The role of Records Management in supporting Local Government Reforms Programme at Dar Es Salaam City Council, Tanzania

Abstract

Records management is a key driver in increasing organizational efficiency and offers significant business benefits to reforms in Dar es Salaam City Council, Tanzania. Tanzania has experience breakdown of recordkeeping systems in Local Government Authorities (LGA). Most of the LGA offices manage their records in an unsystematic way to warrant their continuous use in supporting the Local Government Reform Programme (LGRP) instituted in the early 2000. The aim of the study was to investigate the role of records management in supporting local government reforms programme (LGRP) at Dar es Salaam City Council, Tanzania and propose a records management framework for implementation of reforms in Dar es Salaam City Council. The specific objectives of the study were to: Establish the nature and purposes of records management reforms in Dar es Salaam City Council offices and their effectiveness in implementation of LGRP ; determine the methods used by RAMD Staff in addressing the records management issues during implementation of LGRP; establish measures taken by Dar es Salaam City Council management to sustain records management reforms; identify records management challenges experienced by Dares-Salaam City Council management in the implementation of local government reforms and suggest appropriate strategies that would help to address challenges identified by the study. The study was informed by Frank Upward (1997) Records Continuum Model. Purposive sampling technique was used at various stages of the research process to collect data from 93 respondents namely Directors, Assistant Directors, Action Officers, RMA staff, RAMD staff, LGRP staff, PMs Office Staff and other records users. The data was collected through interview schedules supplemented by observations. Data was presented and analyzed qualitatively. It is evident from the study findings that despite the efforts made by the government of Tanzania, donor community, and records management professionals; much work still needs to be done to sustain the reforms. The study recommend Dar es Salaam City Council Management to; design records management policies and procedures, train registry staff, educate and sensitize record users; upgrade records centers and archival repositories, manage the transition from paper records to electronic records as well as monitor and evaluate the implementation of records management programs. The study had proposed records management model for Dar es Salaam City Council to support effective implementation of LGRP. It is hoped that, the recommendation of the study will assist the Dar es Salaam City Council to design effective recordkeeping system aimed at sustaining LGRP in collaboration with RAMD Management.