AN EVALUATION OF INSTITUTIONAL READINESS FOR VITAL RECORD MITIGATION IN PUBLIC SECTOR ORGANIZATION: CASE STUDY OF DEPARTMENT OF NATURAL RESOURCES AND LAND OFFICE IN BAGAMOYO DISTRICT

This study evaluated the institutional readiness for vital record mitigation at the Department of Natural Resources and Land Office in Bagamoyo District, Tanzania. The specific objectives were to identify and categorize vital records and assess their vulnerability levels; assess the adequacy of technical infrastructure for vital records mitigation; examine the policy and regulatory framework governing vital records protection; and develop a strategic roadmap for improving institutional readiness. The study employed a descriptive case study design with a mixed-methods approach. Data were collected from 25 respondents comprising department heads, land officers, resources officers, records management officers, surveyors, administrative support staff, and IT support staff using questionnaires, interviews, observation checklists, and document analysis Findings revealed that the department holds critical vital records including land title deeds, land registers, survey plans, natural resource permits, and leases, although staff most frequently. Institutional readiness was found to be inadequate. Only 36 percent of respondents were very familiar with the concept of vital records, and 44 percent were not familiar with it at all. Physical storage conditions were poor, with 64 percent rating storage areas as fair to poor, and storage facilities lacked fire extinguishers, smoke detectors, and climate control. Digital backup practices, while more common than adequate physical storage, remained concentrated on the departmental server, with only 4 percent using cloud or off-site backup and 20 percent reporting no regular backup procedures at all. Policy implementation was weak, as 68 percent of respondents were unaware of any vital records protection policy or unsure of its existence, and 72 percent reported that no disaster recovery plan existed. Staff awareness of vital records concepts was moderate but not translated into systematic protection practices. The study concludes that the department demonstrates low institutional readiness for vital records mitigation, characterized by significant gaps in infrastructure, complementation, staff capacity, and disaster preparedness. The study recommends investment in archival-standard storage infrastructure, redundant digital backup, formalization and communication of vital records policy and disaster recovery plans, and sustained staff training.

Type

Dissertation

Language

English

Peer review

Not peer-reviewed

Licence

All rights reserved