1. i
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

2. 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

3. ii
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

4. iii
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.

5. iv
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

6. v
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

7. vi
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.

8. vii
TABLE OF CONTENTS
DECLARATION ..............................................................................................................................i
APPROVAL ....................................................................................................................................ii
DEDICATION................................................................................................................................iii
ACKNOWLEDGEMENT ..............................................................................................................iv
ACRONYMS...................................................................................................................................v
ABSTRACT....................................................................................................................................vi
TABLE OF CONTENTS...............................................................Error! Bookmark not defined.
CHAPTER ONE:............................................................................................................................ 1
INTRODUCTION AND BACKGROUND OF THE STUDY ...................................................... 1
1.0. Introduction.......................................................................................................................... 1
1.1. Background of Information.................................................................................................. 1
1.2. Information resources management......................................................................................... 2
1.3. Background of study area ........................................................................................................ 2
1.4. Statement of the problem......................................................................................................... 3
1.5. Aim of the study....................................................................................................................... 4
1.6. Objectives of the study............................................................................................................. 4
1.7. Research questions................................................................................................................... 5
1.8. Scope of the study.................................................................................................................... 5
1.9. Significance of the study.......................................................................................................... 5
1.10. Research gap .......................................................................................................................... 6
1.11. Conclusion ............................................................................................................................. 6
CHAPTER TWO: LITERATURE REVIEW ................................................................................. 7
2.0. Introduction.............................................................................................................................. 7
2.1. Primary sources........................................................................................................................ 7

9. viii
2.2. Secondary sources.................................................................................................................... 7
2.3. Tertiary sources........................................................................................................................ 8
2.4. Traditional print sources .......................................................................................................... 8
2.5. Internet-only sources................................................................................................................ 9
2.6. Information Resource Management....................................................................................... 10
2.7. Information Resource Management strategies....................................................................... 11
2.8. Strategic Management............................................................................................................ 11
2.9. Challenges in managing Information Resources ................................................................... 12
2.10. Conclusion ........................................................................................................................... 13
CHAPTER THREE: METHODOLOGY ..................................................................................... 14
3.0. Introduction............................................................................................................................ 14
3.1. Research definition ................................................................................................................ 14
3.2. Research design...................................................................................................................... 14
3.3. Scope of the study.................................................................................................................. 15
3.4. Geographical Scope ............................................................................................................... 15
3.5. Conceptual scope ................................................................................................................... 15
3.6. Population .............................................................................................................................. 15
3.7. Sampling ................................................................................................................................ 16
3.8. Sampling technique................................................................................................................ 16
3.9. Random Sampling.................................................................................................................. 17
3.10. Data collection methods....................................................................................................... 17
3.10. 1. Questionnaire method ...................................................................................................... 17
3.10.2. Interview method .............................................................................................................. 18
3.10.3. Observation method .......................................................................................................... 18
3.10.4. Literature search................................................................................................................ 19

10. ix
3.11. Data collection instruments.................................................................................................. 19
3.11.1. Interview guide ................................................................................................................. 19
3.11.2. Questionnaire guide .......................................................................................................... 20
3.11.3. Observation guide ............................................................................................................. 21
3.12. Data quality control.............................................................................................................. 21
3.13. Research ethics..................................................................................................................... 21
3.14. Processing, Analysis and presentation of data ..................................................................... 22
3.15. Conclusion ........................................................................................................................... 22
CHAPTER FOUR:........................................................................................................................ 23
PRESENTATIONS AND DISCUSSION OF FINDINGS........................................................... 23
4.0. Introduction........................................................................................................................ 23
4.1. Background of information.................................................................................................... 23
4.2. Types of information Resources in ERA ............................................................................... 23
4.3. Forms of Information Resources ........................................................................................... 26
4.3.1. Paper based information resources ..................................................................................... 26
4.3.2. Electronic based information resources .............................................................................. 26
4.4. Information resource management function .......................................................................... 26
4.5. Information resources management systems in use ............................................................... 27
4.6. Use and maintenance of information resources ..................................................................... 27
4.7. Management systems ............................................................................................................. 28
4.8. Problems faced in managing Information resources.............................................................. 28
CHAPTER FIVE: ......................................................................................................................... 33
SUMMARY OF FINDINGS, RECOMMENDATIONS AND CONCLUSION......................... 33
5.0. Introduction............................................................................................................................ 33
5.1. Summary of findings.............................................................................................................. 33

11. x
5.2. Conclusion ............................................................................................................................. 34
5.3. Recommendations.................................................................................................................. 35
SUGGESTION FOR FURTHER STUDY ................................................................................... 36
REFERENCES ............................................................................................................................. 37
APPENDICES .............................................................................................................................. 39
Appendix I – INTRODUCTORY LETTER ................................................................................. 39
Appendix II – INTERVIEW GUIDE............................................................................................ 40
Appendix IV: OBSERVATION GUIDE........................................................................................ 4

12. 1
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

13. 2
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,

14. 3
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

15. 4
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

16. 5
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
The findings of this study will create awareness of the significance of the systematic
organization and management of the various Information Resources.

17. 6
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

18. 7
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.
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

19. 8
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.
Newspapers: Predominately covering the latest events and trends, newspapers contain
very up-to-date information. Newspapers report information that is factual in nature and

20. 9
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.
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

21. 10
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)
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,

22. 11
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
concerned with specific elements of information this means setting up open systems
which are difficult to organize, but essential.

23. 12
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
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

24. 13
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.

25. 14
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.

26. 15
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
common, binding characteristic or trait. Usually, the description of the population and the
common binding characteristic of its members are the same.

27. 16
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.
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.

28. 17
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
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

29. 18
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,
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.

30. 19
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.
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

31. 20
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
summarizing the total data and data section which contains questions designed to elicit
the specific information sought by the researcher (See Appendix III)

32. 21
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.
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

33. 22
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.
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.

34. 23
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
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.

35. 24
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
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.

36. 25
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
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

37. 26
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
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.

38. 27
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
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.

39. 28
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
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.

40. 29
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
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.

41. 30
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
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.

42. 31
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
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.

43. 32
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.

44. 33
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
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.

45. 34
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.
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.

46. 35
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
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

47. 36
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
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.

48. 37
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Behavioral Health Collaborative Solutions, 2006: Management Information System Resource
Tool
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49. 38
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4th Ed. 2009, Pp.240

50. 39
APPENDICES
Appendix I – INTRODUCTORY LETTER

51. 40
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.
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?

52. 41
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
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

53. 42
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
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)

54. 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
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

55. O Databases
O All the above
O Others (pleases specify)
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
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)

56. …………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
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

57. 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;
 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?)