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RESEARCH TOPIC ON:
USEFULNESS OF RECORDS RETENTION AND DISPOSAL SCHEDULE
(A CASE STUDY OF NATIONAL MUSEUM OF TANZANIA)
By
MWOMBEKI RUTTA
A Research Report Submitted for Partial Fulfillment of the Requirements for the
Bachelor Degree of Public Administration in Records and Archives Management
of Mzumbe University.
2014
i
CERTIFICATION
We, the undersigned, certify that we have read and hereby recommend for acceptance by
the Mzumbe University, a research report entitled usefulness of records retention and
disposal schedule at National Museum of Tanzania in partial fulfillment of the
requirement for the award of the Bachelor of Public Administration in Records and
Archives Management of Mzumbe University.
..
Major Supervisor
....................................................
Internal Examiner
Accepted for the Board School of Public Administration and Management
..
Chairperson, School Board
ii
DECLARATION
I, Mwombeki Rutta, hereby declare that the content of this research report is the result of
my own work and that to the best of my knowledge it has not been submitted to any
higher learning Institutions or University for the similar or any academic or professional
award.
Signature ________________________________
Date __________/_________/20__________
iii
COPY RIGHT
This report is a copyright material protected under Berne Convention, the Copyright Act
1999 and other International and National Enactments, in that behalf, on Intellectual
property. It may not be reproduced in by and any means in full or in part, except for
short extracts in fair dealings, for research or private study, critical scholarly review or
discourse with an acknowledgement without the written permission Mzumbe University,
on behalf of the Author.
iv
ACKNOWLEDGEMENT
Praise is due to Almighty God, my creator who for his will has given me a chance to
pursue further studies at Mzumbe University. This modest work frankly, could not be
brought to completion without the heartfelt support of many people. I have received
ungrudging assistance to them, I owe so much to all of them though it is not possible to
mention all.
However, I feel deeply indebted to acknowledge the assistance I got from the following
people: First are my lovely wife D.Mkambala, my Mother Prisca Salaam and my father
Patrick Rutta who tirelessly encouraged me to pull my socks along with the way of my
academic journey. To me they are source of love and inspiration.
My Supervisor, Hamisi.K.Kiyabo, who is the Assistant Lecturer (Records and Archives
Management), SOPAM, Mzumbe University. Truly I am grateful to his industrious,
ingenious and eagerness guidance. He shaped and broadens my mental horizon and
much more his ingenuity, diligence, love, sympathy, countless valuable discussions,
guidance criticisms and suggestions have helped me enormously. He read this work in
and between the lines and added to it an academic taste. Frankly, I am the beneficiary of
his intellect.
My deep appreciation also goes to National Museum of Tanzania staffs especially the
Head Human resource department Mr. Fredrick Mwakalebela for his valuable assistance
during the course of data collection. Others are Mr. Onesmo Samwel and Miss. Glory
William, the Assistant Personnel and Administration Officers who eagerly helped me a
lot whenever I was in need of any information.
Also Miss. Sophia Issa,Miss Juliana Njaku, Mr. Damas Butta and Miss. Celina Lekule
for providing a good cooperation and positive views during the entire period that I spent
with them at National Museum of Tanzania.
Also without forgetting my friends Heriel Mchomvu, Charles Rwehumbiza, Singo
Hussein, Johnson Mburuma, Kassim Mwakichui, Berthania Benny, Marry Paul,Jania
Kajuna, Zawadi Utenga,Huneyna Abbas and all my classmates for their prayers and
encouragement that greatly inspired me to undertake this study. I am grateful and I love
you all,
BE BLESSED.
(Thank you all)
v
DEDICATION
I would like to dedicate this research report to my beloved children Erick Rutta, Elvin
Rutta and Prisca Rutta. I really appreciate their support and inspiration towards my
academic excellence.
May God bless them and grant them happiness and good health. Amen
vi
LIST OF ABBREVATIONS
BPA-RAM -Bachelor of Public Administration in Records and Archives
EPTA - Expanded Programme of Technical Assistance
ESARBICA -East and Southern Africa Regional Branch of the International
Council on Archives
HRO -Human Resource Officer
IRMT -International Records Management Trust
Management
NMT -National Museum of Tanzania
SOPAM -School of Public Administration and Management
UNESCO -United Nations Education, Scientific and Cultural Organization
vii
ABSTRACT
The study focused on the usefulness of records retention and disposal schedule using
National Museum of Tanzania as the study case. Specific objectives were to find out if
the NMT has any Records retention and disposal schedule. To assess the level of
awareness of NMT Staff on the benefits of Records retention and disposal schedule in
relation to records management. To identify the benefits of using the Records retention
and disposal schedule at the NMT. To find out the problems which NMT face if they
havent put in use the Records retention and disposal schedule and to identify factors
which hinder NMT to put in action the records retention and disposal schedule. Data for
this study were collected from 40 of the sampled respondents who are the member of
staff at NMT through interview, observation, questionnaire as well as documentary
sources. Both purposeful and simple random sampling procedures were used as
techniques for sample selection.
The findings of the study revealed that the NMT does not comply with records retention
and disposal schedule in managing its records. Most of the NMT employees are not
aware of the records retention and disposal schedule. NMT has not yet benefited with the
implementation of the records retention and disposal schedule simply because they have
not put in into practice in their records management. Also due to the non compliance of
records retention and disposal schedule, NMT faces the problems like delay in decision
making, loss of long-term value records, poor utilization of organizational resources and
illegal destruction of records. There are many factors that hinder NMT to comply with
records retention and disposal schedule such as lack of records management policy, lack
of qualified staff, lack of support from the management and lack of enough budgets.
For the organization to succeed and attain the targeted goals, the implementation of the
records retention and disposal schedule is inevitable. The study recommended that
enough skilled staff should be recruited, placement of enough budget on records
management functions, establishment and implementation records retention and disposal
schedule.
viii
TABLE OF CONTENTS
CERTIFICATION ............................................................................................................ i
DECLARATION ............................................................................................................. ii
COPY RIGHT ................................................................................................................ iii
ACKNOWLEDGEMENT .............................................................................................. iv
DEDICATION .................................................................................................................. v
LIST OF ABBREVATIONS .......................................................................................... vi
ABSTRACT ................................................................................................................... vii
LIST OF TABLES .......................................................................................................... xi
CHAPTER ONE .............................................................................................................. 1
1.1. Introduction. ................................................................................................................ 1
1.2. Brief history of national museum of tanzania. ............................................................ 1
1.2.1. National Museum of Dar es Salaam (Museum and House of Culture) .................... 2
1.2.2. The Kijiji cha Makumbusho (Village Museum). ..................................................... 2
1.2.3. The Natural History Museum................................................................................... 2
1.2.4. The Arusha Declaration Museum. ........................................................................... 3
1.2.5. The Mwalimu Julius K. Nyerere Memorial Museum. ............................................. 3
1.2.6. Vision of the NMT ...........................................
