THE UNITED REPUBLIC OF TANZANIA

PRESIDENT`S OFFICE

PUBLIC MANAGEMENT OFFICE

TANZANIA PUBLIC SERVICE COLLEGE (TPSC)

TANGA CAMPUS

THE CHALLENGES FACING PRESERVATION OF ELECTRONIC

RECORDS IN PUBLIC ORGANIZATION

A CASE OF: CHALINZE WATER SUPLY AND SANITATION AUTHORITY

BY

DIANA P.SENGONGO

A RECORDS BASELINE SURVEY REPORT TO BE SUBMITTED TO THE

DEPARTMENT OF RECORDS AND ARCHIVES MANAGEMENT AS A
PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF
DIPLOMA IN RECORDS MANAGEMENT.
2017

1
 CERTIFICATION
The undersigned certifies that he has read and hereby recommends for the acceptance by
The Tanzania Public Service College (TPSC) a records baseline survey report titled to
the asses the challenges facing preservation of electronic records in public
organization a case of Chalinze water supply and sanitation authority ’in partial
fulfillment of Ordinary Diploma in Records management.

Name of Supervisor: MADAM DORICE

Signature ….......………………..

Date ......................................

i
 DECLARATION
I, declare to the best of my knowledge that, this records baseline survey report is my own
work and never been submitted or presented to any Academic Institution for a similar or
any other academic award.

Name DIANA P. SENGONGO

Signature ...........................................

Date ...........................................

ii
 COPYRIGHT
This records baseline survey report is a copyright material protected and all right are
reserved. No part of this report may be reproduced in any form, electronic or mechanical
including photocopy, recording or any information storage and retrieval system without
the prior written permission of the author or the Tanzania Public Service College on his
behalf of the author.
Copyright © 2017 by Tanzania Public Service College

iii
 DEDICATION
This work I dedicated to my beloved parents Mr. and Mrs. Sengongo for their parental
care and full support in showing me the value of education. Also I dedicate to my
beloved family relatives for their support in my life and the whole process of ensuring
that I achieve my ambition I wish they could live longer and witness may God bless
them all.

Lastly but not lease is to my Supervisor Madam Dorice for the big support all time from
the point of preparation of my survey study up to the final submission of my survey
report.

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 LIST OF ABBREVIATIONS
CWSSA Chalinze Water Supply and Sanitation Authority
ICT Information Communication Technology
IRMT International Records Management Trust
ODRM Ordinary Diploma in Records Management
PSRP Public Service Reform Program
RAMD Records and Archives Management Department
RAMP Records and Archives Management Program
TIFF Tagged Image File Format
TPSC Tanzania Public Service College

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 ACKNOWLEDGEMENT
First of all, I would like to thank Almighty GOD for granting me this precious gift of
living and being a one of among member of Tanzania Public Service College (TPSC) and
getting opportunity of conduct records baseline survey at Chalinze water supply and
sanitation authority

I would like to thank my beloved parents Mr. and Mrs. Sengongo for their support in my
life and my studies from the beginning till to this point. Without forgetting my family
relative’s for their support and prayers. God bless you all.

Also I would like to thank facilitators of the course of Diploma in Records management
include my supervisor MADAM DORICE for their guidance and support during records
baseline survey study and report writing. And all staff members of TPSC – TANGA
Campus for the good cooperation, with no doubt they help me whatever I had a problem
about a certain case. Thank you for your cooperation’s.

Also for the success of this record baseline survey report, a word to gratitude must go to
the management and all staffs Chalinze water supply and sanitation authority especially
in records management department for helping to get a reliable and valid data during the
whole period of collection at the office, thank you all.

Lastly, I would like to thank my fellow students for giving me a different ideas and
challenges, I appropriate a moral, material, and any other form of assistance they have
given me pursing this records baseline survey paper may I thanks you all.

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 ABSTRACT
The main objective is to assess the challenges facing preservation of electronics records
in the public organization and the discussion was focused on the specific objectives that
is To determine level education of records staffs in managing electronic records, to find
out the best way of solving the challenges facing organization in managing computerized
records and to determine methods used to preserve electronic records records at CWSSA.

In the study the surveyor was use low level baseline survey type to collect our
information concern the topic the surveyor collect data under the time planed and the cost
have, also the surveyor was targeted to use population of 50 respondend to collect our
data but ait success to get sample of 33 respondents from targeted population number, so
the surveyor was use the differents methods in collecting data such as interview,
questionnaire and observation method.

During the data collection method the surveyor was identfy several challenges that facing
organization in preserving electronics records such as lack of skilled staffs in preserving
electronic records, lack of implementation of policies and lack of time to time assessment
or meeting.

The surveyor recommend the organizaton that Records Manager be provided with
adequate training to ensure that this official is able to undertake the full responsibilities of
the post. The position of the Records Manager is crucial as this official is entrusted with
the responsibility of overseeing the welfare of the organization’s records. Also, to ensure
improvement of Institution’s records management practices, the Records Manager should
be dedicated only to the records management function

TABLE OF CONTENTS
vii
CERTIFICATION................................................................................................................i
DECLARATION.................................................................................................................ii
COPYRIGHT.....................................................................................................................iii
DEDICATION....................................................................................................................iv
LIST OF ABBREVIATIONS..............................................................................................v
ACKNOWLEDGEMENT..................................................................................................vi
ABSTRACT......................................................................................................................vii
TABLE OF
CONTENT....................................................................................................viii

LIST OF TABLES..............................................................................................................ix
CHAPTER ONE..................................................................................................................1
1.0 Introduction....................................................................................................................1
1.1 Background to the baseline survey problem..................................................................1
1.2 Statement of the problem...............................................................................................2
1.3 Baseline Objectives.......................................................................................................2
1.3. 1 Main objective...........................................................................................................2
1.3.2 Specific objectives......................................................................................................3
1.4 Baseline questions.........................................................................................................3
1.5 Significance of the records baseline survey...................................................................3
1.6 Scope of the study..........................................................................................................3
1.7 Limitation and Delimitation of the study.......................................................................4
CHAPTER TWO.................................................................................................................5
SURVEY METHODOLOGY.............................................................................................5
2.0 Introduction....................................................................................................................5
2.1Records baseline type.....................................................................................................5
2.2 Records baseline survey design plan.............................................................................5
2.2.1 Time frame..................................................................................................................5
2.2.2 Cost/ budget................................................................................................................6
2.2.3 Target population........................................................................................................6
2.2.4 Sample size.................................................................................................................7
2.3 Survey area....................................................................................................................7

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2.4 Sampling techniques......................................................................................................7
2.4.1Simple Random sampling / probability.......................................................................7
2.4.2 Purposive sampling.....................................................................................................8
2.5 Data collection methods................................................................................................8
2.5.1 Observation.................................................................................................................8
2.5.2 Questionnaire..............................................................................................................8
2.5.3 Interview.....................................................................................................................9
2.6 Data processing and analysis.........................................................................................9
CHAPTER THREE...........................................................................................................10
DATA ANALYISIS AND DISCUSSUION.....................................................................10
3.0 Introduction..................................................................................................................10
3.1To determine level of education of staffs in managing electronic records...................10
3.2 To determine methods used to preserve electronic records records at CWSSA.........11
3.3To find out the best way of solving the challenges facing organization in managing
electronic c records............................................................................................................12
CHAPTER FOUR.............................................................................................................13
SUMMARY, CONCLUSION, CHALLENGES AND RECOMMENDATION..............13
4.0 Introduction..................................................................................................................13
4.1Summary.......................................................................................................................13
4.2 Conclusions..................................................................................................................14
4.3 Challenges....................................................................................................................14
4.4 Recommendation.........................................................................................................15
REFFERENCES................................................................................................................16
APENDIX 1.......................................................................................................................17
APENDIX II......................................................................................................................18

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 LIST OF TABLES
Table 2.1 Time frame..........................................................................................................6

Table 2.2 Cost/budget..........................................................................................................6

Table 2.3 Target population…………………………………………………………… …7

Table 2.4 Sample size..........................................................................................................7

Table 3.1 level of education……………………………………………………………..10

Table 3.2 methods used………………………………………………………………….11

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 CHAPTER ONE
1.0 Introduction
This chapter contains background the baseline survey problem, statement of the problem,
baseline objective, survey questions, significance and scope of the study as well as the
limitation of the study and delimitation of study.

1.1 Background to the baseline survey problem

Management of the records in Tanzania has its background which started since were
under the colonial rule despite that the colonial or past independence government,
ministries department and institution had been created record

Records are a valuable business asset. They are the lifeblood of the organization’s
businesses and therefore should be treated with the utmost concern. One of the key ways
organizations are held accountable for their actions is through evidence of business
transactions in the form of records. Records and Archives provide platform to access
information about the past by researchers, scholars, students, journalists, lawyers, and
others who want to know about people, places, and events in the past (Magara, 2006).
Until the early 1980s, most data processing was done on mainframe computers. With the
advent of the personal computer, or ‘PC’, computer technology and applications
advanced rapidly. Today, many organisations are creating electronic records through the
use of office automation tools such as word processing, spreadsheets, electronic mail and
database management software, all running on personal computers(IRMT,1999)
Computerisation has led to rapid and dynamic changes in the way governments and
businesses operate. Records managers today encounter a much wider range of records,
paper-based and electronic, than they dealt with even ten years ago. Even the strategies
adopted for integrating and managing paper and electronic records will be subject to
change over time (IRMT, 1999) .
A significant challenge for preserving electronic records is the degradation of the
software or systems required to make digital information readable. Another difficult
problem in preserving electronic records is the inevitable obsolescence of the technology
used to create them. For example, some digital photographs are created or saved in a
popular computer format called TIFF or ‘tagged image file format.’ In order to view that

1
image, the user needs access to TIFF image viewing software to render the bits into
viewable form. That image could then be converted into another file format, such as GIF
or ‘graphic interchange format.’ The image the viewer sees will look identical to the
TIFF image, but the computer is reading two completely different records, each with its
own unique qualities be created and managed (IRMT, 2009)
Therefore, ensuring the preservation of and access to electronic records involves
understanding some of the important technological and management issues associated
with digital preservation, digital preservation represents a formidable challenge, at both a
technical and organizational level, and many challenges remain to be fully resolved.
However, these difficulties should not be seen as obstacles to the establishment of
practical preservation policies (IRMT, 2009)
1.2 Statement of the problem
Since independence 1961, Tanzania has faced serious challenges in managing records in
the public organization. Therefore government of Tanzania established national archive
Act No. 33 0f 1965 for the aim of the act was guide the preservation of archival material
but not explain about the management of active and semi-active records in section 3 of
the act state “There shall be constituted and maintained a public department to of be
called the National Archives of Tanzania wherein shall be preserved the public archives
other than those which, in accordance with this Act, are to be kept in some other place of
deposit”.
A regular maintenance routine enhances the longevity of the e-records and usually makes
it possible to detect tape deterioration before extensive damage to the data occurs. Once
a year a sampling of e-records should be examined for physical evidence of being wound
too tightly; protruding layers of e-records; broken reels, hubs or canisters; surface
contamination; physical creases or scratches on the tape; or other signs of deterioration
including tears, mold, and so on. Many e-records problems can be remedied by cleaning
the e-records and rewinding it under constant tension

1.3 Baseline Objectives

The objectives are divided into two main objective and specific objectives.

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 1.3. 1 Main objective.
The main objective of the survey was to assess Challenges facing preservation of
electronic records in public organization

1.3.2 Specific objectives

i) To determine level of education of staffs in managing electronic records at
CWSSA.
ii) To find out the best way of solving the challenges facing organization in
managing computerized records CWSSA
iii) To determine methods used to preserve electronic records at CWSSA
1.4 Baseline questions
i) Do records staffs have enough skills to preserve electronic records?
ii) What are the ways used to solve the challenges of preservation of electronics
records?
iii) What are the methods used to preserve electronic records at CWSSA?

1.5 significance of the records baseline survey

i. To surveyor
On the successful completion of this study, it was a great significance to the
surveyor himself, because it enables him to quality for the award of Diploma in
Records Management and also the surveyor has imparted with knowledge because
of conducting survey practically.

ii Organization/sponsor

The survey would help the organization to improve good working condition in
records management through electronic records.

iii Government

The survey would help the government to ensure public offices are follow the
good records keeping and practice in managing public and private records that
created and stored in electronic format

iv Public
3
 The survey would help public to produce good and quality services by using
records.

1.6 Scope of the study

The computerized records contained in this baseline survey apply to all digital records
created by agencies as evidence of their activity. Digital records include all records that
are created in a digital format (born digital), or have since been converted into a digital
format.

1.7 Limitation and Delimitation of the study

 A surveyor was facing the problem of cooperation from the respondents from
top management and other department staff hence led the delay data collection.
 Financial constraints does not allow a surveyor to select a sample because it is not
possible to buy enough materials used to analyze data like papers, spiral binding,
and other resources needed like typing and printing, internet, transportation cost,
lunch and accommodation.
 There was not enough time for a surveyor to accomplish his survey report due to
some of respondent delay to provide exactly information to the questionnaire
given, also it difficult to meet top management often due to their tough work
hence delay in data collection.
 Surveyor tried to make enough follow-up and commitment with those top
management and department staffs to ensure that those questionnaires are exactly
at a right place and in appropriate time.
 Surveyor tried to provide advices to the top management and other department
about the benefits of regulatory framework that will help to have effective
management of needs and provide good records management practice.

4
 CHAPTER TWO
SURVEY METHODOLOGY
2.0 Introduction
This chapter describes the survey methodology that used in the study which includes the
record baseline type, record baseline survey design, time frame, record baseline cost,
sample size of the baseline survey, survey area of record baseline, and data collection
method of record baseline survey.

2.1Records baseline type

The study used is low level to assess the challenge facing preservation of electronic
records towards records management in public organization The surveyor employed low
level records baseline survey in order to know how the organization improved to manage
electronic records.
2.2 Records baseline survey design plan
Survey design is the arrangement of conditions for collection and analysis of data in a
manner that aims to combine relevance to research purpose and economy (Kothari 2004).
The study adopts a case study survey design because it involves a single organization.
Also a survey allowed a surveyor to make depth investigation on the survey problem.

2.2.1 Time frame

This section, show activities done and time when each activity was implemented

5
Table 2.1 time frame
NO ACTIVITIES DEC. 2016 JAN.2017 FEB. 2017 MARCH.2017 APR. 2017

01 Preparation of
survey questions
02 Data collection

03 Data entry
04 Data analysis

05 Writing report

06 Report
submission
Source: field data, 2017

2.2.2 Cost/ budget

This includes the estimation of expected costs to meet the completion of different
activities when the surveyor conducting survey.

Table 2.2 Budget

S/N Description of activities Amount
o
1 Transport cost and lunch 120,000/=
2 Typing and printing cost 30,000/=
3 Interment service 10,000/=
4 Stationary service 30,000/=
5 airtime 10,000/=
TOTAL 200,000/=
Source: field data, 2017

2.2.3 Target population

A population refers to any group of institutions, people or objects that have common
characteristics (Ogula, 2005). The surveyor targeted the population of 50 respondents
which involved records staffs, action officers and internal customers who deal with
records frequently, this will help the surveyor to obtain right information that need in the
organization.

6
Table 2.3 target population

no Respondent No. of population

1 Records staffs 25
2 Action officer 12
3 Internal customer 10
4 Human resource 3
Total 50
Source: field data, 2017

2.2.4 Sample size

A sample is a smaller group or sub-group obtained from the accessible population
(Mugenda, 1999). This subgroup is carefully selected so as to be representative of the
whole population with the relevant characteristics. The study comprised respondents that
are directly affected by CWSSA. A surveyor used a sample of about 33 of the whole total
population the reasons for the choice of number it’s because it will be easy to maintain,
organize and do survey, also it helps to save time and cost of the when conducting survey
Table 2.3 sample size

Sn Respondent Target population Sample size

1 Records staffs 25 18
2 Action officer 12 8
3 Internal customer 10 5
4 Human resource 3 2
TOTAL 50 33
Source, field data 2017

2.3 Survey area

The study was conducted at CWSSA The reason for selecting this area that because is the
public office. Also was chosen because it help surveyor to get real information about
topic to study.
2.4 Sampling techniques
2.4.1 Simple Random sampling / probability
The surveyor applied simple random sampling in selecting sample size who allowed
each one to have an equal chance to participate in the study also they would be chosen
randomly to provide required information.

7
2.4.2 Purposive sampling
The surveyor employed purposive sampling because they selected respondents seems to
have adequate data for the study. Also the respondents available seem to have different
levels of understanding in managing electronic record in public organization within the
CWSSA.

2.5 Data collection methods

2.5.1 Observation
The observation method is the most commonly used method especially in studies relating
to behavioral sciences (Kothari, 1990). Observations can be overt (everyone knows that
are being observed.) or covert (no one knows they are being observed and observer is
concealed).
Work with the staff responsible for managing records; discuss their jobs with them and
with existing systems used and procedures. Also the conduct of survey on existing
records in public organization gathers information on the volume scope, usage and
location of records series within the organization. During observation surveyor observe
there is poor relationship between records staffs and top management, lack of permanent
storage place for manage all records kept in different devices and also surveyor observe
that there are lack of skilled staffs for managing electronic records in an organization.
2.5.2 Questionnaire

This is one of the methods which enable the researcher to get enough information
(Kothari, 1990). The researcher employed both open and close –end questionnaires as
well as the researcher employed both structured and unstructured questions.
Questionnaires were given to the respondents who are literate and able to read and write
also the method used employed to the people who had enough time to answer questions.

However, the questionnaires were designed to capture the data for assessment as a
qualitative and quantitative tool of analysis. Questionnaires were made up of a number of
questions printed in a defined order both English and Swahili; questionnaires were used
to allow respondents to use their language of their choice. It helps to gather information

8
from top management, middle level to lower who are directly or indirectly associated
with the process of records and archives management.
The surveyor was distributed to 25 respondents that include records staffs and action
officers but few of them 2 failed to fill the questionnaires there are reasons that face the
respondent to fail to fill questionnaire was so busy to conduct other activities, but the
number of respondent who fill and return the questionnaire was only 23.
2.5.3 Interview

Interview is a commonly used method of collecting information from people. In many

walks of life we collect information through different forms of interaction with others
(Ranjit Kumar, 2011).The method contain high rate of response compared to other
method. It also allows greater control over interviewing environment.
The surveyor used interview because it was easy to gather specific and essential
information concerning about surveyed problem where by a surveyor conducted
interview to five (8) respondent who were the heads of departments action officers.

2.6 Data processing and analysis

The term analysis refers to the computation of certain measures along with searching for
patterns of relationship that exist among data-groups.(Kothari, 1990) The data, after
collection, has to be processed and analysed in accordance with the outline laid down for
the purpose at the time of developing the research plan. This is essential for a scientific
study and for ensuring that we have all relevant data for making contemplated
comparisons and analysis. Technically speaking, processing implies editing, coding,
classification and tabulation of collected data so that they are amenable to analysis.

9
 CHAPTER THREE
DATA ANALYISIS AND DISCUSSUION
3.0 Introduction
This chapter explains about data analysis, interpretation and discussion of findings
with regard to assess the challenges facing preservation of electronic records in public
organization, the study focus on specific objective that include the following; To
determine level education of records staffs in managing electronic records, to find out
the best way of solving the challenges facing organization in managing computerized
records and to determine methods used to preserve electronic records records at
CWSSA.

3.1To determine level of education of staffs in managing electronic records at

CWSSA.
The first ojective the surveyor was purpose of determine the level of education of staffs
in order to know how to use our skills and proffessional to manage and us electronic
records in the organization the result shown that there are staff manage records through
experience, certificate, diploma and degree level, the result of this shown in the table
below;

Table 3.1 level of education

Category Total number Percentage

Degree level 5 15%
Diploma level 18 55%
Certificate level 7 21%
Experience 3 9%
Total 33 100
Source; field data, 2017

The result shown that in the organization 5(15%) of all staffs was qulified in degree level,
18(55%) of respondendents was qualifed in diploma level, 7(21%) of respondents
qualified in certificate level as well as 3(9%) of respondents work through experiece

The findings shows that in the organization the number of staffs that qualified in degree
level is only 15% of total number of respondents that pick as a sample size and those
respondents are known effectively on how to manage electronic records within the
10
organization, 55% of respondents qualified in diploma level, this is a large number to
compare with other so the surveyor identify that a half of respondents in the organization
was qualified in diploma level, also 15% of respondents are qualified in certificate level
so in this group the surveyor identify most of them are enough skills in managing
electronic record but few are not enough skills in managing electronic records and 9% of
respondents are work through experience in this surveyor was doubt about this because to
work through experience sometimes is the source challenge that facing management of
electronics records in the organization especially in CWSSA. So the surveyor advice the
organization in order to achieve our goals to manage and ensuring security and high
protection of electronic records all staffs must know well how to manage and use
electronic records within the organization in term of retrieval and access and store in safe
and security place.

3.2 To determine methods used to preserve electronic records at CWSSA.

The surveyor was a purpose of determine the methods that used to preserve public
records in this objective surveyor identify different methods that organization use to
preserve our records the methods used are back up methods, diskette, compact disk and
migration methods, the result of findings are shown on table below
Table 3.2 methods used to preserve records

Methods used Frequency Percentages

Back up method 10 30%
migration method 9 27%
diskette 8 24%
compact disk 6 18%
total 33 100%
Source; field data 2017
The findings show that 10(30%) of respondents comments to use back up of files, 9(27%)
of respondents comments use migration methods, 8(24%) of respondents comments to
use diskette as a method of store our documents as well as 6(18%) of respondents
comments to use compact disk to preserve our records.
The surveyor discover that the common method used to preserve records is migration
method because was commented by 30% of respondents so the respondent comment the
reasons of use back up method protect electronic documents from loss and corruption.

11
Most networked environments provide for effective backup of electronic files, individual
hard drives on PCs are not backed up via the regular network backup procedures and
must be backed up regularly by users onto diskettes, 27% of respondents was comment to
use migration this is the process of transfering electronic document/information from one
hardware devices to another hard ware devices, the aim of using this method the
respondents comment it easy to protect the document when the document from one
device are corrupt it make easy to get other because it stored to another device, 24% of
respondens comment to use deskette as the method of preserve our records the reason of
use deskette is the diskettes may be used to store documents with a very low reference
rate or to back up individual hard drives, in addition, they are used to transport
documents in the absence of network access and 18% of respondents was comment to use
CD to peserve records that created through electronics format so that to copy data on the
cd to new at least once every ten years or more frequently when necessary to prevent the
physical loss of data or technological obsolescence of the medium.

3.3To find out the best way of solving the challenges facing organization in
managing electronic c records.
The last objectives the surveyor was the purpose of fidinding out the possible solution of
solving the challenges that facing the preservation of electronics records in the
organization the surveyor after data collection about the challenges that facing
organization in preserving electronics they advise organization to do the following in
order to solve the challenges that face organization in issue of preservation of electronic
records, in order to achieve the specific goals the organization the organization must
have enough skilled and professional for managing and preserving electronic records
because if the organization have enough professionals it make the organization to
preserve our records effectively but if failure it also failure manage our records
effectively, another is improvement of storage media facilities the storage media like
computers hard drives, CD-R, diskette must be improved in order to ensure the security
of information’s, formulation of policy and procedures for guiding managing and
preserving electronic records because the policy and procedures are given out guidelines,
standards for ensuring the electronics records are safe all the time.

12
13
 CHAPTER FOUR
SUMMARY, CONCLUSION, CHALLENGES AND RECOMMENDATION
4.0 Introduction
This chapter presents summary of the findings of the whole study and presents the
conclusions and recommendations challenges facing records in public organization in the
Chalinze Water Supply and Sanitation Supply

4.1 Summary

The main objective is to assess the challenges facing preservation of electronics records
in the public organization and the discussion was focused on the specific objectives that
is To determine level education of records staffs in managing electronic records, to find
out the best way of solving the challenges facing organization in managing computerized
records and to determine methods used to preserve electronic records records at CWSSA.

In the study the surveyor was use low level baseline survey type to collect our
information concern the topic the surveyor collect data under the time planed and the cost
have, also the surveyor was targeted to use population of 50 respondend to collect our
data but ait success to get sample of 33 respondents from targeted population number, so
the surveyor was use the differents methods in collecting data such as interview,
questionnaire and observation method.

During the data collection method the surveyor was identfy several challenges that facing
organization in preserving electronics records such as lack of skilled staffs in preserving
electronic records, lack of implementation of policies and lack of time to time assessment
or meeting.

The surveyor recommend the organizaton that Records Manager be provided with
adequate training to ensure that this official is able to undertake the full responsibilities of
the post. The position of the Records Manager is crucial as this official is entrusted with
the responsibility of overseeing the welfare of the organization’s records. Also, to ensure
improvement of Institution’s records management practices, the Records Manager should
be dedicated only to the records management function.

4.2 Conclusions
14
In concluding in this issue of computerized records preservation generally at chalinze
water suply and sanitation authority there is poor application of computerize records
preservation, staff also were not updated with computerized records preservation and also
few methods of preservation was used. In this findings it reflects that, other organization
in Tanzania also did not preserve their records electronically which is very dangerous to
document and the Organization as well.

To use computerized records effectively, you need to select the appropriate technological
application and make sure they meet these legal obligations. Because computerized
records are important for their legal and evidentiary value foremost, legal concerns must
be the guiding factor in the selection of technologies. Since different laws affect different
agencies and governmental functions, you will need to define your legal needs and
connect them to your business processes before deciding which computerized records
application is appropriate for you. In addition, you need to consider your technology
architecture, since that application has to work with all the others that create, preserve,
and make available your records. As you implement an computerized records application,
you will need to document the key features of the system in order to demonstrate its
trustworthy operation and establish its evidentiary value

4.3 Challenges

During the survey, surveyor observes the several challenges that face the records
management in an organization these are;

Lack of skilled staffs in preserving electronic records; one of the challenges that face
the organization is lack of skilled personnel, in the office it need training and staff
development for the same time the records staffs are not known the kind of records to be
preserved permanent

Lack of implementation of policies, procedures in guidelines and sometime are note

proper in order to make good management of record. Within the organization and did not
perform by the experience the must be use the guideline and procedure.

15
Lack of time to time assessment or meeting, for evaluation and reviewing of the
systems and procedures, over viewing problems and challenges related to records and
archives management activities hence to find solutions by reviewing the records and
archive management act and records and archives management policy.

4.4 Recommendation

It is recommended that the Records Manager be provided with adequate training to

ensure that this official is able to undertake the full responsibilities of the post. The
position of the Records Manager is crucial as this official is entrusted with the
responsibility of overseeing the welfare of the organization’s records. Also, to ensure
improvement of Institution’s records management practices, the Records Manager should
be dedicated only to the records management function.
Human Resources officer, they should be charged with the responsibility of ensuring
sound records management within their respective divisions. Such Records Managers
should remain accountable to the Records Manager of the whole organisation.
Furthermore organization should speed up the process of developing a Records Control
Schedule so as to be able to control and manage all organization records and prevent
unauthorized removal and destruction of electronic records.
The surveyor observe several challenges facing organization in managing records
surveyor recommend that the organization should make sure that must conduct our task
under rules and regulation in order to achieve our rationale goals. Also enough
professional staffs in managing electronic records its help the organization to performs
our activities in efficiency and effectiveness because it work by follow procedures, rules,
regulations, guidelines and standards.

16
 REFFERENCES

IRMT. (1999).A Training Program: Managing Public Sector Record; Managing

Electronic Records, Version, London Michael Roper & Laura Millar 1999

IRMT. (2009).A training in electronic records management; Managing Electronic

Records, Version 1/2009, London Michael Roper & Laura Millar 2009

Kothari C.R, 2004 Research Methodology, Methods and Techniques

Mugenda, O. M. and Mugenda, A. G. (1999). Research Methods: Quantitative and

Qualitative Approaches. Nairobi: Acts Press.
Ogula, P. A. (2005). Research Methods. Nairobi: CUEA Publications
Ranjit Kumar, (2011) Research Methodology: a step-by-step guide for beginners, 3 rd
meditation,

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 APENDIX 1
QUESTIONNAIRE FOR DATA COLLECTION FOR THE SURVEY STUDY.
An assessment to the challenges facing preservation of electronic records in public
organization at Chalinze water supply and sanitation authority.
Dear respondents,
I wish to solicit for your cooperation in completing this questionnaire. It is a
questionnaire designed to collect and capture information challenges facing preservation
of electronic records in public organization It is in partial fulfillment of an Ordinary
Diploma in Record Management. Therefore, any information you offer will be treated in
strict confidentiality and will be used for academic purposes only.
Thanks for your anticipated cooperation.

Signature …………………………………………………………………………

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 APENDIX II
Questionnaires for data collection for the records baseline survey at Chalinze Water
Supply and Sanitation Authority

1. What are the benefits of electronics records to ensuring the organization

performance?
...........................................................................................................................................
...........................................................................................................................................
...........................................................................................................................................
...........................................................................................................................................
...........................................................................................................................................
...........................................................................................................................................

2. Do you have a general preservation policy that includes records in computerized

records form?

a) Yes

b) No

3. Have you identified the skills required to work on how to solve the challenge of
preservation of computerized records?

a) Yes

b) No

If yes explain how to solve the challenges facing preservation of electronic records

………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
……………………………………………………………………………………………....

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4. Which preservation techniques do you use in your organization in order to reduce
challenge in preserving computerized records?

………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………

5. What are the challenge facing preservation of electronic records at Chalinze Water
Supply and Sanitation Authority?

………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
……………………………………………………………………………………………...

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