Challenges affecting effective management of records in public sector in Tanzania

Abstract

Effective records management has emerged as a strategic approach in developing countries to enhance public sector governance and service delivery through improved accountability, transparency, informed decision-making and regulatory compliance. However, this shift presents a paradox while aimed at empowering institutions through legal frameworks, digitisation initiatives, and decentralisation of records responsibilities, these reforms often exacerbate existing weaknesses in capacity, infrastructure, funding, and enforcement, ultimately undermining transparency and efficient service delivery. This study examined the challenges
affecting effective management of records in Tanzania’s public sector, drawing on case studies from Kinondoni Municipal Council, Singida Local Authorities, procurement units, the President’s Office, Ethics Secretariat, and other institutions, employing a systematic literature review and case study analysis. Key findings indicated that records management can support good governance and service delivery, but its effectiveness is frequently constrained by low awareness of legal frameworks, human resource and skills gaps, inadequate technological infrastructure, security and confidentiality risks, and weak enforcement mechanisms. These challenges mirror experiences across Kenya, South Africa, Nigeria, and Uganda. The research highlights the importance of strengthening local institutional capabilities, investing in ICT infrastructure, fostering staff training, and enhancing accountability frameworks. Limitations include reliance on secondary English-language sources and selected case studies that may not
capture all regional variations. The study recommends comprehensive capacitybuilding programmes, sustained resource allocation, stronger policy enforcement, and active stakeholder engagement to ensure equitable and effective records management outcomes. By acknowledging this paradox, policymakers can better design and implement reforms, ultimately transforming records management into a cornerstone of good governance and improved public service delivery in Tanzania.