AN ASSESSMENT OF RECORDS CLASSIFICATION SYSTEMS AND THEIR INFLUENCES IN GOVERNMENT REGISTRIES: A CASE STUDY OF THE DEPARTMENT OF LAND AND NATURAL RESOURCES OFFICE AT BAGAMOYO DISTRICT

This study assessed records classification systems and their influence in government registries, with specific focus on the Department of Land and Natural Resources Office in Bagamoyo. The study was guided by three specific objectives: to examine the existing records classification system; to assess its influence on records retrieval speed and information accessibility; to identify limitations of the existing system. The study employed a descriptive case study design with mixed methods approach. The target population comprised 42 staff members at the Department of Land and Natural Resources Office, all of whom participated in the study. Data were collected through questionnaires administered to 15 registry and support staff, interviews with ten departmental heads and land officers, and structured observation using a standardised checklist. The findings revealed that the department primarily uses parcel-based classification (71.4%) combined with numerical (59.5%) and alphabetical (52.4%) approaches, but lacks a documented, standardised classification manual. Retrieval times were found to be excessive, with 59.5% of respondents requiring more than 30 minutes to locate files. Major limitations identified included absence of classification guidelines (69.0%), lack of staff training (64.3%), inconsistent classification practices (61.9%), and inadequate indexing systems (57.1%). The study concluded that the current classification system significantly impairs registry efficiency and service delivery. The study recommends implementation of a comprehensive functional classification system with documented file plan, development of multiple indexing access points, staff training programmes, and gradual introduction of computerised classification support.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved