AN ASSESSMENT OF RECORDS STORAGE FACILITIES IN FACILITATING ACCESSIBILITY OF PUBLIC RECORDS WITHIN THE TANZANIA LOCAL GOVERNMENT AUTHORITIES' OFFICES: CASE STUDY OF BAGAMOYO DISTRICT COUNCIL

Records storage facilities provide the physical and electronic environment necessary for preserving and accessibility of public records in Local Government Authorities for transparency, accountability and effective service delivery. However, many LGAs in Tanzania, including BDC, face challenges of inadequate storage infrastructure and system inefficiencies that hinder timely access to public records. The study was assessed records storage facilities in facilitating accessibility of public records within Tanzania LGAs, in BDC. The study aimed to examine the types and adequacy of records storage facilities used in the BDC, assess the effectiveness of storage systems in facilitating accessibility to administrative records and identify challenges affecting records accessibility and propose strategies for improvement. The study used a descriptive design with a mixed research approach. The target population was 45 staff members at BDC. A sample of 40 respondents was selected using Yamane’s formula. Data were collected using questionnaires and interview guides. Quantitative data were analyzed using SPSS and Microsoft Excel and presented in frequencies and percentages, while qualitative data were analyzed through content analysis. The findings revealed that BDC operates a hybrid records storage system. The storage facilities used was Electronic Storage System (E-Office), filing cabinets and archives boxes. However, storage facilities were inadequate. Despite this, rated of physical condition of facilities was good. File retrieving in less than 5 minutes. The system crashes or slow performance, restoration times ranging from 1 to 10 hours. Major challenges identified included inadequate storage facilities, inadequate trained staff, and system crashes. Key strategies proposed included procurement of more storage equipment and file covers, staff training, and improvement of registry procedures. The study concludes that BDC has adopted hybrid records storage system, inadequacy of storage infrastructure and unreliable electronic systems, hinder effective preservation and accessibility of public records. The study recommends that the BDC should prioritize procurement of modern storage equipment, ensure adequate supply of file covers, training staff, and develop disaster recovery plan for E-Office system.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved