EFFECTIVENESS OF FILE CLASSIFICATION SYSTEMS IN SUPPORTING FAST RECORD RETRIEVAL A CASE OF STUDY BAGAMOYO DISTRICT COUNCIL

This study assessed the effectiveness of file classification systems in supporting fast record retrieval at Bagamoyo District Council, Tanzania. The study was guided by four objectives: to identify the file classification systems used at the council, to examine their effectiveness in supporting fast record retrieval, to identify challenges affecting record retrieval, and to propose measures for improving file classification systems. A mixedmethods research approach with a case study design was employed. The study involved a population of 20 respondents comprising records officers, registry staff, administrative officers, and other employees involved in records management. Since the population was small, a census approach was adopted, whereby all 20 respondents participated in the study. Data were collected through questionnaires, interviews, observation, and document review. Quantitative data were analyzed using descriptive statistics, including frequencies and percentages, while qualitative data were analyzed using thematic analysis. The findings revealed that subject-based file classification systems were the most commonly used at Bagamoyo District Council and generally supported timely record retrieval. However, challenges such as misfiling of records, inadequate staff training, poor indexing systems, and limited storage facilities reduced the efficiency of record retrieval. The study concluded that effective file classification systems are essential for improving records accessibility, organizational efficiency, accountability, and service delivery. It recommends regular staff training, digitization of records, improved indexing systems, adequate storage facilities, and continuous monitoring of records management practices to enhance fast and efficient record retrieval within local government authorities in Tanzania. Keywords: Records management, file classification systems, record retrieval, organizational efficiency, Bagamoyo District Council, Tanzania.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved