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Management of records depends on the efficiency and systematic control of its life cycle that are generated routinely resulted by organization function and daily transactions. This study investigated the status of records management at the CBE. The study used the survey research approach, with the questionnaire and interview as the primary data collection instruments. The study targeted the human resources personnel, records management officers, employees, students and head of units at the CBE. Purposive sampling was used to
select 15 respective heads of departments, human resources personnel and head units. Simple random
sampling was used to select 30 students and 5 employees, which were interviewed, and finally, the total
respondents were 50. Findings of the study revealed that, the College has no formal records management
system employed, however, it was observed that, the CBE campuses employ alpha numeric and keyword system to store and keep files in their registry. Also, it was observed that in Mwanza campus, there is no
registry. Also, the researcher discovered that, the college uses an integrated tertiary system which is used mainly for students’ registration, examination results, employees and financial records. Also, finding revealed
that both paper and electronic records are generated and some of them are kept open for public consumption while others are closed (not for public consumption). Challenges facing records management process at CBE
are delayed decisions due to the slow movement of files, the absence of formal systems, lack of motivation among registry staff, lack of equipments like files, lack of skilled records personnel, insufficient number of record offices (for example the main campus has only three registry staff). However, the observed overlapping of authority and duties among human resource and registry staff, and also, lack of trust among staff. |
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