the challenges that are connected with the digital information era (Cox 2000, p. 23). In addition to that, the records management is also being affected by the different factors that are related to organizational changes. This is due to the fact that different organizations and businesses are being affected by different aspects such as globalization and technology that will pushed them to change their organizational structure, strategies, rules and regulations, in order to come up or improve their performance, that will help them to maintain their position in the market. Managing change is considered as complex and challenging and the business needs a responsive, supportive as well as efficient information systems, that will help the business to

respond quickly to the changing conditions as well as expectations of the different constituents such as the customers, employees, government, stockholders, suppliers as well as the society and environment (Sampson 1992, p. 89). According to the study that was conducted by Harry (2000), in Arlington, Texas, information technology or IT has a great impact over the records management. Furthermore, the records management software had been a great help in handling the needs of the local manager, by reducing their effort and human intervention that helps to reduce effort (p. 92). In the case of Arlington Independent School District of ISD, the records management had helped to improve the service of the organization by enabling the management to retrieve records in short period of time, and deliver them upon the request, and the owner are confident that his or her records are being stored and maintained in secure and systematic manner (Harry 2000, p. 95). According to Sampson (1992), easy-to-use information systems are important and required in order to support business and organizations as it faces different challenges and opportunities. The said systems must enable timely responses to the ever changing business conditions as well as the changing expectations of all the entities that are involved in the business. Furthermore, there are different aspects that must be considered such as the legal and administrative tasks, as well as globalization (p. 202). Methodology The research will use qualitative research in order to know the different impact of records management to the performance of the company. This will be done by applying the method of case study in order to show the current situation of the company regarding its usage and application of records management system and how it can affect and influence their performance as well as their relationship with their direct and indirect stakeholders. The case

study will be done by process of observation and historical analysis regarding the company that will focus on the different aspects and activities that are related to the record management such as: what are the main reasons for the application of records management to the performance of the organization? Who are the key players? What were the advantages? What were the major consequences and difficulties? And what were the key learnings? Conclusion Information is always the most important aspects of any company, this help them during the process of decision-making in order to come up with plan and strategies. Furthermore, there are also different laws and regulations that are implemented that are protecting the rights of the customers and employees regarding the security of their information, primarily those confidential data. It is also important to ensure that the data are all available for retrieval for future needs. That is the reason why, the efficiency and consistency of records management is important, furthermore, it can be improved by applying IT or computers in order to speed up the process and implement an error-free records management process. Technological applications enable people to compress time, improve productivity, as well as increase profitability. Furthermore, technologies will affect the way of creation, processing, communicating as well as storing information. In addition, new information-sharing capabilities are also helping to revolutionize the way a business operates as it tears down barriers and allows a business to get closer to their customers, suppliers, competitors and other stakeholders (Sampson 1992, p. 203). Better management of the information processing can help to provide the opportunity to flatten out the organization during the process of decision-making in the lower levels of management. Decentralized management will also allows to more timely response to the changing conditions of the business (Sampson 1992, p. 203). With the help of IT and other

advance technologies, businesses and organizations will be able to manage and retrieve data and record despite of their locations. However, there are still different laws and regulations that must be considered in the process of storing and analyzing data and information, as well as the process of retention and disposition of records, in order to make sure that the company is following the implemented laws.