An Assessment of Compliance with Records Management Policies and Standards at the Ministry of Gender, Labour and Social Development in Uganda: A Case Study of Policy–Practice Gaps and Digital Records Governance

Effective records management is fundamental to transparency, accountability and service delivery in public institutions. In Uganda, public sector records management is governed by the National Records and Archives Act (2001, as amended 2024), the Public Service Standing Orders (2021) and digital governance frameworks such as the e-Government Policy, while international best practice is guided by ISO 15489. Despite the existence of these regulatory and normative instruments, compliance challenges persist within government ministries, creating potential risks to institutional accountability and performance. This study assessed the extent of compliance with national and international records management policies and standards at the Ministry of Gender, Labour and Social Development (MGLSD), a key institution mandated to promote social protection, gender equality, labour rights and community development in Uganda. Specifically, the study examined whether registry operations, digital systems, storage infrastructure and staff competencies align with statutory requirements and international standards and identified policy practice gaps affecting effective records governance. A qualitative descriptive case study design was adopted. Data was collected through document analysis of relevant policies and internal records procedures, direct observation of registry practices and semi-structured interviews with records personnel and administrative staff. The analysis focused on records creation, classification, storage, retrieval, preservation, and digital records management processes. The findings indicate partial compliance characterised by significant policy practice gaps, weak digital records management infrastructure, inadequate storage facilities, limited professional capacity and insufficient senior management support. These weaknesses constrain effective accountability, timely service delivery and institutional performance. The study concludes that strengthening compliance requires improved digital systems, enhanced professional training, adequate infrastructural investment, and stronger governance oversight to ensure alignment with national legislation and international standards.