Evaluating records disaster preparedness in government departments in Mombasa County, Kenya

Abstract

Records management scholars and practitioners in Kenya have been concerned about the pathetic condition of records in the public sector in the country. The prevailing climatic conditions, security situation, political volatility and proximity to large water masses pose major challenges to records management in Mombasa County. These factors have raised serious concerns about the level of disaster preparedness of County Government departments in the event of natural and man-made disasters. However, no empirical studies have been undertaken to evaluate the state of disaster preparedness in government departments in the county. Therefore, the aim of the study was to evaluate the level of disaster preparedness in government departments in the county and to suggest ways in which disaster preparedness can be enhanced. The objectives of the study were: to establish the existing disaster preparedness strategies in government departments in Mombasa County; to determine the reliability of the existing strategies in preventing and responding to disasters; to analyse records disaster prevention and control strategies in place; to determine the effectiveness of the strategies in pre-emptying the effects of records disasters; to establish the challenges of implementing disaster preparedness and disaster control programs and to propose appropriate strategies for enhancing disaster preparedness programmes in government departments in Mombasa County. The study was informed by the National Archives of Australia Disaster Preparedness Manual for Commonwealth Agencies and the Queensland Public Authority Guidelines on Disaster Preparedness and Response for Public Records. The study population comprised of national and county government departments located in Mombasa County from which 37 departments, with functional registries, constituted the study sample. Mixed research approach and survey research design were adopted for the study. Non-probability sampling method using purposive sampling techniques were used to select the study sample. Data was collected by use of interviews and observation. Interview schedule and observation checklist were the key data collection instruments. Data was presented in tables and charts and analysed thematically. The study revealed that disaster preparedness in Mombasa County remains a major challenge and that government departments did not use the internationally accepted best practices to secure records against disasters. In a majority of departments, negligence in using government regulations and international standards and shortage of trained staff in many ways, put records in jeopardy in the event of disasters. The study recommended that to address the existing challenges, government departments should enhance recruitment of trained staff, strictly adhere to existing government regulations and also adopt internationally accepted best practices.