An Investigation on the Records Management Practices Among Traditional Leaders in Rural Areas. A Case Study of Chongwe District.

Abstract

The aim of this paper is to investigate the record management practices among traditional leaders in rural areas; A case study of Chongwe District. The study outlines a number of factors affecting good record management practices among traditional leaders in Chongwe. Only 60% practiced record keeping with the other 40% stating of not having the appropriate skill in record that’s why they did not keep records. Most leaders used a manual record keeping which employed two systems; shelves and drawers accounting to over 65% with the rest being electronic practice. Despite this record keeping faces weaknesses (outlined in-text on report). The report is also informed by key informants at the Ministry of Chiefs and Traditional Affairs who as well had an overwhelming view to traditional leaders using manual record keeping systems of up to 73.3% seemingly the most appropriate resulting to electronic record keeping being used by a small section of leaders despite its advantages. The Study further indicates how record keeping management improves service in a community highlighting three major reasons; decision is based on evidence in the records, good record keeping management identifies outstanding action and operational efficiency and effectiveness in service delivery. Training has been employed in this report as one of the strategies to improve record keeping as it serves as a valuable tool, when staff are knowledgeable and confident in their role, it allows management's ability to transfer that confidence to higher authorities knowing that staff are being trained correctly. The study also outlines challenges ranging from the most common ones such as not knowing the importance of record keeping, misplacement of records, solutions to the challenges as well as recommendations are made.