Usefulness Records retantion and disposal schedules-Report-MWOMBEKI RUTTA.pdf

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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 ...........................................