Personnel Records Management: A Case of Liwale District Council in Tanzania

Abstract

The study aimed at investigating the personnel records and the challenges faced in the management of these records in Liwale District Council (LDC) in Tanzania. The study used a qualitative approach in which 30 respondents were purposely selected. Questionnaires and in-depth interviews were used to collect data in this study. Quantitative data were analysed using Statistical Package for Social Science version 20 computer program while qualitative data were subjected to content analysis. Findings revealed that appointment letters and letters of confirmation were the most cited type of personnel records readily available in various departments in the District. Others include health and social security records, letters of transfer, notifications of termination/death and retirement, medical report, wages and salary slips, and copies of birth certificates. In addition, inadequate and improper storage facilities, absence of electronic records management system, inadequate space for records storage, human resource officers lack of records management skills and lack of internal training were the main challenges affecting the management of personnel records in the District. It is recommended that Liwale District Council should address the challenges faced in the management of personnel records for better and fair decision-making.