An Assessment of Personnel Records Management Practices in Selected Tanzanian Training Institutes: A Case Study of LGTI, MNMA, and DMI.

Mbola, Mwanaid Abdallah (2025) An Assessment of Personnel Records Management Practices in Selected Tanzanian Training Institutes: A Case Study of LGTI, MNMA, and DMI. Masters thesis, The Open University of Tanzania.

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Abstract

This study assessed personnel records management practices at three Tanzanian tertiary institutions. They include the Local Government Training Institute (LGTI), Mwalimu Nyerere Memorial Academy (MNMA), and Dar es Salaam Maritime Institute (DMI). Specifically, the study aimed to: identify the types of personnel records available; examine the systems used for managing these records; evaluate the awareness of records officers regarding confidentiality; and explore the challenges faced in managing personnel records, while proposing potential solutions. The study population comprised 54 individuals, with data collected from 48 respondents, including 13 Records Officers, 15 Secretaries, and 20 Human Resource Officers, selected through purposive and convenience sampling. Data collection methods included standardized questionnaires (with both closed and open-ended questions), interviews, and focus group discussions. Quantitative data were analyzed using SPSS version 27.0, while qualitative data were subjected to content analysis. Findings revealed that personnel records are managed using both manual and computerized systems. However, several challenges were identified, including the absence of a formal records management policy, inadequate infrastructure for electronic records, breaches of confidentiality, failure to follow standard procedures, a shortage of trained personnel, and insufficient management support. The study concludes that collaborative efforts between the government and the institutions (LGTI, MNMA, and DMI) are essential to address these challenges. It recommends allocating sufficient budgetary resources for record management infrastructure, recruiting ICT-competent personnel, and providing regular training to enhance staff awareness and skills in managing and safeguarding personnel records. Keywords: Personnel records, Records management, Electronic records, Tertiary institutions, Records officers, Human Resource Officers, Secretaries.

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