Adoption of records management system for prison service in developing countries

Abstract

The Uganda Prisons Service (UPS) currently relies on manual, paper-based systems for records management and failed to adapt the electronic data management system, yet the former is prone to inefficiencies, errors, and security vulnerabilities. These outdated practices hinder the effective management of inmate information, legal proceedings, and rehabilitation programs. As a result, UPS faces operational inefficiencies and compromised data integrity. Moreover, the failure to adopt to a robust Records Management System (RMS) complicates UPS's ability to comply with legal and regulatory requirements, further increasing administrative burdens (Okello-Obura & Matovu, 2017). In the context of developing countries like Uganda, the adoption of modern RMS faces several challenges, including limited financial resources, inadequate infrastructure, lack of technical expertise, and resistance to change (Musoke, 2019; Ndagire & Kyeyune, 2021). These barriers hinder the successful implementation and utilization of RMS, impeding efforts to modernize prison administration. The Technology Acceptance Model (TAM) as developed by (Davis, 1989) offers a useful framework for understanding the factors that influence technology adoption, focusing on perceived usefulness (PU) and perceived ease of use (PEOU) as primary determinants (Ken, 2021). Lack of an accurate and easily available prisoner file system can result in cases of missing or incomplete case files, inconsistent data, data redundancy, data insecurity, improper backup procedures that cause reports to be produced late, and problems gaining access to data files. Because of this, inmates have served longer sentences and prison administrators have made wise decisions. Additionally, the system is prone to mistakes, which has led to expensive and ineffective planning (Auditor General's Office Report 2021).