Strategies for enhancing changes in the implementation of records and archives management programmes in Tanzania

Abstract

This study aimed to develop strategies for enhancing changes in the implementation of records and archives management programmes in Tanzania. The objectives included determining the effects of inputs such as resources and records management frameworks on sustainable implementation, exploring the effects of monitoring activities, evaluating public organisations' evaluation tactics, and developing a framework for change strategies. Changes in records management programmes are inevitable, and organisations must master change management processes, understand drivers, and provide top management support. However, many organisations struggle with enhancing changes due to unfamiliarity with important issues and processes. In Tanzania, despite a well-designed National Records and Archives Management Policy since 2011, non-compliant behaviour, lack of key performance indicators, limited funds, and shortage of skilled personnel hinder effective implementation. The study employed a result chain framework to analyse the sustainable implementation of records management programmes through an exploratory qualitative approach. Data was collected via focus groups, in-depth interviews, and document analysis, with participants selected based on their roles in records management. The findings of the study highlighted the importance of clear objectives, responsibilities, legal framework, staffing, training, monitoring and evaluation, and resource allocation for effective records management in institutions. However, challenges such as lack of understanding, inadequate budgets, and a poorly structured organisational structure hinder the implementation of these activities. The study recommends the strategies to enhance records and archives management, including respecting the profession, raising awareness, hiring professional personnel, allocating budgets, creating an independent department, renaming the term "registry," and involving top management in records management issues. This study's distinctive contribution lies in the creation of a framework that enhances the implementation of records management programmes.

Utafiti huu ulilenga kuandaa mikakati ya kuimarisha mabadiliko katika utekelezaji wa programu za menejimenti ya kumbukumbu na nyaraka nchini Tanzania. Malengo hayo yalijumuisha kubainisha athari za viwezeshi (inputs) kama vile rasilimali na mifumo ya menejimenti ya kumbukumbu katika utekelezaji endelevu, kuchunguza athari za shughuli za ufuatiliaji, kutathmini mbinu za ufuatiliaji zinazotumiwa na taasisi za umma, na kuandaa mfumo wa mikakati ya mabadiliko. Mabadiliko katika programu za usimamizi wa kumbukumbu hayawezi kuepukika, na mashirika lazima yawe na udhibiti wa michakato ya usimamizi, kuelewa visababishi vya mabadiliko, na kutoa usaidizi wa juu wa usimamizi. Hata hivyo, mashirika mengi yanatatizika kuboresha mabadiliko kutokana na kutofahamika kwa masuala muhimu na taratibu. Nchini Tanzania, licha ya sera iliyoundwa vizuri tangu mwaka 2011, tabia zisizofuata kanuni, ukosefu wa viashirio muhimu vya utendaji kazi, uhaba wa fedha, na uhaba wa wafanyakazi wenye ujuzi unazuia utekelezaji mzuri. Utafiti ulitumia mfumo wa mnyororo wa matokeo. Data ilikusanywa kupitia vikundi lengwa, mahojiano ya kina, na uchambuzi wa hati, huku washiriki wakichaguliwa kulingana na majukumu yao katika programu za menejimenti ya kumbukumbu. Matokeo ya utafiti yalibainisha umuhimu wa uongozi wa juu, malengo yaliyo wazi, majukumu, mfumo wa kisheria, utumishi, mafunzo, ufuatiliaji na tathmini, na ugawaji wa rasilimali kwa ajili ya usimamizi bora wa kumbukumbu katika taasisi. Hata hivyo, changamoto kama vile ukosefu wa uelewa, ufinyu wa bajeti, na muundo duni wa shirika huzuia utekelezaji wa shughuli hizi. Utafiti unapendekeza mikakati ya kuimarisha utekelezaji endelevu wa menejiment ya kumbukumbu na nyaraka ikiwa ni pamoja na kuheshimu taaluma, kuongeza ufahamu, kuajiri wafanyakazi wa kitaalamu, kutenga bajeti, kuunda idara inayojitegemea, kubadili jina la "masijala," na kuhusisha uongozi wa juu katika masuala ya utunzaji wa kumbukumbu. Mchango wa kipekee wa utafiti huu upo katika kuunda mfumo unaoboresha utekelezaji wa programu za menejimenti ya kumbukumbu na nyaraka.