Records Management

Records Management Department is a Department under the Directorate of Informatics, established in September, 2018 with now 18 trained members of staff with four sections that is the Main Hospital Registry, AMPATH, Registry and Library MTRH COS, EDMS and Supply Chain.

It is headed by Ms. Margaret Koech and her Deputy Stephen Macharia who are also members of the Records Management Committee in the Institution.

Core Activities

To Manage Administrative records and Libraries of the Institution and general advise on the management of records across the Hospital;

Creation: Ensuring that records created are taken through the process to the disposal phase, ensure that resources are available for the created records eg space, stationery etc

Maintenance: Ensure that records are well maintained through provision of stationeries, records handled by competent personnel, records secured through use of systems such as File Tracking System to track its movement, scan the vital records for backup purposes, keep records in a lockable and secured equipment eg bulk filers

Disposal: Ensure that records are appraised and disposed of by observing the laid down legislations.

Security of records: Records repositories have CCTV, stored in modern equipment, handled by trained personnel and scanning of vital records and scanning of records for backup purposes and ease of access and retrievability. Implementation of the electronic systems eg FTS for tracking file movement, EDMS for online submission of files, Email communication as official communication and KOHA Library System which manages the Library whole round.

Training; Members of staff are trained in various courses for them to keep base with skills required in such as EDMS, Records Management, Supervisory, Customer care, Senior Management Course and Strategic Leadership Development Program

Professionalism; Staff are vetted, registered in NIPK and iHRM professional bodies and partnership with KNADS and KNLS on records Management and Library issues respectively.