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 ................................................................................................... 3

1.2.7. Mission of NMT ....................................................................................................... 3

1.2.8. Objectives of the NMT............................................................................................. 3

1.3. Background of the study. ............................................................................................ 4

1.4. Statement of the problem ............................................................................................ 6

1.5. Objectives of the Study ............................................................................................... 7

1.5.1 General objective ...................................................................................................... 7

1.5.2 Specific objective. ..................................................................................................... 7

1.6. Research Questions ..................................................................................................... 8

1.7. Significance of the Study ............................................................................................ 8

1.8. Limitation of the Study ............................................................................................... 9

CHAPTER TWO ........................................................................................................... 10

2.0 Literature Review ....................................................................................................... 10

ix

2.1Introduction ................................................................................................................. 10

2.2. Meaning of Records retention and disposal schedule. .............................................. 10

2.3. Awareness of staff concerning retention schedule. ................................................... 10

2.4. Benefits of Retention and Disposal Schedules: ........................................................ 11

2.5. Problems associated with poor implementation of retention and disposal schedule.12

2.5.1. Loss of long-term value records. ............................................................................ 12

2.5.2. Delay in decision making. ...................................................................................... 12

2.5.3. Poor office layout ................................................................................................... 12

2.5.4. Illegal destruction of records .................................................................................. 13

2.5.5. Poor utilization of organizational resources ........................................................... 13

2.6. Factors that hinder effective implementation of retention schedule. ........................ 13

2.6.1. Lack of records management Acts, policies and procedures ................................. 13

2.6.2. Lack of qualified staff ............................................................................................ 14

2.6.3. Lack of support from management ........................................................................ 14

2.6.4. Lack of enough budget ........................................................................................... 14

2.7. Strategies for ensuring effective implementation of records retention schedule. ..... 14

2.7.1. Provide training on records management. .............................................................. 15

2.7.2. Staffing and Accountability ................................................................................... 15

2.7.3. Records Retention Monitoring. .............................................................................. 16

2.7.4. Records activities should be placed in the organizational budget.......................... 16

2.7.5. Formulation of different policies and procedures. ................................................. 16

2.8. Types of records retention and disposal schedule ..................................................... 17

2.8.1. Specific schedule .................................................................................................... 17

2.8.2. General schedule .................................................................................................... 17

2.9. Contents of records retention schedule ..................................................................... 17

2.9.1. Records retention schedule number. ...................................................................... 17

2.9.2. Date ........................................................................................................................ 18

2.9.3. Name of the organizational unit ............................................................................. 18

2.9.4. Records series name ............................................................................................... 18

2.9.5. Records series description ...................................................................................... 18

2.9.6. Approvals ............................................................................................................... 19

2.9.7. Media ..................................................................................................................... 19

x

2.9.8. Retention period ..................................................................................................... 19

2.9.9. Access restrictions .................................................................................................. 19

2.10. Steps in developing retention schedules ................................................................. 20

2.10.1. Formation of retention team: ................................................................................ 20

2.10.2. Training the team: ................................................................................................ 20

2.10.3. Identification of series and sub-series of records from organization/ministry by:

.......................................................................................................................................... 21

2.10.4. Analyzing the file series and sub-series the team should satisfy itself by the

following questions: ......................................................................................................... 21

2.10.5. Filling in the questionnaire................................................................................... 21

2.10.6. Setting retention period: ....................................................................................... 21

CHAPTER THREE ....................................................................................................... 23

3.0 Research methodology ............................................................................................... 23

3.1 Introduction ................................................................................................................ 23

3.2 Research Design ......................................................................................................... 23

3.3 Area of the Study ....................................................................................................... 23

3.4 Target Population ....................................................................................................... 24

3.5 Sample size................................................................................................................. 24

3. 6 .Sampling techniques: ............................................................................................... 25

3.7 Data collection methods ............................................................................................. 25

3.7.1 Observation ............................................................................................................. 25

3.7.2 Interview ................................................................................................................. 26

3.7.3 Questionnaire .......................................................................................................... 26

3.7.4 Documentary ........................................................................................................... 26

3.8. Methods of data processing and analysis. ................................................................. 26

3.8.1. Data processing. ..................................................................................................... 26

3.8.2. Data analysis. ......................................................................................................... 27

3.9. Data presentation. ...................................................................................................... 27

CHAPTER FOUR .......................................................................................................... 28

PRESENTATION AND DISCUSSION OF THE FINDINGS .................................. 28

4.1 Introduction ................................................................................................................ 28

4.2. Presentation of Research Findings ............................................................................ 28

xi

4.2.1 Usefulness of Records retention and disposal schedule at National Museum. ....... 29

4.2.2. Awareness of NMT Staff on the benefits of Records retention and disposal

schedule in relation to records management. ................................................................... 30

4.2.3. Benefits of using the Records retention and disposal schedule at the National

Museum of Tanzania. ....................................................................................................... 32

4.2.4. Problems which National Museum of Tanzania faces if they havent put in use the

Records retention and disposal schedule.......................................................................... 33

4.2.5. Factors that hinder National Museum of Tanzania to comply with the records

retention and disposal schedule? ...................................................................................... 37

CHAPTER FIVE ............................................................................................................ 42

SUMMARY, CONCLUSIONS AND RECOMMENDATIONS ............................... 42

5.1. Introduction ............................................................................................................... 42

5.2. Summary ................................................................................................................... 42

5.3. Recommendations ..................................................................................................... 44

5.4. Costs of implementing the recommendations ........................................................... 45

5.5. Conclusion ................................................................................................................ 46

REFERENCE: ................................................................................................................ 48

APPENDICES ................................................................................................................ 51

LIST OF TABLES

Table No 3.1: The respondents selected through simple random sampling method and

Purposive sampling techniques. ....................................................................................... 24

Table No 4.1: Shows the usefulness of records retention and disposal schedule. ........... 30

Table No 4.2.Shows the awareness of records retention and disposal schedule. ............. 31

1

CHAPTER ONE

PROBLEM SETTING

1.1 Introduction

This chapter contain brief history of National Museum of Tanzania, historical

background of the study, statement of the problem, objectives of the study, research

questions, significance of the study and limitation of the study.

1.2 Brief history of National Museum of Tanzania.

According to the International Council of Museums Status Code of Professional Ethics

(1996), a museum is defined as a non-profit making, permanent institution in the

service of society and of its development, and open to the public which acquires,

conserves, researches, communicates and exhibits, for the purpose of study, education

and enjoyment material evidence of people and the environment. Therefore, the

museum is viewed as institution for the preservation of those objects which best

illustrate the phenomena of nature and works of man and the utilization of these for

increase of knowledge and for the culture and enlightment of the people(

Kayombo,2005).

The National Museum of Tanzania is a body corporate established by an Act of

Parliament No.7 of 1980.It is scientific and cultural institution under the Ministry of

Natural Resources and Tourism, it is charged with the duties of collecting, conserving,

displaying, and researching on all materials relating to Tanzanias cultural and natural

heritage. The important inimitable collections and information which are components of

our Nations heritage are used for education dissemination through exhibitions,

publications, seminars and guided tours and promotion of the country identity.

The National Museum of Tanzania is a consortium of five Tanzanian museums whose

purpose is to preserve and show exhibits about the history and natural environment of

Tanzania.

2

The consortium developed from the National Museum of Dar es Salaam (Museum and

House of Culture), established in 1934 by Tanganyika governor Harold MacMichael.

Four more museums later joined the consortium, namely the Village Museum in Dar es

Salaam, the National History Museum and the Arusha Declaration Museum in Arusha,

and the Mwalimu Julius K. Nyerere Memorial Museum in Butiama.

1.2.1National Museum of Dar es Salaam (Museum and House of Culture)

The Dar es Salaam National Museum is located in Shabban Robert Street, next to the

botanical gardens. Established in 1934 and open to the public since 1940, it was

originally a memorial museum dedicated to King George V; one of the cars of the King

is still on display. The museum was expanded in 1963, with the addition of a second

building. It is now dedicated to the history of Tanzania. Its most famous exhibits include

some bones of Paranthropus boisei that were among the findings of Louis Leakey at

Olduvai. The museum also has a large section dedicated to the Shirazi city-state of

Kilwa. More historical miscellaneous material is related to the German and British rule,

and ancient Chinese pottery. The museum also has ethnographic collections on

Tanzanian cultures (Msemwa, 1996).

1.2.2 The Kijiji cha Makumbusho (Village Museum)

The Kijiji cha Makumbusho, or Village Museum, established in 1996, is an open-air

ethnographical museum located in the outskirts of Dar es Salaam, on the road to

Mwenge and Bagamoyo. It showcases traditional huts from 16 different Tanzanian

ethnic groups. There are also examples of traditional cultivations, and traditional music

and dance shows are held daily (Kihiyo, 1996).

1.2.3 The Natural History Museum

The Natural History Museum in Arusha, open since 1987, is located in Arusha, in Boma

Road. It has two permanent exhibits, respectively on human evolution and entomology

(Kamamba, 1999).

3

1.2.4 The Arusha Declaration Museum

The Arusha Declaration Museum, open since 1977, is located in Arusha, in Kaloleni

Road. It displays documents on the colonial history of Tanzania, the fight for

independence, and the Arusha Declaration where the first Tanzanian president Julius

Nyerere outlined his political vision (Kamamba,1999).

1.2.5 The Mwalimu Julius K. Nyerere Memorial Museum

The Mwalimu Julius K. Nyerere Memorial Museum, or Nyerere Museum for short, was

established in 1999. It is located in Butiama, where Tanzania's first president Julius

Nyerere was born and was buried. The museum display items related to Nyerere's

personal and political life (Kayombo, 1999).

1.2.6 Vision of the NMT

To become a world class centre of Excellence in sustainable preservation of Tanzanians

cultural and natural heritage for the benefit of mankind.

1.2.7 Mission of NMT

NMT is devoted custodian of national heritage responsible and committed to

identification, collection, documentation, conservation, interpretation and knowledge

dissemination of Tanzanias cultural and natural heritage for the benefit of mankind.

1.2.8 Objectives of the NMT

The NMT has main five objectives which are in line with the objectives of the ministry.

These are:

i. Expansion of Museums and stakeholder involvement

ii. Capacity building

iii. Diversity Museum services

4

iv. Promoting, Research, Consultation and Publications

v. Promoting National and International Co-operation.

1.3 Background of the study

Records are documents regardless of form or medium created, received, maintained and

used by an organization (public or private) or an individual in pursuance of legal

obligations or in the transaction of business, of which it forms a part or provides

evidence(IRMT,1999). The history of official records creation and management in

Tanzania can be traced back to early days of the German invention in 1884(Mhina,

2010).When Dr. Carl Peters set out a voyage to various parts of East Africa to search for

colonies (Mhina, 2010).Number of places both in Zanzibar and Tanzania (then was

known as Tanganyika) were visited, and signed a number of treaties with local chiefs.

Therefore through those treaties signed by local chiefs, on 25th

February, 1885, German

Imperial Government declared to own all places where Dr. Carl Peters signed treaties

(Mhina, 2010). Substantial amount of records were created and kept both in German and

in Tanganyika Imperial Offices at this time. Magaya (2010) assert that many records

were buried in Tabora and different places in the country. This was when the German

Government realized to lose on the First Word War in 1914.

During British rule in Tanganyika records were also created in large quantity, whereby

they form a large part of collection today at the National Archive. British records in

Tanganyika have suffered from unprofessional conduct from the British administrators

though the British administration introduced a number of regulations regarding the

proper management and disposal of records. In 1927, for instance a circular entitled the

Destruction of Old Records was issued which stated I am directed by the Governor

to inform you that you are authorized to destroy any obviously useless routine

correspondence and returns, except financial records which must await the issue of

order. Papers with land questions should of course not destroyed (Mlyansi,

1996).Further instructions concerning the destruction of records were subsequently

5

issued. In 1931 for example the Disposal Records Rules governing court records were

issued (Magaya, 2010).

Then was followed by a number of internal departmental instructions such as the

Financial Orders for financial and accounting records, the Prisons Standing

Orders which applied to prison records. The first destruction of records took place

during re organization of administration in 1927-1928 and the second destruction took

place 1942 when there was a demand for scrap papers (Mhina, 2010). Together with

establishment of different regulations concerned the destruction of records still British

records suffered from lack of professional staff in the province.

Right after independence the new government started a fresh initiative for establishing

records management. In collaboration with UNESCO,the Government aimed at reducing

backlog of inactive records. In 1962 the UNESCO commissioned Miss. Marcial Wright

to persuade the government to take action on the backlogs of records more

seriously(Mhina,2010).She recommended to recruit Mr J R Ede to be recruited as

government archivist through Expanded Programme of Technical Assistance 1963/1964

Programme(Mhina,2010). On 2nd

December 1963 the Presidential Circular letter was

issued, in which was announced the establishment of Archival Institution and forbade

other unauthorized destruction of records and invited the cooperation of all authorities

and the general public on the collection of general records (Mhina, 2010). Public records

were haphazardly managed and it was clearly essential to institute some controls and

formulate a policy which should govern public access to official records pending the

introduction of legislation (Ede, 1964). So in 28th

August 1965 the National Archives

Act number 33 were formulated and came into effect.

Also the government decided to launch improvement programme of records

management function in the country, whereby in 1996 the Government of Tanzania

engaged International Records Management Trust (IRMT) so as to assist the government

on the development of sustainable records management systems. The initiative led to the

issuing of Presidential circular number 2 of November 1997 that directed the formal

6

transfer of national archives to Presidents Office- Public Service Management (Mhina,

2010).

All these changes went hand in hand with the Public Sector Reform Programme. The

Programme delivered a number of reforms, including developing records retention and

disposal schedules, removing closed files to records centers or destroying files with no

ongoing value according to the schedules, and developing a professional certification

course in records management at the Tanzanian Public Service College (Mhina, 2010).

This was done after the Government understood the significance of records as essential

proof of the business that was conducted. On that matter they should remain as long as

they are required to provide evidence.

This could not be practiced effectively if there is no application of Records Retention

and disposal schedule. Therefore Organizations will face a lot of problems when

disposing records without Records Retention and disposal schedule. Therefore Poor state

of records management systems in Tanzania from independence in 1961 up to the mid-

1990s undermined all areas of public administration, civil service operations and

government attempts and reforms (Magaya, 2010). In the continuation of reinforcing the

reforms in the records management component, the government enacted new records

and archives management act number 3 of 2002 by repealing the existed one.

1.4 Statement of the problem

Records retention and disposal scheduled is very important tool in reducing backlog

accumulation of the unwanted records which hinder the good records management that

support fast decision making by avoiding unnecessary duplication and protecting vital

records in the organization. All head of public offices are demanded to design and

implement Records retention and disposal schedule so as to facilitate transfer of records

of enduring value into the custody of the Director of Records and Archives Management

Division. This is according to the sections 10 and 11of the Records and Archives

Management Act No.3 of 2002.Also, the heads of public offices are vested with power

7

to design Records Management Policies within their offices so that to provide a mandate

for the performance of all records and information management functions.

But the experience shows that there has been a lot of complains from the Public

concerning the speed of decision making and service delivery in Public Organizations.

This is because most of Public organizations allow backlog accumulation of unwanted

records and unnecessary duplication of records within their offices. Though there might

be policies and Records retention schedules in many Public Offices but senior officials

tend to be unwilling to authorize destruction due to a concern that they may be acting

illegally. As a result, the available storage space is largely full. This makes records that

are still needed increasingly difficult to locate. Hence the situation leads to decrease the

speed of service delivery and decision making. Thats why there are complaints from the

Public concerning performances of Public organizations. Up to date there is no research

coverage on this area. Hence this study is intended to find out the usefulness of retention

and disposal schedule at National Museum of Tanzania as one of Public Organizations.

1.5 Objectives of the Study

1.5.1 General objective

General objective of the study was to find out the usefulness of Records retention and

disposal schedule.

1.5.2 Specific objective

i. To find out if the National Museum has any Records retention and disposal

schedule.

ii. To assess the level of awareness of NMT Staff on the benefits of Records

retention and disposal schedule in relation to records management.

iii. To identify the benefits of using the Records retention and disposal schedule at

the National Museum of Tanzania.

8

iv. To find out the problems which National Museum of Tanzania face if they

havent put in use the Records retention and disposal schedule.

v. To identify factors which hinder National Museum of Tanzania to put in action

the records retention and disposal schedule.

1.6 Research Questions

i. Does National Museum of Tanzania has records retention and disposal schedule?

ii. To what extent NMT Staff are aware with the Records retention and disposal

schedule and its useful in reducing bulk long accumulation of unwanted records?

iii. What are the benefits of using Records retention and disposal schedule?

iv. What are the problems does National Museum of Tanzania face if they dont put

in use the Records retention and disposal schedule?

v. What are the factors that hinder National Museum to not comply with the Records

retention and disposal schedule?

1.7 Significance of the Study

The study has the following significance

i. The study produced knowledge about the existence of the problem which was

used as means for solving the problem.

ii. Enabled the researcher in partial fulfillment of Bachelor Public Administration in

Records and Archives Management {BPA-RAM} at Mzumbe University.

iii. The study will be used as a marketing tool in advertising Mzumbe University.

iv. The study helped the researcher to integrate theoretical trainings obtained from

classrooms with the practical reality in the field. Also widening the knowledge of

the researcher on Records retention and disposal schedule.

9

1.8 Limitation of the Study

The study was conducted under case study design, therefore its findings and

recommendations will not be used in any other organization than National Museum of

Tanzania where the study has been conducted.

10

CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

The purpose of this chapter is to review the theoretical perspectives and observation that

various authors and scholar have put forward in relation to records retention and disposal

schedule, this review is intended to help the researcher understand better the subject

matter, also the review will help other researchers and readers to familiarize themselves

with theoretical perspectives and discussion on records retention and disposal schedule.

2.2 Meaning of Records retention and disposal schedule

The records retention and disposition schedule, sometimes also is called a records

disposition authority or a records retention schedule, is a control document that identifies

all the records created or maintained by the organization or an administrative unit of a

public service organization, specifies the periods for which they are to be retained and

their place of custody during those prescribed retention periods and also authorizes their

disposal at the appropriate time and indicates the disposal action to be

taken(Mhina,2010). On the other hand, IRMT (1999) view records retention and

disposal schedule as the control document recording appraisal decisions and prescribing

disposal action.

Also according to Kennedy and Schauder (1998) Records retention and disposal

schedule has been defined as series of an organization which directions for how the

records are to be disposed off after their creation and initial use.

2.3 Awareness of staff concerning retention schedule

The successfulness implementation of records retention and disposal schedule in an

organization depends on the awareness of staff. According to the paper presented by

Ndeje (2011) in the ESARBICA conference, it was revealed that in most government

11

ministries, registry personnel are not adequately trained in records management practices

including records retention and disposal schedule. Therefore the situation leads to failure

in the implementation of records retention and disposal schedule. Thus, most of the

public organizations do suffer from congestion of records.

2.4 Benefits of Retention and Disposal Schedules

Implementation of records retention and disposal schedule will ensure greater efficiency

in an organization. According to Magaya (2010) retention and disposal schedule plays

greater role in a number of areas such as:

i. It will obviously save space of the organization by aiding the prompt destruction of

records and facilitates the immediate relocation of semi active records or inactive

records from expensive storage to low cost storage areas.

ii. It will save time in the long term because appraising of records can be made quickly

by simply referring to the schedule, meaning that time is not wasted moving records

to the records centre or archives.

iii. It will ensure that any records which may be required by an organization for

operational or legal purposes are retained at the appropriate period.

iv. It will legitimize the destruction of records and prevent the illegal destruction of

records. This can become particularly important if litigation arises.

v. It will support the maintenance of an organizations vital records protection

programme.

vi. It will enable an organization to respond efficiently to enquiries, allowing

information to be provided quickly at the least possible cost.

vii. It will aid auditors and assessors easy performance of their task.

Also according to Mhina (2010), retention and disposal helps in avoiding unnecessary

duplication of records in organization while it ensures appropriate storage location.

12

2.5 Problems associated with poor implementation of retention and disposal

schedule

Failure to implement records retention and disposal schedule, the organization will

likely to face a lot of problems. Some of the consequences to be faced are covered

below.

2.5.1 Loss of long-term value records

There are records which have secondary value after they have ceased to execute their

primary value to creators. Such records which are very important to the general society

will be lost due to absence of records retention and disposal schedule since is the only

document which authorizes their disposal at the appropriate time and indicates the

disposal action to be taken if is to destruct or send to the National archive for permanent

preservation (Mhina,2010).

2.5.2 Delay in decision making

This is due to backlog accumulation of records which automatically hinder faster access

to records that will affect decision making. The destruction of valueless records

enhances the orderly storage of newer, more important records (Mhina, 2010).

2.5.3 Poor office layout

Daily activities in the office allow daily accumulation of records in the office. Therefore

if records retention schedule has not been implemented to authorize destruction, the third

quarter of the office space will be covered by records. This will allow poor office layout

which has impact on staff performance. Achievement of an orderly work environment is

of benefit to members of staff (Mhina ,2010).

13

2.5.4 Illegal destruction of records

Legally, the destruction of records may be as important as appropriate retention. In legal

cases, organizations may be forced to release damaging records that they could quite

legitimately have disposed off, and may suffer as a result of needless retention (Mhina,

2010).

2.5.5 Poor utilization of organizational resources

If an organization has not implemented records retention and disposal schedule which

authorize destruction there will be congestion of records since daily records are created.

Records storage is expensive in financial and spatial terms. Economy is achieved by the

destruction of records whose significance has expired. This will promote efficiency by

focusing management efforts on those records which are most important (Mhina, 2010).

2.6 Factors that hinder effective implementation of retention schedule

There are many factors that hinder effective implementation of Records retention and

disposal schedule in many Organizations. Some of them are as follows:

2.6.1 Lack of records management Acts, policies and procedures

The purpose of the Records Management Act, policy and procedures is to ensure that

full and accurate records of all activities and decisions of the Organization are created,

managed and retained or disposed of appropriately, and in accordance with relevant

legislation. Policies and Records management Act direct the Organization to create

records retention schedules for the management of their records. Therefore policies,

procedures and Acts should be adequate, philosophical and across the Organization

(Palomino, 2012).

14

2.6.2 Lack of qualified staff

Qualified staff on records management is a key performance of records management

programmes. Implementation of records retention and disposal schedule depend also on

qualified staff, simply qualified staff recognize the role of records retention and disposal

schedule in achieving organizational goals also are the one who implement the records

retention and disposal schedule (Torress,2006).

2.6.3 Lack of support from management

Support from management is the key factor to the implementation of records retention

and disposal schedule. Most of the organizations tend to give low priority to their

records offices and records staff. Poor arrangement of the records offices, lack of

working tools, poor payment and status given to records staff are among of the issues

which reduce efficiency of the records offices. Therefore under this situation is difficult

to implement records retention and disposal schedule (Torres, 2006).

2.6.4 Lack of enough budget

Allocation of enough budgets is the main factor for the implementation of records

retention and disposal schedule since the process of formulating records retention and

disposal schedule consist of several steps like formulating a retention team which will be

entrusted with the responsibility of records retention formulation. Also providing

training on principles and practices of records and archives management to the selected

team. All of these processes depend on allocation of enough budgets. So many

organizations fail to implement records retention and disposal schedule due to the low

budget allocated on records management programmes (Torres, 2006).

2.7 Strategies for ensuring effective implementation of records retention schedule

A sound and legally compliant records retention and disposal schedule is the foundation

of good records management programs.

15

This is a platform for throughout protection of organization records and surest method to

avoid risk and litigation. Some of the strategies to be observed are covered below.

2.7.1 Provide training on records management

This should be an organizational commitment to provide training on records

management to all staff. The perception that record-keeping is a low-level, menial job

which does not merit any investment in training must be rectified as a matter of urgency

and records managers must be given proper training. Research indicates a massive skills

shortage in the field of recordkeeping and training is, therefore, vital in order to address

this issue. In order to achieve the essential efficiency from all staff members, it is also

necessary to provide training to staff members who do not have record management as

their key function. Every staff member who comes into contact with documents forms

an important link in the recordkeeping chain. As such, it is essential that they understand

recordkeeping procedures and their role in implementing them. Failure to train

employees will surely result in poor version control, serious breaches of security, and the

loss of important documents. This results in a massive waste of time and resources.

Customer service levels plummet and the government's reputation of being inefficient

and unprofessional prevails (Gutterman, 2008).

2.7.2 Staffing and Accountability.

Records retention is an important program and organizations should be sure that the

project is adequately staffed and that is clear which person or persons are to be held

accountable for making sure that a record can be located and that destruction procedures

are followed. The person should be familiar with all applicable legal and business

requirements and should understand how records are organized and used in day-to-day

operations (Gutterman, 2008).

16

2.7.3 Records Retention Monitoring

As with all organization policies, compliance with the policy must be monitored on an

ongoing basis and refinements made to the policy as the operational effectiveness of the

policy is determined or business conditions change. Therefore there should be an

auditing body which has been entrusted to monitor the compliance policies, regulation,

acts and records retention schedule. The process of auditing compliance with the policy

will ensure that records are promptly purged when they have reached the end of their

designated retention period, amending the plan to take into account changes in

technology and the companys business activities, and training employees on how to

create and store records (Gutterman, 2008).

2.7.4 Records activities should be placed in the organizational budget

Good records management is a step to the success of the company therefore it should be

allocated with enough budget. Enough budgets will allow good implementation of

records management activities including formulation of records retention schedules. The

process involves several steps like formulating a retention team which will be entrusted

with the responsibility of records retention formulation. Also providing training on

principles and practices of records and archives management to the selected team. All of

these processes depend on allocation of enough budgets (Gutterman, 2008).

2.7.5 Formulation of different policies and procedures

An organizations records retention and disposal schedule should be supported by

policies and procedures that address each component of the records management

program in accordance with operational and legal requirements. Policies and procedures

set standards and serve as evidence of managements support of and investment in a

compliant records management program (Gutterman, 2008).

17

2.8 Types of records retention and disposal schedule

According to Kennedy and Schauder (1998) there are two types of records retention and

disposal schedule which are Specific schedule and General schedule:

2.8.1 Specific schedule

Specific schedule is a type of retention which is developed by individual organizations

specifically for their records. Specific retention schedules document records that are

unique to a specific agency or office. They actually list several types of records such as:

Records that are specific to an agency and not created or used by any other agency.

Records that are specific to more than one agency but not common among all state or

local agencies. Records that are created or used by all or most agencies but which may

need to be retained by a specific agency for a longer period of time than is required on

the appropriate general schedule, usually to fulfill legal obligations; and

2.8.2 General schedule

Is a type of retention developed and published by the Government archival agencies for

use across a particular group of organizations. General Records Retention Schedules

apply to records that are created or used by all or most local agencies. Examples of

general records include budgeting records, personnel records, and payroll records.

Listing these records on a general schedule applicable to records created by most

agencies prevents redundancy and reduces paperwork in the scheduling process.

2.9 Contents of records retention schedule

The records retention schedule should contain the following information elements:

2.9.1 Records retention schedule number

This is the reference code for the schedule. This serves as reference number where by it

indicates the series of records retention schedules formulated since the establishment of

18

the organization. Also it facilitates easy retrieval of a current records retention schedule

when is needed (Mhina, 2010).

2.9.2 Date

The date on which the records retention schedule was prepared also should appear on the

form. This is very important so as to provide description about the time of records

retention creation. It is also a judgment key when judging the validity of the records

retention schedule for application (Mhina, 2010).

2.9.3 Name of the organizational unit

The form should include a space for the name of the office responsible for the creation

and maintenance of the records being scheduled. This is very important especially in the

case of specific retention schedule. It indicates the owner of the records retention

schedule (Mhina, 2010).

2.9.4 Records series name

A name should be assigned to the record being scheduled, which reflects the purpose, or

function of the records series and which can be used for identification purposes. Series

are those file units or documents kept together because they relate to a particular subject

or function, result from the same activity, document a specific type of transaction, take a

particular physical form, or have some other relationship arising out of their creation,

receipt, maintenance, or use (Mhina,2010) .

2.9.5 Records series description

A description of the contents, purpose and function of the records series being scheduled

should be included as part of the records retention schedule. Describe in detail the

specific information contained in these records series. If the series is a single record or

document, list all entries it contains.

19

If the series is a file consisting of several documents, list each one separately. If the

series is computer created, list the various data elements it contains (Mhina, 2010).

2.9.6 Approvals

There should be space on the records retention schedule form reserved for the signature

of approving authorities. This is very important part as any decision taken from the

retention schedule should be regarded as an organization decision not at the records

managers discretion. This is strongly recommended by Kennedy and Schauder (1998).

2.9.7 Media

Records retention schedules should also indicate the type of media on which the records

being scheduled are recorded, e.g. paper, microfilm or digital. This will facilitate the

appraisal process and give well protection mechanism at particular media. Also this item

helps to establish special storage and handling requirements to specific material (Mhina,

2010).

2.9.8 Retention period

This prescribe the length of time records of continuing utility, including records of

enduring value that merit eventual preservation as archives, will be preserved and

maintained. This will facilitate the appraisal process by referring to the schedule and be

aware if a particular record still needed or not (Mhina, 2010).

2.9.9 Access restrictions

Certain records scheduled for full or partial transfer to Archives may be sensitive and

should not be available for public research for a period of time. When this is the case,

the records retention schedule should indicate the period of time for which the records

will remain closed (Mhina, 2010).

20

2.10 Steps in developing retention schedules

In the publishing the retention schedule, whether specific retention schedule or general

retention schedule there are stapes to follow. According to Mhina (2010), the following

are the stapes to follow when preparing records retention and disposal schedule.

2.10.1 Formation of retention team

In establishing/developing a records retention schedule, there should be a group of the

following:-

a) Senior officers from respective functional areas

b) Experienced records staff from particular office/organization

c) Record officers from the national archives.

d) Experienced university academicians particularly from history department and

archives department.

e) Representative from civil society

f) All potential stakeholders.

The team will start appraising records either file by file (micro appraisal) or series by

series (macro appraisal). At every stage a decision has to be made and the appraisal

decision has to be agreed and recorded for a particular file or series. The agreed decision

will be a basis for judging and grouping all other records that are similar in so many

ways to the former.

2.10.2 Training the team

An appointed/ selected team should be trained on basic principles of records and

archives management and later specifically on records appraisal and retention schedules

21

2.10.3 Identification of series and sub-series of records from organization/ministry

by:

Re-grouping the files by identifying those which similar within the series and which can

constitute sub-series. Then dealing with each series in turn using the series identification

sheets. Recording the sub-series identified on the series identification sheet and listing

files examples from the identified series and sub-series.

2.10.4 Analyzing the file series and sub-series the team should satisfy itself by the

following questions

What is the primary purpose for creation of a record series and sub-series?

What is the period of usefulness i.e. for how long will the purpose be served?

What will be the earliest disposal point without a secondary consideration e.g. after

payment has been made?

What is the secondary consideration of claims, complaints, audit etc?

2.10.5 Filling in the questionnaire

Fill the questionnaire for each series and sub-series in order to make appropriate

retention decision. These questionnaires will be facilitated in providing information on

how retention schedule of particular organization in implementing and organizing its

records

2.10.6 Setting retention period

The ultimate output of the retention team is to determine the life cycle of the records by

assigning retention periods to all of the records of the organization or public service.

The retention period for the records can be divided as follows:

i. Active retention period

This is a period of time for which the records have continuing administrative value to the

creating organization. Records creators and users are best able to determine and set

22

active retention period. As records are likely to be required regularly during the current

or active phase of their life cycle, their place of custody for this period will be the

originating office.

ii. Semi-active retention period

Is the remainder of the time for which the records will have a primary value by virtue of

being required to meet ongoing financial or legal needs as determined by the appraisee.

Also the draft of disposal and retention schedule should be presented to the senior

management committee for approval. This is very important stage as any decision taken

from the retention schedule should be regarded as an organization decision not at the

records managers discretion. This is strongly recommended by Kennedy and Schauder

(1998).

23

CHAPTER THREE

RESEARCH METHODOLOGY

3.1 Introduction

According to Kothari (2004), research methodology is a way to systematically solve a

research problem and explains about the series of activities that will be applied in

carrying out the study. This chapter covers the research design, area of the study,

targeted population, sample size and sampling techniques, data collection methods and

methods of data processing and analysis.

3.2 Research Design

There are several research designs like case study design, survey design, action research

design, as well as experimental design. In this study, the researcher has used a case study

design because the study focused on a single organization due to limited time for the

study, also limited fund allocated for the study. Apart from that, a case study design

chosen because of its viability and flexibility in terms of data collection methods and

analysis. Therefore this design allowed a researcher to study the unit of investigation in

detail compared to other designs.

3.3 Area of the Study

The study took place at National Museum of Tanzania, Dar es Salaam. The study was

conducted at this place because it is one of the public Organizations that generate and

manage records to support daily business of the organization. Also it serves the Public

that complains about the speed of decision making and service delivered from the public

Organizations.

24

3.4 Target Population

The target population for the researcher was the NMT staff. The unit of inquiry included

the top management members, middle class members (HODs, HRMs), Records staff as

well as junior staffs at the organization as internal customers. In such way, the

researcher approached some of respondents for in-depth interview and others with

questionnaire.

3.5 Sample size

It can be defined as the number of population to be used to collect the needed data so as

to come up with the solutions of your problem. In every big organization there is a large

number of employees. It was not possible for the researcher to cover the whole staff

population hence the study involved 40 respondents as a total sample size from the

target population of 128 people of this study, this included 3 Top management, 6 Middle

staff & HROs, 3 Records management staff and 28 other NMT staff as internal

customers.

Table No 3.1: The respondents selected through simple random sampling method

and Purposive sampling techniques. N=40

N= Total Number of Respondents

Source; Research findings (2014)

S/N Respondents

Particulars

Total

Population

Type of

sampling

Sample size % of the sample

1 Top mgt 3 purposive

sampling

3 7.5%

2 middle staff and HROs 33 simple random 6 15%

3 Records Management

Staff

3 purposive

sampling

3 7.5%

4 Other NMT Staff 92 simple random 28 70%

TOTAL 128 40 100%

25

3. 6 Sampling techniques

In this study both probability and non probability sampling techniques ware used. In

probability sampling, the researcher used a simple random sampling technique in

selecting respondents from middle management, HROs and other NMT staff. The

researcher used simple random sampling technique since it gives an opportunity for all

the staff under the categories mentioned above to have an equal chance of being

selected. But, the researcher also used non-probability sampling techniques such as

purposive sampling in selecting respondents from Top management and Records

management staff in order to collect technical information which is available only from

specific persons who have that particular knowledge concerning the field.

3.7 Data collection methods

In order for the study to be more successful, the researcher collected data from different

sources. This data helped the researcher to come up with appropriate information at the

end. The following are the techniques which were employed in collecting data required

for the study:

3.7.1 Observation

According to Kothari (2004) observation is a method of data collection in which

information is sought by way of investigators (researcher) own direct observation

without asking questions from respondents. There are different kind of observation

method such as participant and non-participant observation, structured and unstructured

observation, and simple and contrived observation (Kothari, 2004). In this case, the

researcher used participatory method of observation. In participatory observation, the

researcher form part of a group to be observed by the researcher him and experience

what a group experience. During observation, the researcher was able to observe the

congestion of files which hinder faster retrieval of such files and also cause delaying of

decision making within an organization due to the lack of records retention schedule.

26

3.7.2 Interview

This is a dialogue between the interviewer and the interviewee with the aim of eliciting

information from the interviewee. This method was employed and it gave the

respondents freedom to ask in case of need. In addition, it ensured high response rate

compared to other methods. Interviews both structured and unstructured are conducted

with the heads of departments and other selected staff who made up a total number of 20

respondents.

3.7.3 Questionnaire

It is a self administered schedule of questions and statement. This method is simple

compared to other methods, it is free from bias, less expensive and does not exact much

pressure on the respondent hence makes them more comfortable. (Kothari, 1990:124)

In undertaking this study open ended questionnaire were distributed by the researcher

to the respondents. A total of 40 questionnaire were distributed to the respondents and

out these only 37 (92.5%) were returned.

3.7.4 Documentary

Some organizational documents like strategic plan, organizational journals, Staff

regulation, Annual finance report and organizational chart were used in collection of

data. This technique saved resources like time, and accessibility of information.

3.8 Methods of data processing and analysis.

3.8.1 Data processing

After data collection, the researcher processed them through manual sorting, editing,

coding, tabulation, classification and compilation. Finally all data were summarized on

data master sheet ready for analysis.

27

3.8.2 Data analysis.

After data processing, the researcher analyzed qualitative data quantitatively to get

descriptions in percentages and frequencies which were the basis for the discussion and

comments.

3.9 Data presentation

The findings of the study were presented in a text form and frequency tables, also the

data described the relationship between the research objectives and research questions.

28

CHAPTER FOUR

PRESENTATION AND DISCUSSION OF THE FINDINGS

4.1 Introduction

This chapter is about the analysis, presentation and interpretation of what has been

observed, experienced and extracted on the findings of the study. The purpose of this

study was to find out the usefulness of Records retention and disposal schedule at

National Museum of Tanzania. The collection of the data was done through

questionnaire, interview, observation and documentation methods. In undertaking this

study the researcher interviewed 20 respondents and distributed 40 questionnaires, out of

those only 37 (92.5%) were returned and 3 (7.5%) were not returned.

4.2 Presentation of Research Findings.

This part deals with the presentation of research findings based on research objectives

and questionnaire drawn to facilitate the presentation. Discussion and presentation of the

findings were based on the study objectives which are: to find out if the National

Museum 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 National Museum of Tanzania, to find out the problems

which National Museum of Tanzania face if they havent put in use the Records

retention and disposal schedule and to identify factors which hinder National Museum of

Tanzania not to put in action the records retention and disposal schedule.

29

4.2.1 Usefulness of Records retention and disposal schedule at National Museum.

This section aimed to find out if the National Museum of Tanzania has records retention

and disposal schedule in place or not. The usefulness of records retention and disposal

schedule is a legally issue whereby it has been stipulated in the Records and Archives

Management Act no. 3 of 2002 under section no 9.It requires heads of Public offices to

draft and implement records retention and disposal schedule relating to records specific

to each Public office.

The main purpose of drafting and implementing records retention and disposal schedule

is to guide the practice of records management especially on the issue of disposition of

records. Disposition of records involves the transfer of records with ongoing value to the

society in the custody of the Director of Records and Archives Management Division or

destruction of valueless records (Magaya,2010).Public office are strongly required to put

in use the records retention and disposal schedule so as to benefit from it by reducing

congestion of unwanted records in their custody which will automatically speed up the

retrieval of records and enhance fast decision making and good utilization of

organizational resources (Mhina,2010).

The findings of the study revealed that National Museum of Tanzania does not

implement the records retention and disposal schedule in managing their records. This is

due to the fact that, among 37 questionnaires filed, there were no respondent who

confirmed that National Museum of Tanzania comply with records retention and

disposal schedule, instead only 7 respondents which is equivalent to 18.92% they did

not know what is going on in the organization concerning the applicability of records

retention and disposal schedule and 30 respondents which were equivalent to 81.08%

confirmed that National Museum of Tanzania does not have records retention and

disposal schedule. Also other information were extracted from interview, whereby 20

respondents were interviewed and about 17(85%) respondents addressed the same

information that records retention is not practiced at National Museum of Tanzania. The

30

situation leads the researcher to spot that NMT Management pays no attention on

records management since one of the interviewed respondents said that in general

records management issue is given low priority at National Museum of Tanzania since

there is a lack of professionals and even the policy which concern with the records

management and which is a commitment of management in managing its records is also

unavailable. Therefore all of these are the issues to be considered before so as to build a

strong base for establishment and implementation of records retention and disposal

schedule.NMT does not have records retention and disposal schedule. In supporting

this argument, without using records retention and disposal schedule this signifies that

the practice and general conduct of records management at NMT is not guided. The

findings discussed above, have been summarize in the table below

Table No 4.1: Shows the usefulness of records retention and disposal schedule.

Source: Questionnaire December 2013

4.2.2. Awareness of NMT Staff on the benefits of Records retention and disposal

schedule in relation to records management.

This part aimed to know if the staffs of National Museum of Tanzania are aware with

the records retention and disposal schedule and its benefits in relation to records

management. The successfulness implementation of records retention and disposal

schedule in any organization depends on the awareness of staff. Staff ,being aware of the

benefits of records retention and disposal schedule, will be in a good position of

contributing in a way forward to introduce and implement records retention and disposal

schedule in the Organization.

Variables Frequency Percent

Yes 0 0

No 30 81.08

Dont know 7 18.92

Total 37 100

31

Records retention and disposal schedule plays great role in records management

practice. According to Magaya (2010), Records retention and disposal schedule saves

space of the organization, it protects valuable records, it legitimizes the destruction of

records, it supports fast decision making and promote optimum utilization of

organizational resources.

The findings of the study revealed that, most of the employees are not aware of the

records retention and disposal schedule, statistically about 86.5% of the respondent who

were 37 in number filled questionnaire are not aware of records retention and disposal

schedule with its benefits in relation to records management and only 13.5% of the

employee were aware of the concept. Being not aware it signifies that the concept has

not been well established and the NMT Management plays a small role on the issue of

records management.

On the other side through interview with 20 respondents of NMT officials and non

officials, 5 respondents out of 20 respondent interviewed were aware of the records

retention and disposal schedule, who accountable for 25%.While 15 respondent out of

20 respondents were not aware with the concept, who accountable for 75%. Statistically

from the above information it shows majority of the NMT officials and non-officials are

not aware of the records retention and disposal schedule in relation to records

management. The findings discussed above have been summarized in the table below.

Table No 4.2. Shows the awareness of records retention and disposal schedule.

Source: Questionnaire December 2013

Variables Frequency Percent

Yes 5 13.5

No 32 86.5

Total 37 100

32

4.2.3. Benefits of using the Records retention and disposal schedule at the National

Museum of Tanzania

This objective aimed to find out the benefits of using the records retention and disposal

schedule at National Museum of Tanzania.

Deciding how long records should be retained is an integral part of deciding what

records of business activities need to be captured and assessing the value of existing

records. According to Kennedy and Schauder (1998) a records retention and disposal

schedule is a basis of an Organizations disposal program. It is a tool in which

Organization can destroy records which are no longer useful, it can ensure protection of

the records which are still required by the organization for transaction of daily business,

it can ensure statutory requirement for retention of records are met, it can support the

maintenance of vital records protection program, it assist in identifying records which

may be of social or historical importance and also it legitimize destruction of records.

A records retention and disposal schedule also assists the Organization to achieve the

following objectives related to space planning, workflow and effective use of

equipments. It removes inactive records from expensive accommodation and to store

them in less costly storage facility, it improves storage and retrieval of active records

(Kenned and Schauder, 1998).Therefore, effective implementation of records retention

and disposal schedule in the Organization has a great impact on the attainment of

Organizational goals.

The findings of the study revealed that, National Museum of Tanzania 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 even though the

Records and Archives Management Act No.3 of 2002 demands them to do so.

Statistically about 30(80.08%) respondents confirmed that there are no any benefits

observed related to the useful of records retention and disposal schedule while

33

7(19.92%) respondents were not aware with the benefits of records retention and

disposal schedule.

4.2.4. Problems facing National Museum of Tanzania for not using Records

retention and disposal schedule

This section aimed to find out the problems which National Museum of Tanzania face

due to the lack of records retention and disposal schedule. Through the questionnaires,

provided 62.27% of the respondents said that there are a lot of problems associated with

lack of records retention and disposal schedule at National Museum of Tanzania. Basing

on the findings of the research, from the questionnaires and interview source some of the

problems that NMT face due to the lack of records retention and disposal schedule, are

explained below:

i. Delay in decision making

According to Loen (1971), decision making is the process of making a judgment about a

course of action to be taken. Paying attention to the decision making process in the

organization, is the first step to realize the attainment of the organizational goal

(Maynard, 1967). According to Light (1969), in any decision making, the time factor is

often vital. Since records retention and disposal schedule improves storage and faster

retrieval of active records by removing inactive records from expensive accommodation

and to store them in less costly storage facility, this automatically supports faster decision

making in the organization. Unorganized or otherwise poorly managed records mean that

organization will not be able to attempt faster decision making. Delaying in decision

making process always hamper the productivity and performance within an organization

(Allen, 1964). The effects of too-slow or poor decision making can ripple throughout the

organization (Allen, 1964).

Therefore it is possible for any organization which does not comply with the records

retention and disposal schedule to face the problem of delaying in decision making. This

has also been found at National Museum of Tanzania whereby it is a crucial problem

34

existing, statistically about 20 respondents which is 54.05% agreed that the problem of

delaying in decision making at National Museum of Tanzania persisting several time. In

supporting this argument, therefore delaying in decision making justifies that issues of

staff performance and productivity at NMT are questioned.

ii. High risk of losing of long-term value records.

Deciding which records to keep and for how long may vary from organization to

organization. Whether a record is in paper or electronic format does not determine its

value or retention period, it is only content which the key factor is. According to Mhina

(2010) there are records which have secondary value after they have ceased to execute

their primary value to creators. Records do not necessarily cease to have value for short-

term political and financial accountability. They continue to preserve an audit trail of

past actions and document the collective and individual rights of the citizens (IRMT,

1999). Such records will be lost due to absence of records retention and disposal

schedule.

Therefore, for any organization which does not comply with records retention and

disposal schedule, will be at high risk of losing long term value records and fail to

exercise accountability, organizational identity and at large the heritage of the Nation.

Statistically about 22(59.45%) of respondents said that, NMT is at high risk losing

records with long term value records which are very essential for the general society and

for the protection the history of the organization, simply because there is no any directive

or guideline which provide authoritative on the destruction of valueless records. This

circumstance may lead to destroy the vital records which were having value for the

ongoing business of the organization and the society at large.

iii. Poor utilization of organization resources.

Resource utilization is also an important concept in organization which determines the

attainment of organizational vision and strategy. A value-based approach dictates that

35

limited organizational resources should not be spent managing less valuable information

such as drafts, non-records and duplicates (Kahn, 2004). According to the paper

presented by Chinyemba (2011) in the ESARBICA conference, it was revealed that an

effective implementation of records retention and disposal schedule ensures that the

organization does not waste valuable resources providing storage space, expensive

equipment and costly human resources to keep records and documents that may no longer

needed. Records retention and disposal schedule promotes good records management

which represents best practice in management of resources and good governance. An

organization where records are poorly kept and maintained easily attracts inefficiency,

corrupt practices and even fraud.

The findings of study revealed that there is poor utilization of organization resources at

NMT, whereby 30(81.08%) of respondents pointed this as a crucial problem existing at

National Museum of Tanzania. NMT is a public organization which depends directly on

the Other Charges (OC) distribution from the government to run its activities and other

organizational programmes.OC received from the government is always not enough to

support organizational activities but NMT still accommodate less valuable records by

providing high valuable resources such as storage space, expensive equipment and costly

human resources and time. In supporting this argument, therefore poor utilization of

organizational resources justifies that NMT delays to attain its targeted goals at a time

frame.

iv. Illegal destruction of records.

According to the Association of Commonwealth Archivists and Records Managers

(2007), the effective management of records and archives throughout their life cycle is a

key component of national development. Unorganized or otherwise poorly managed

records mean that government does not have ready access to authoritative sources of

administrative, financial and legal information to support sound decision making or the

delivery of programmes and services (Okello-Obula, 2011). According to Parer (2000),

36

no government or organization can operate without records, because they document its

actions and decisions. Additionally, government and civil servants must account for their

actions to the citizens. If public records are poorly managed without complying to records

retention and disposal schedule which is the requirement of records and archives legal

and policy frameworks, it would be impossible for the governments and civil servants to

be accountable for their actions and exercise transparence to the society they serve since

there will be illegal destruction of records.

The study revealed that NMT does not complying with any directive or guideline which

provide authoritative on the destruction of valueless records, therefore they do destroy

their records illegally. Statistically about 20(54.5%) of respondents mentioned illegal

destruction of records as one of the problem face National Museum under the lack of

records retention and disposal schedule. This was clearly justified by one of the

interviewed respondent who prevailed that There were backlog of personal files of

retired staff, deceased staff and terminated staff and other subject files which were

dumped at the corridor with leakage roof. This situation led to files over flooded and

eventually files were destroyed without paying attention to any directive or guideline

which provide authoritative on the destruction of records. Therefore, in case there is

pending claims relating to the benefits of those retired, deceased and terminated staff,

such staff rights will be undermined since there will be no records to support those

claims.

Furthermore, there can be no transparency, accountability or good governance where

records cannot be found when they are needed. In supporting this argument, therefore

destroying records illegally justifies that NMT as a public organization is non compliance

with rule of law which acknowledges a matter of accountability and transparence to the

society and also which is a key policy issue of the Government of United Republic of

Tanzania.

37

4.2.5. Factors that hinder National Museum of Tanzania to comply with the records

retention and disposal schedule?

This section aimed to find out the factors that hinder National Museum of Tanzania to

not comply with the records retention schedule.

Basing on the findings of the study, it has been revealed that there are different factors

which hinder National Museum of Tanzania to comply with the records retention and

disposal schedule. From the questionnaires and interview source, some of the factors

that hinder NMT to comply with the records retention and disposal schedule, are

explained below,

i. Lack of records management policy

Records management policy is an organizational commitment statement on managing its

records by complying with records and archives legal and policy frameworks. Oke