AN ASSESSMENT ON THE RECORD MANAGEMENT POLICIES IN RECORD MANAGEMENT PRACTICES IN PRIVATE SECTOR

Effective records management policies are foundational to corporate efficiency, statutory compliance, and operational accountability within private sector enterprises. This study assesses the effectiveness of records management policies on records management practices at Primer Business Solutions Ltd in Dar es Salaam, Tanzania. The study is guided by four specific objectives: examining existing records management policies, assessing the level of policy implementation in daily operations, evaluating the overall effectiveness of policies in ensuring proper record handling, and identifying challenges hindering seamless implementation alongside practical improvement strategies. The study adopts both Records Life Cycle Theory and Records Continuum Theory as its theoretical foundation. A descriptive case study design employing mixed quantitative and qualitative research methods was adopted. The target population comprised employees involved in records creation, filing, IT, and compliance administration. A sample size of 50 respondents was selected using Slovin's formula, utilizing purposive and simple random sampling techniques. Primary data were gathered through structured questionnaires and semi-structured interviews, while secondary data were obtained via document reviews. Quantitative data were analyzed using descriptive statistics via SPSS, whereas qualitative data underwent thematic content analysis. The empirical findings reveal that while 76% of respondents are aware of existing records management policies, over 60% report poor physical and digital accessibility. A significant proportion of staff relies on informal, peer-instructed practices due to inadequate regular training (48% receiving no formal training) and weak enforcement mechanisms. Furthermore, the organization operates a hybrid system (40% paper-digital, 24% paper-only), suffering from ineffective classification schemes, prolonged retrieval times (exceeding 45 minutes), and an absence of standardized retention/disposal schedules (64%). Key challenges include inadequate ICT infrastructure, cramped physical storage, limited financial allocation, and technical skill gaps. The study recommends continuous capacity-building workshops, procurement of Enterprise Content Management (ECM) systems, establishment of clear retention schedules, and quarterly compliance auditing.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved