An examination of the record management and archives process within the Edumbe Community Health Centre, Department of Health: Kwa-Zulu Natal.

Abstract

In the 2012/13, 2013/14, 2014/14 and the 2015/16 financial years, the KZN D.O.H received qualified audits with record management in the health facilities being one of the underlying factors. In light of the above for any medical negligence claims to be successful evidence should be provided before the court of law by the claimant. Therefore, the study aimed at the examination of the record management and archives process within the eDumbe Community Health Centre. Specifically, the research focused on the adherence to policy and rules and procedures of record management, coordination mechanism in place to manage records, the types of resources in place in support of management of records and the control strategies in place to manage records at the Health Centre. The study adopted a qualitative research design compromising 8 participants. In addition to the 8 participants interviewed, observations of record management at the Health Centre were used to collect data. Data were presented in a narrative method. The study findings indicate that record management in the eDumbe Community Health is still experiencing significant problems, which is caused by issues related to lack information related to records management from the management of this health facility and the entire Department of Health. Furthermore, this problem is created by the lack of enforcement of policies, rules, and procedure of record management, poor coordination mechanisms, unavailability of space, staff and budget constraints, and lack of control strategies. The study concluded that in order to ensure efficient and effective record management within eDumbe CHC, all employees should understand the significance of record management in public health. The study recommends that budget strictly related to records management should be established, training of all employees should be conducted, the Chief Executive Officer should be accountable records management, standardise control mechanism should be orchestrated across the Department of Health and policies, rules and producers of record management should be part of staff training.