RESEARCH REPORT ON ASSESSMENT ON DISASTER PREPAREDNESS STRATEGIES ON PROTECTING REGISTRY RECORDS IN GOVERNMENT OFFICES: CASE STUDY AT BAGAMOYO DISTRICT COUNCIL

ABSTRACT Government registry records such as land titles, personnel files, financial records, and policy documents are critical assets that support governance, accountability, and service delivery, yet they remain highly vulnerable to disasters such as fire, floods, power failures, and cyber-attacks. Despite their importance, many local government authorities in Tanzania, including Bagamoyo district council, have historically lacked comprehensive, documented disaster preparedness strategies for protecting registry records. This study assessed disaster preparedness strategies for protecting registry records in government offices, using Bagamoyo district council as a case study. The study was guided by three specific objectives: to identify the types of disasters that threaten registry records at the Council, to examine the challenges facing the implementation of disaster preparedness strategies, and to determine possible solutions for improving disaster preparedness for registry records. The study employed a case study research design, targeting a study population of approximately 80 staff involved in the creation, management, and protection of registry records at Bagamoyo district council. A sample of 60 respondents was selected using purposive and simple random sampling, drawn from registry staff, senior officers, IT and technical staff, and top management officials. Primary data were collected through questionnaires, interviews, and observation, and were analyzed using the Statistical Package for Social Sciences (SPSS). Of the 60 respondents sampled, 40 completed and returned the questionnaire, giving a response rate of 66.7 percent. The findings revealed that power failures and electrical faults (65.0 percent) and fire outbreaks (55.0 percent) were the disasters most frequently identified as threats to registry records, followed by floods and water damage (45.0 percent), while cyber attacks were the least reported threat (30.0 percent). The absence of a written disaster preparedness plan (77.5 percent), inadequate budgetary allocation (75.0 percent), poor physical infrastructure (72.5 percent), and a shortage of trained personnel (67.5 percent) emerged as the major challenges undermining implementation. Respondents expressed strong support for digitization and backup of vital records (80.0 percent), vi staff training on disaster risk management (75.0 percent), a dedicated budget (72.5 percent), and a formal disaster preparedness policy (70.0 percent). The study concludes that registry records at Bagamoyo district council remain vulnerable to recurring physical hazards, and that the Council's disaster preparedness posture is currently reactive and under-resourced rather than proactive and systematized. It is recommended that the council develop a formal, written disaster preparedness and vital-records protection plan, allocate a dedicated budget, priorities digitization and off-site backups, and institute regular staff training, while central government strengthens policy guidance and funding support for records protection across local government authorities.

Type

Technical / Research Report

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved