AN ASSESSMENT ON THE USE OF RECORDS STORAGE FACILITIES FOR EFFECTIVE RECORDS MANAGEMENT IN REGISTRY UNIT: A CASE STUDY OF DAR ES SALAAM CITY COUNCIL

The study focuses on assessing records storage facilities for effective records management practices in the registry unit, using Dar es Salaam City Council as a case study. The study involves a sample size of 30 respondents who are selected through stratified randoma and purposive sampling techniques. Data are collected through questionnaires, interviews, and observation checklists. The findings reveal that the registry unit relies primarily on basic storage facilities such as metal filing cabinets and open metal shelves, with minimal digital storage infrastructure. The adequacy of these facilities is rated as inadequate by the majority of respondents due to severe overcrowding, lack of space for future growth, and poor environmental controls. The findings indicate that the poor condition of storage equipment and inadequate environmental controls significantly hinder records accessibility, with retrieval times often exceeding 30 minutes, and negatively impact records preservation, leading to physical deterioration. The study also finds low compliance with national and international records management standards, largely due to resource constraints. Key challenges identified include insufficient budget, lack of trained personnel, absence of a digital records management system, and poor security. The study concludes that the current storage facilities are inadequate and recommends increased funding, development of a digital system, staff training, and policy enforcement.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved