Management of Land Records: Case study of Zambia Ministry of Lands and Natural Resources (MLNR) Headquarters.

Abstract

The research was a case study aimed at investigating how land records are managed at the Ministry of Lands and Natural resources (MLNR). The specific objectives of the study included; assessing staffing levels, competencies and satisfaction; finding out kind of land records generated at the ministry of Lands; assess the available infrastructure for managing land records; assess the availability of records management tools; assess the security measures established to protect land records from disasters (human and natural). The research design was a case study complemented with qualitative and quantitative approaches to data collection. Quantitative and qualitative data was collected using questionnaires and interview guide. The study had a sample of 16 with the target population of registry staff in Lands and Deeds registry and Lands registry. The sample was selected using purposive sampling technique.

The findings of the research revealed staff responsible for managing land records are inadequate. It was discovered that not all the staff had qualification in records management. The majority of the staff had between 3 and 5 years work experience, factors that motivated the staff included; interaction with fellow workers, promotion and appreciation/recognition. The findings of the research revealed that land records generated at the Ministry of Land and Natural Resources included; Certificate of Title (title deeds), Leases, invitation of treaty, mortgages, caveats, offer letters, consents, lease agreements, policy files, diagrams and surrenders. The research revealed that physical storage of land records was grossly inadequate. The research also indicated that registries had an electronic records management system. The findings of the research revealed records management equipment used included; boxes, steel cabinets, shelves and computers. Record management tools used included; records inventory, records retention and disposal schedule, records management policy and records procedures manual. The research revealed that several measures were put in place to protect land records which included controlled and restricted access, locking of cabinets and fire extinguishers among others. The research recommended increasing the number of staff in Lands and Deeds registry and Lands registry. It was also recommended to recruit qualified records managers and upgrade the education of the existing staff to higher records management qualification. Build bigger registries as the current ones do not have enough storage capacity.