Use of records management systems in Tanzania public sector organisations

IF 0.8 Q3 INFORMATION SCIENCE & LIBRARY SCIENCE Records Management Journal Pub Date : 2024-08-12 DOI:10.1108/rmj-12-2021-0041
Josephine Manase, Kelefa Mwantimwa, Tumpe Ndimbwa
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Abstract

Purpose Paper-based records management systems remain dominant in Tanzanian Government organisations despite the increase in digital records management systems adoption across the globe. To create an understanding of this state, this study aims to investigate the use of records management systems in Tanzanian public sector organisations. Design/methodology/approach A descriptive research design was used in this study, alongside quantitative and qualitative approaches. A total of 81 respondents were drawn from three public sector organisations. To get a sample, non-probability (convenience and purposive) sampling techniques were used. A cross-sectional survey questionnaire and interview methods were used to gather quantitative and qualitative data. To analyse quantitative and qualitative data, the researchers used a mixed-methods analysis. Findings The study reveals different types of records management systems used in public sector organisations. Besides, the findings suggest that a large proportion of records are created through the digitisation of existing records. Aside from that, the study has revealed different types of records managed in the systems by government organisations. According to the study, there are various factors that determine the effective use of records management systems in public sector organisations. Research limitations/implications The implications of the present study are diverse. Specifically, its findings expand the theoretical body of knowledge by adding new insights regarding records management systems usage in government offices. The findings also provide the government with a basis for formulating and improving legal and regulatory frameworks to enhance records management. Apart from this, the findings are likely to benefit records practitioners by orchestrating inclusive strategies that will promote, not only effectiveness, but also sustainability in records management. Originality/value In Tanzania, a few studies have been conducted to examine digital records management practices and systems. These studies have not extensively highlighted the systems used to manage the records. This makes little to be known on the systems used to manage records in government offices. The present study has ascertained records management systems used in public sector organisations.
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坦桑尼亚公共部门机构使用档案管理系统的情况
目的 尽管全球范围内采用数字记录管理系统的机构越来越多,但在坦桑尼亚政府机构中,纸质记录管理系统仍占主导地位。为了了解这种状况,本研究旨在调查坦桑尼亚公共部门组织中记录管理系统的使用情况。 设计/方法/途径 本研究采用了描述性研究设计,同时还使用了定量和定性方法。共有 81 名受访者来自三个公共部门组织。为了获得样本,采用了非概率(方便和有目的)抽样技术。采用横向调查问卷和访谈方法收集定量和定性数据。为了分析定量和定性数据,研究人员使用了混合方法分析。此外,研究结果表明,很大一部分记录是通过现有记录的数字化创建的。除此之外,研究还揭示了政府机构在系统中管理的不同类型的记录。研究限制/影响本研究的影响是多方面的。具体来说,研究结果扩展了理论知识体系,为政府部门使用档案管理系统提供了新的见解。研究结果还为政府制定和改进法律法规框架以加强档案管理提供了依据。除此以外,研究结果还可能使档案从业人员受益,因为他们可以制定包容性战略,不仅能提高档案管理的有效性,还能促进档案管理的可持续性。这些研究并未广泛强调用于管理记录的系统。因此,人们对政府部门使用的档案管理系统知之甚少。本研究确定了公共部门组织使用的记录管理系统。
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来源期刊
Records Management Journal
Records Management Journal INFORMATION SCIENCE & LIBRARY SCIENCE-
CiteScore
3.50
自引率
7.10%
发文量
11
期刊介绍: ■Electronic records management ■Effect of government policies on record management ■Strategic developments in both the public and private sectors ■Systems design and implementation ■Models for records management ■Best practice, standards and guidelines ■Risk management and business continuity ■Performance measurement ■Continuing professional development ■Consortia and co-operation ■Marketing ■Preservation ■Legal and ethical issues
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