CHAPTER ONE
INTRODUCTION TO RECORD MANAGEMENT
You should be familiar with the following areas
- Meaning of Records and Record Management
- Historical Background of Record Management
- Forms of Records
- Types of Records
- Classification of Records
- Laws governing Records Management
- Importance of Management of Records
1.1 MEANING OF RECORD AND RECORD MANAGEMENT
Record constitutes a piece of evidence about the past, especially an account kept in writing or some other permanent form. Section 2 of the Records and Archives Management Act, Act No.3 of 2002, defines records to mean record information regardless of form or medium created, received and maintained by any, institution or individual in the pursuance of its obligations or in the transaction of its business and providing-evidence of the performance of those obligations or that business. Record management is involving maintenance of records, storing records management record and destroying records.
1.2 HISTORICAL BACKGROUND OF RECORD MANAGEMENT IN TANZANIA
The Records and Archives Management Division was established in 1999 though the Government Notice Number 289of 1999. Though this notice, the Government transferred the National Archives of Tanzania from the Ministry of Education and Culture to the President’;s Office, Public Service Management.
However, the initiatives to efficiency manage the records and archives started in 1963 when the president issued Circular No.7 which emphasized on the proper care and disposal of public records. The newly independent Tanzania saw reason the importance of proper records and archives management in order to implement effectively the new roles. For that reason, the government established the National Archives of Tanzania in 1964, and subsequently enacted the National Archives Act No.33 of 1965. This institution was mandated to safeguard the archives of the United Republic of Tanzania.
In 2002, the Government decided to repeal the National Archives Act No.33 of 1965 by enacting a new Act known as the Records and Archives Management independent Department with the purpose of proving proper Administration and better management of public records and archives throughout their life cycles.
1.3 FORMS OF RECORDS
Is a copy of textual or graphic information (as from microfilm or computer storage) produced on paper in normal size. Hardcopy is permanent reproduction, or copy, in the form of a physical object, of any media suitable for direct use by a person (in particular paper) of displayed or transmitted data. Examples of hard copy include teleprinter pages and continuous printed tapes
Is information recorded by a computer that is produced or received in the initiation, conduct or competition of an agency or individual activity. Examples of electronic records include: e-email messages, word-processed documents and databases.
1.4 TYPES OF RECORDS
These are all records which are owned by the Government and can be either accessed by citizen or may not be accessible unless obtain permission from the authority which is responsible with such records e.g public document which can be accessable by individuals.
Examples of Public Document which cannot be accessible by the General Public
Are documents which are own by individual citizens.
- interms of confidentiality e.g secret and top secret
1.8 IMPORTANCE OF RECORD MANAGEMENT
1.8.1 ORGANIZATION
a. It saves time: If the documents are properly kept, it will take a short time for it to be found or retrieved at the time needed
b. It facilitates dispensation of justice:
1.8.2 FIRM
READINGS
WEBSITES
STATUTES Records and Archives Management Act, Act No.3 of 2