PRESIDENTS OFFICE

PUBLIC SERVICE THE UNITED REPUBULIC OF TANZANIA

MANAGEMENT

TANZANIA PUBLIC SERVICE COLLEGE

(TPSC)

SINGIDA CAMPUS

A SURVEY REPORT ON ASSESSMENT ON THE CHALLENGES

FACING RECORD MANAGEMENT IN PUBLIC OFFICES

CASE: THE RESIDENT MAGISTRATE’S COURT AT KISUTU, DAR –ES-

SALAAM

NAME OF SUPERVISOR: FARAJA MBWILO

PREPARED BY : ESTHER KABHATE

DRM07/12/S.30

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 TABLE OF CONTENTS

TITTLE PAGE…………………………………………………………………………..i

TABLE OF CONTENTS………………………………………………………………….ii

LIST OF FIGURE……………………………………………………………………….iii

LIST OF ACRONOMY/ ABBREVIATIONS………………………………………….iv

LIST OF TABLES………………………………………………………………………..v

EXECUTIVE SUMMARY……………………………………………………………...vi

CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF STUDY……………………………………………………...1

1.2 STATEMENT OF THE PROBLEM………………………………………………..1
1.3 GENERAL OBJECTIVES……………………………………………………….…2
1.4 SPECIFIC OBJECTIVES……………………………………………………………2
1.5 SIGNIFICANCE OF THE STUDY…………………………………………………2
1.6 SCOPE OF THE STUDY……………………………………………………….…..2
1.7 LIMITATION OF THE STUDY…………………………………………………....2
CHAPTER TWO
METHODOLOGY

2.1 INTRODUCTION………………………………………………………………………3

2.2 LOCATION……………………………………………………………………………..3

2.3 POPULATION…………………………………………………………………………..3

2.4 DATA COLLECTION METHODS……………………………………………………..3

CHAPTER THREE

DATA PRESENTATION, DISCUSSION AND INTERPRETATION………………….…4

CHAPTER FOUR
RECOMMENDATIONS AND CONCLUSION

4.1 RECOMMENDATIONS……………………………………………………………..…..7

4.2 CONCLUSION…………………………………………………………………….…….APPENDIX

REFERENCE…………………………………………………………..………8
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LIST OF FIGURES

iii
 LIST OF ACRONYMS / ABBREVIATIONS

HR-Human Resource

RM’S C-Resident Magistrate Court

RMA-Records Management Assistant

RM-Records Management

TPSC- Tanzania Public Service Collage

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 LIST OF TABLES

Figure no 1. Distribution of employees in registry office by gender at Resident Magistrate court

at Kisutu, Dar essalaam………………………………………………………………….page no 4

Figure no 2. Respondent by gender…………………………………………………...…page no 4

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 EXECUTIVE SUMMARY

The study delt is about the Assessment on the challenges facing records management in public
office and undertaken at the RM’S C at Kisutu Dar-es-salaam.

The data on this survey were collected through questionnaire and interview. Thecollecteddata
assisted on answering the survey questions that were to determine the systems used to manage
records, types of records created, equipment’s used for storing records, challenges facing
management of records, to find out the problems caused by the challenges facing records
management , to recommend the way forwards for improvement of records and to determine the
capacity of records staffs at the RM’S C at kisutu, Dar-es-salaam.

Also after interview and answers provided by a respondents, the surveyor discovers different
challenges facing records management which are lack of trained staff, insufficient supply of
stationery, no enough storage equipment and misfiling.

The surveyor recommend that, the way for improvement of records management at the Resident
Magistrate court atKisutuis the government should make sure that it employ enough professional
records managers who will be able to manage protect records to avoid customer complain and
delay in decision making to the action officers.

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 CHAPTER 1

INTRODUCTION

1.1 Background of the study

Records in any form are highly demanded, today and in the future. Such records form crucial
part an organization to survive in the more efficient way. However, without knowing the
fundamentals of the records management, nothing can be achieved neither today nor in the future
of an organization . Also, it is an undeniable fact that information is a key resource in all places,
from homes to work place. The efficient and effective management of information underpins all
areas of government and facilitate immeasurably to their success (Magaya, 2009)

Documentary evidence provides the framework for accountability which is the cornerstone of
good governance .Records management is now becoming an important instrument of change
process upon which principles and practices of modern management depends. The success
depends on the extent to which information and records are organized, stored and managed by an
organization through their life cycle. (Magaya, 2009)

Within both government and the private sector, records are created and used in daily basis to
document actions, confirm decisions, identify rights and responsibilities and communicate
information (Roper and Millar, 1999). Despite its significance to the organizations, it seems in
some cases records are improperly managed in many organizations

The existing problem of this report are insufficient supply of stationary, lack of trained staff, no
enough storage equipment and misfiling.

1.2 Statement of the problem

Records contain information that is a valuable resource and an important business asset. A
systematic approach to the management of records is essential for organizations and society to
protect and preserve records as evidence of actions source of information about business
activities that can support subsequent activities and business decisions, as well as ensuring
accountability to present and future stakeholders.(ISO-15489:2001). However, management of
records has great significance, to the organization, most public organizations are facing many
problem /challenges in managing records.

This study, therefore, seeks to examine the challenges facing management of records in the
public offices and solutions to address those challenges.

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1.3 General objectives of the study

To assess the challenges facing records management at the Resident Magistrate’s court at Kisutu
Dar es salaam

1.4 Specific objective of the study

 To identify the systems used to manage the records atKisutuResident Magistrate Court
 To determine the types of records created atKisutuResident Magistrate Court
 To determine the equipment used for storing records at Resident Magistrate Court
 To determine the challenges facing management of record at KisutuResident Magistrate
Court
 To find out the problems caused by challenges facing records management at Kisutu
Resident Magistrate Court
 To recommend the way forward for improvement of records at Kisutu Resident
Magistrate Court
 To determine the capacity of records staff at KisutuResident Magistrate Court

1.5 The significance of the study

The survey report help the management of the Resident Magistrates Court at Kisutu Dar
essaalamto gain awareness on the causes of challengesfacing records management. Also the
study help the surveyor to identify challenges facing records management in public offices.

1.6 scope of the study

The study was conducted at Resident Magistrate’s Court Kisutu, Dar essalaambased on the
Human resource department, and record Management department

1.7 Limitation of the study

The surveyor met with different limitations during the conduct of the survey under the study
which are time, the surveyor encountered time problem that lead to insufficient data, the data
collected were not enough for the surveyor also awareness problem to the staffs from whom
data were collected ,it was found that the most of the staff they are not aware on the study that
the surveyor aspires to solve.

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 CHAPTER TWO

METHODOLOGY

2.1 Introduction

The survey report was conducted at the Resident Magistrate Courtkisutu, Daressalaam. The
surveyor used two collection methods toget information to the five respondents, which are
questionnaire and interview.

2.2 Location

The survey study was conducted at the Resident Magistrate’s courtat KisutuDar es salaam.

2.3 Population

According to the information supplied there was a total number of five respondents who
contributed their opinionsconcerning the challenges facing Records Management that includes
RMA three, office attendant one and human resource one

2.4 Data collection methods

The surveyor used questionnaires and interview during the study which enabled to collect data
from the respondents

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 CHAPTER THREE

DATA PRESENTATION, DISCUSSION AND INTERPRETATION

The survey was conducted at the Resident Magistrates court at Kisutu Dar es salaam.with the
title of Assessment on the challenges facing Records Management in public office. The specific
objective of the survey were to determine the systems used to manage records at the Resident
Magistrate Court to determine the types of records created at the Resident Magistrate court, to
determine equipment’s used for storing record at the resident Magistrate court, to determine the
challenges facing management of record’s at the Resident Magistrate Court to find out the
problems caused by the challenges facing records management at Resident Magistrate Court, to
recommend the way forward for improvement of records at Resident Magistrate Court and to
determine the capacity of record staffs at the RM’S

Men 6
Women 24
Total 30
Figure no 1. Distribution of employees in Registry office by gender.

The first objective of this survey was to identify the system used to manage records at the RM’S
C. In addressing this objective one question were asked that, which systems do you use to
manage record in your office? The findings of the survey show that of five respondents

No Respondent Sex total

1 RMA F 3
2 Office attendant M 1
3 HR F 1
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Figure no 2. Respondents by gender

Among of five respondent 60% indicate that used keyword and numerical filling system, 20%
Indicate that used alphabetical filling system (office attendant) 20% said that used
alphanumerical fillingsystem. According to the answer provided by a respondent it seems that
the Rm/c used keyword and numerical filling system.

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Second objective of this survey was to determine types of records created at RM’S at KisutuDar
es salaam.In addressing this objective to question were asked that ,what types of record do you
create in your office? And in which format are the records created? The finding of the summery
show that of five respondents

Among of five respondents 60% indicate that created legal records administrative records and
correspondence 20% saved that created land records and 20% indicates that created financial
records. Also in question two of formal of records created60% indicates that used both formal of
records created60%indicate that used both format electronic and paper based format 20%
indicate that used electronic based format.

Due to the answer provide by a responder, it seems that the RM’S created administrative record,
legal record and correspondence and used both electronic and paper based in format.

Third objectives of this survey was to determine equipment used for storing record at the RM’S
at KisutuDar essaalam.In addressing this objective one question on were asked that, that are
equipment used for keeping records in your organization.

The findings the survey show that five respondent 60% indicate that used shelves,.
Cabinetcupboard and computers 20% said that used cupboard and computer and 20% indicate
that used cabinets and shelves. According the answer provided by a respondent it seems that the
RM’S C used shelves,cabinet,cupboard and computer.

Fourth objectives of this survey was to determine the challenges facing management of records
at the RM’S C Dar essaalm, kisutu.In addressing this objective four questions were asked that
does your organization have enough storage equipment? Whatchallenges face when creating
record in your officer? What challenges do you face the system used? And there any other
challenges facing record management in your office?

The findings of the survey show that of five respondent, all five respondent 60% indicate that
there is no enough storage equipment,60% indicate that in challenges when creating records
char sheeterror,insufficient supply of stationary and other said that lack of trained staff. And
challenges do you face on the system used 60% indicate that there is few storage equipment and
other misfiling .According to the answer provided by a respondent it seem that there are
challenges of charge sheet typing error, insufficient supply of stationary, lack of trainer staff no
enough storage equipment and other misfiling.

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The fifth objective of this survey was to find out the problems caused by challenges facing
record management at the RM’SC at Kisutu Dar es salaam.in addressing this objective one
question was asked that, are there any problem caused by challenges in record management in
organization?

Findings of the survey show that five respondent 60% indicate that there is no accountability and
good governance. Poor decision making, inadequate of proof evidence and no freedom
forinformation 20% indicate that there is inadequate of proof evidence andaccountability and
good governance and 20% said that there is no freedom for information and decision making.

Due to the answer provided by a respondent it seems that the problems caused by the challenges
of records management are no accountability and good governance, no freedom of information
and poor decision making

The sixth objective of this survey was to recommend the way forward for improvement of
records at the RM’SC at Kisutu Dar es salaam .In addressing this objective one question were
asked that ,what should be done to improve records management in your office? The findings of
the survey show that of five respondent ,60% indicate that enough professional records
managers ,training and good facilities ,20%said that good environment, motivation and other
20% indicate that good supervision ,specialization of labour and good communication .Due to
the answers provided by a respondent it seems that must have enough professional records
managements training to the register staff, provision of good, storage of facilities, good
environment, motivation, good supervision and good communication

The last objectives of this surveyor were to determine the capacity of records staff of the RM’SC
at Kisutu Dar es salaam. In addressing this objective two questions asked that what is your level
if education and which record’s management training have you undertaken.

Findings of the surveyor shows that five respondent 60% level of education is certificate and
diploma 20% form four education 20% and standard seven education 60% undertaken training of
records management diploma and certificate and 20% certificate and others.

Due to the answer provided by respondentits seems that the level of education of the respondent
is certificate and diploma.

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 CHAPTER FOUR

CONCLUSIONANDRECOMMENDATIONS

4.1 Conclusion

The study was aiming at assessment on the challenges facing records management at the
Resident Magistrate court Dar essalaam, Kisutu. Also the surveyor discovered the challenges
facing record’s management like low level of education, lack of trained staff and complaint of
customers.

4.2 Findings

The findings of this report is Insufficient supply of stationary, lack of trained staff, few storage
equipment, misfiling and complaint of customers.

4.3 Recommendations

The surveyor recommends that the government should make sure that there is additional budget
for buying enough storage facilities for keeping records. This will enable records managers to
scene and protect records from unauthorized access damage and other deterioration.

The surveyor recommend that the government should make sure that it employ enough
professional records managers who will be able to manage protect records to avoid customer
complain and delay in decision making to the action officers.

The surveyor recommends that, Records manager should be motivated by providing them
overtime payments, providing good working,environmental equipment’s, not only that but also
they must be given other incentives.

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 REFERENCES

http//www.recordsmanagement.ed.ac.uk(Accessed 11june 2014.)

ISO 15489 International Organization for Standard (2001)

International Record Management Trust (IRMT) Magaya (2009)