Management of Records in Tanzania: Review and Appraisal of Applicable Theories and Examination of Selected Empirical Findings

Bakari Maligwa Mohamed, Geraldine Arbogast Rasheli, Leonada Rafael Mwagike

Abstract


This paper has examined applicable theories on the records and archives management (RAM) in an attempt to use empirical results and findings to explain the RAM practices. The paper had used ten deliberately selected empirical studies on the RAM practices conducted in Tanzania. Results and findings from the examined empirical studies reveals that records life-cycle theory has been dominantly used to study RAM practices in Tanzania; whilst case study methodology being the dominant research design used by most of the examined studies. Empirically, it has been found that RAM practices in Tanzania have been constrained by a number of constraining factors. The identified factors were, inter alia: inadequacy of RAM practices; inexistence of RAM guidelines; inadequate funding over RAM activities; untrained personnel; lack of comprehensive RAM policy; inadequate records storage space, equipment and facilities; and unreformed records and archives management systems. Based on these results and findings it is concluded that theories propounded for the records and archives management could be supplemented by other management theories and philosophies in studying specific issues on the subject matter. It is recommended that RAM needs specialised studies to determine the influence of the constraining factors on the extent of proper management of records and archives in the specialised administration and management fields that need efficient management and care of records.


Full Text:

PDF

References


Bhaskar, R. (1997). A realist theory of science. London: Verso.

Bryman, A. (2004). Social research methods. 2nd ed. New York: Oxford University Press.

Chachage, B. L. (2005). Developing a model for a corporate records management system with special reference to sustainability reporting in Iringa region, Tanzania. A PhD dissertation, University of KwaZulu-Natal, Pietermaritzburg: South Africa.

Chachage, B. L., & Ngulube, P. (2006). Management of business records in Tanzania: An exploratory case study of selected companies. South African Journal of Information Management, 8(3). https://doi.org/10.4102/sajim.v8i3.227

Cohen, L., Manion, L., & Morrison, K. (2000). Research methods in education. 5th edition. London: Routledge Falmer. https://doi.org/10.4324/9780203224342

Cook, T. (2008). From polders to postmodernism: A concise history of archival theory. Duluth, Minnesota: Litwin Books.

Creswell, J. W. (2003). Research design: Qualitative, quantitative and mixed methods approaches. 2nd edition. Thousand Oaks, CA: Sage Publications.

Flynn, S. J. A. (2001). The records continuum model in context and its implications for archival practice. Journal of the Society of Archivists, 22(1). https://doi.org/10.1080/00379810120037522

Gorard, S., & Taylor, C. (2004). Combining methods in educational and social research. Berkshire: Open University Press.

International Organization for Standardization, ISO 15489-1: 2001, Information and Documentation—Records Management, Part 1: General (Geneva, Switzerland: ISO, 2001).

International Records Management Trust. (1999). Management of public sector records: Principles and context. London: ICA/IRMT.

Kalumuna, G. F. (2000). Towards improving efficiency in records management in local authorities: The case of Dar es Salaam municipalities. An unpublished MA Thesis, University of Dar-es-salaam: Tanzania.

Kerlinger, F. N. (1985). Foundations of behavioural research. 3rd edition. New York: Holt, Rinehart and Winston.

Kitalu, R. S. (2001). Managing public records: The case of current records of the Ministry of Education and Culture. An unpublished MA Thesis, University of Dar-es-salaam: Tanzania.

Lufunyo, H. (2013). Impact of public sector reforms on service delivery in Tanzania. Journal of Public Administration and Policy Research, 5(2). https://doi.org/10.5897/JPAPR12.014

Lyaruu, T. (2005). Personnel records management in the public sector and its impact on the payment of pension: Case study of selected ministries and government agencies. An unpublished MA Thesis, University of Dar-es-salaam: Tanzania.

Makhura, M. M. (2005). The contribution of records management towards an organisation’s competitive performance. Doctor Litteranum Philosophiae’s thesis. University of Johannesburg. [Online] Available at http://ujdigispace.uj.ac.za/theses/. Accessed on 11th June 2017.

Manyambula, M. (2009). Public service reform, accountability and records management: A case study of Tanzania. ESARBICA Journal, 28, 20-35.

Ndemanyisho, A. J. (2014). Reflecting on revue collection in Tanzania: What went wrong with records? International Journal of Education and Research, 2(8).

Ndenje, S. E. (2010). The significance of records to fostering accountability in the Public Service Reform Programme of Tanzania. An unpublished PhD dissertation, University of KwaZulu-Natal, Pietermaritzburg: South Africa.

Ndibalema, T. K. (2001). The state of records management in the National Social Security Fund headquarters. An unpublished MA Thesis, University of Dar-es-salaam: Tanzania.

Ngulube, P., & Tafor, V. F. (2006). The management of public records and archives in the member countries of ESARBICA. Journal of the Society of Archivists, 27(1). https://doi.org/10.1080/00039810600691288

Penn, I., Pennix, G., & Coulson, J. (1994). Records management handbook. 2nd edition. Aldershot: Gower.

Polit, D. F., & Beck, C. T. (2004). Nursing research: Principles and methods. 7th edition. Philadelphia: Lippincott Williams and Wilkins.

Read, J., & Ginn, M. L. (2007). Records management. 8th edition. USA: Congage Learning.

Read, J., & Ginn, M. L. (2011). Records management. 9th edition. USA: Cengage Learning.

Robson, C. (2002). Real world research. West Sussex: John Wiley & Sons.

Ruane, J. M. (2005). Essentials of research methods: A guide to social science research. Malden: Blackwell Publishing.

Sekaran, U. (2003). Research methods for business: A skill building approach. 4th edition. New York: John Wiley and Sons, Inc.

Shepherd, E., & Yeo, G. (2003). Managing records: A handbook of principles and practice. London: Facet Publishing.

Smith, K. (2007). Public sector records management: A practical guide. Gower House, England: Ashgate Publishing Limited.

Tsoukas, H. (1989). The validity of ideograph research explanations. Academy of Management Review, 14(4).

United Republic of Tanzania. (1999). Government Notice No. 289. Dar es Salaam: Government Printer.

United Republic of Tanzania. (2002). The Records and Archives Management Act No. 3. Dar es Salaam: Government Printer.

United Republic of Tanzania. (2011). The National Records and Archives Management Policy. Dar es Salaam: President’s Office – Public Service Management (PO-PSM).

Upward, F. (2000). Modelling the continuum as paradigm shift in recordkeeping and archiving processes, and beyond - a personal reflection. Records Management Journal, 10(3). https://doi.org/10.1108/EUM0000000007259

Victorian Auditor General. (2008). Records management in the Victorian public sector. Available at http://download.audit.vic.gov.au/files/Records_Report.pdf. Accessed 11th June 2017.

Welman, C., Kruger, F., & Mitchell, B. (2005). Research methodology. 3rd edition. South Africa: Southern Book Publishers Limited.

Williams, C. (2006). Managing archives: Foundations, principles and practice. Hartcourt: Chandos Publishing (Oxford) Limited. https://doi.org/10.1533/9781780630892

World Bank and International Records Management Trust. (2000). Managing records as the basis for effective service delivery and public accountability in development: An introduction to core principles for staff of the World Bank and its partners. Information Solutions Group, World Bank Publications No. 4700.

Yin, R. K. (2003). Case Study Research: Design and Methods, 3rd edition. Thousand Oaks: SAGE Publications, Inc.

Yusof, Z. M., & Chell, R. W. (2000). The life cycle: An inadequate concept for technology-generated records. Information Development, 16(3). https://doi.org/10.1177/0266666004240413




DOI: https://doi.org/10.5296/jpag.v8i1.12379

Copyright (c) 2018 Bakari Maligwa Mohamed, Geraldine Arbogast Rasheli, Leonada Rafael Mwagike

Creative Commons License
This work is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License.

Journal of Public Administration and Governance  ISSN 2161-7104

Email: jpag@macrothink.org

Copyright © Macrothink Institute

To make sure that you can receive messages from us, please add the 'macrothink.org' domain to your e-mail 'safe list'. If you do not receive e-mail in your 'inbox', check your 'bulk mail' or 'junk mail' folders. 

------------------------------------------------------------------------------------------------------------------------------------------------------