Management of electronic records at the minisiky of education and vocational training in Tanzania

This study examined the state of electronic records management at the Ministry of Education and Vocational Training (MoEVT) in Tanzania. Specifically, the study aimed at examining the procedures used in managing e-records at the MoEVT, identifying opportunities associated with the whole process of e-records management, identifying challenges associated with e-records management, as well as soliciting strategies for effective e-records management. The study employed a case study design in which fifty six respondents were involved. Collection of data was done through a combination of methods, including the questionnaire, interview and observation to increase credibility and validity of the results. Findings of the study revealed that there was lack of proper procedure for electronic records management at the Ministry. Moreover, ICT facilities were inadequate and staff lacked training on electronic records management. The situation was caused by inadequate funds allocation which hinders the development of electronic records management. The findings also revealed that e-records management offered various opportunities, such as faster creation of e-records, faster manipulation of information, high record storage capacity, faster search and retrieval of records, faster sharing of files, absence of space competition by records, reduced operating costs as well as security of records. Some of the challenges associated with e-records management as revealed include inadequate ICT facilities, limited search and retrieval skills, lack of regular service of equipment, and lack of established ERM procedures and policy. This study has generally revealed that managing records in electronic format was more beneficial to the Ministry compared to traditional paper-based records, and that various barriers had to be overcome to improve their management. This study recommends provision of adequate ICT facilities, upgrading ICT and e-records management skills of staff, and having an effective ERM policy document. r