N ASSESSMENT OF THE USE OF DIGITAL RECORD MANAGEMENT ON DATA INTEGRITY AND SECURITY: A CASE STUDY AT DAR ES SALAAM INSTITUTE OF TECHNOLOGY (D.I.T)

ABSTRACT This study assessed the use of digital record management on data integrity and security, using the Dar es Salaam Institute of Technology (DIT) as a case study. The general objective of the study was to assess the use of digital record management practices in enhancing data integrity and security, guided by four specific objectives: to assess the existing digital record management practices and technologies at DIT; to evaluate the technical controls and policy measures in place to safeguard data integrity and security; to identify the challenges affecting data integrity and security within the current system; and to identify measures for improving data integrity and security. The study adopted a mixed-methods approach, combining questionnaires and interviews within a single case study design, to obtain detailed information from 50 respondents comprising registry staff, records officers, and other users of DIT records. The findings revealed that DIT still relies heavily on a hybrid record-keeping system, combining paper-based and digital records, with only a small proportion of respondents reporting the use of a fully digital system. While access control and data backup were found to be functioning reasonably well, audit trails and encryption were identified as weak areas, limiting DIT‟s ability to demonstrate who accessed or altered a given record. The major challenges affecting data integrity and security included poor staff training, the persistence of the hybrid system, poor network connectivity, cyber threats, a low ICT budget, and incomplete policies, alongside the risk of insider threats arising from unrestricted access to records. Respondents recommended staff training, full digitization of records, stronger security policies, increased ICT budgetary allocation, and the adoption of emerging technologies such as blockchain and artificial intelligence as key measures for improvement. The study concluded that DIT requires a clear and comprehensive plan to strengthen its digital record management system, one that emphasizes staff training, stronger policies aligned with international standards such as ISO 15489 and ISO 27001:2022, and greater VI investment in ICT infrastructure, in order to fully safeguard data integrity and security. The study recommends that DIT institutionalize regular staff training, adopt a phased transition to a fully digital system, formalize data security policies in line with recognized international standards, and invest in more reliable ICT infrastructure, including automated backup systems.

Type

Other

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved