AN ASSESSMENT OF EVALUATING E-OFFICE SYSTEMS IN PERFORMANCE ON RECORDS AND ARCHIVES MANAGEMENT EFFICIENCY IN PUBLIC SECTOR ORGANIZATIONS:

This study assessed the performance of Electronic Office (E-Office) systems in improving records and archives management efficiency in public sector organizations, using the Tanzania Commission for Science and Technology (COSTECH) as a case study. The research examined the extent of E-Office system usage, evaluated its performance in records management operations, identified existing challenges, and proposed strategies to optimize system performance. A descriptive case study design was employed, utilizing both qualitative and quantitative research approaches. Data were collected from a sample of 50 respondents across key administrative, ICT, and registry departments through structured questionnaires, along with 10 key informant interviews. Descriptive statistics (frequencies, percentages, and mean scores) were used to analyze quantitative data, while thematic content analysis was applied to qualitative data. The findings revealed a high level of employee awareness (Mean = 4.2) and regular usage (Mean = 4.0) of the E-Office system at COSTECH. The system significantly improved record creation and processing speed (Mean = 4.3), retrieval times (Mean = 4.0), document security (Mean = 4.1), and reduced document loss or misplacement (Mean = 4.4). Overall operational efficiency in records and archives management was enhanced (Mean = 4.2). However, performance was constrained by inadequate continuous training (Mean = 4.3), technical system downtime (Mean = 4.2), internet infrastructure limitations (Mean = 3.9), and inconsistent policy enforcement (Mean = 4.0). The study concludes that E-Office systems are vital tools for transforming public sector records management. To maximize efficiency, the study recommends continuous capacity building, upgrading ICT infrastructure and bandwidth, strict enforcement of e-records guidelines and ISO standards, regular software updates, and establishing a dedicated IT helpdesk.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved