Mak-HR Electronic Records and Document Management System

Towards the end of 2015, DICTS through financial support from Sida, piloted the Electronic Records and Document Management System (ERDMS) project at the central registry (Human Resource Directorate) with the aim of digitizing all active staff files and automating commonly used process flows such as leave requests as well as implementing a file tracking functionality for enhanced trace-ability should an authorized personnel request for a staff file.

Implementation of the ERDMS system and it's subsequent adoption and usage by the human resource directorate comes with several benefits to the university which include;

  1. Improved storage of human resource files/records in digital format which increases their longevity.The current storage system is manual were human resource records are stored in paper files which over time,are susceptible to tear and rot.
  2. Save time: Improved efficiency in retrieving and indexing records which reduces the time spent looking for/retrieving staff records.
  3. Increased accountability as file movement and all changes made to a file can easily be tracked through system audit logs.
  4. Save money and trees: Long term saving on funds spent on stationary should the system reach maturation or near complete automation were paper usage will be at-least 95% eliminated with staff records being captured digitally on the system especially for new staff.This also falls inline with one of the eight UN Millennium Development Goals of ensuring environmental sustainability by preserving the environment through promotion of the paperless office (less stationary is less trees cut).

All active staff files at the central registry have been digitized and the balance on the "agreed number of files to be digitized under the contract" with the service provider was extended to school of Law to digitize student transcript and this process is also nearing completion.

For sustainability of the project,two high performance digital scanners have been availed to the central registry staff who have also undergone training on how to use them.They will carry on with the digitization of staff records as they come along.Also two DICTS staff have been trained on administering the platform and the entire directorate of human resource will undergo a few training sessions on how to use the system before it's officially handed over.

The DICTS team wishes to extend it's appreciation to the director human resource,the manager records and his entire central registry team as well as the principal school of law and her team for the support and cooperation offered to DICTS and the service provider in piloting the system at their respective units.

We (DICTS) believe the system will add value to staff records management in the central registry if embraced and used by all and we also envisage rolling out the system to other university units and colleges in the near future should funds permit.