The Situation
The Ministry of Land, Planning and Housing under Mombasa County Government needed a structured approach to managing its archive records. Physical records were scattered across departments with no standardized cataloguing system, making it difficult to retrieve documents and support day-to-day planning and housing functions.
Our Approach
Trendz & Future Ventures partnered with the Ministry to design and implement a catalogue registry system for archive records, establishing a standardized structure for organizing, indexing, and retrieving documents. The engagement ran from August to December 2019. This collaborative effort involved several key steps:
Assess the Current Records System
We began by auditing the Ministry’s existing archive records, assessing storage conditions, indexing practices, and the volume and condition of documents across departments.
Design a Catalogue Registry System
We designed a standardized catalogue registry structure, establishing clear indexing and classification rules to make records easier to locate, track, and maintain going forward.
Implement and Train Staff
We supported the rollout of the new registry system, training Ministry staff on the new cataloguing processes to ensure the system would be used consistently and sustained after the engagement ended.
The Results
Archive records across the Ministry’s departments were catalogued and indexed under a single, standardized registry system.
Ministry staff were trained on the new cataloguing processes, positioning the registry system for consistent, sustained use going forward.
Document retrieval improved significantly, with staff able to locate records through the new indexing system rather than manual searching.
The engagement, delivered between August and December 2019, gave the Ministry a documented, repeatable framework for archive records management going forward.
Provide Ongoing Support
Continued guidance to help the Ministry maintain the catalogue registry system and adapt it as record volumes grow.
“The new catalogue registry system gave our team a clear, reliable way to organize and retrieve records that had previously been difficult to track down.”
