THEY ARE FULFILLING THEIR DUTIES PROPERLY

 

Adeladius Makwega – MBAGALA

Mwanakwetu Articles Analysis Desk

 

September 3, 2028

Mwanakwetu was feeling a little exhausted. His computer had developed a fault, repeatedly shutting down and causing him considerable frustration. While struggling with the troublesome machine, his phone rang. A short while later, he received a message that read:

 

“Brother, please come to our department meeting. I would like you to come and take some photographs for us.”

 

Mwanakwetu quickly left and went to carry out the assignment. After completing the photography work, he decided to write this article.

 

“The Head of the Records Services Department, Office of the President – National Archives and Records Management Department, Godfrey Kileo, said that his department continues to perform its responsibilities properly while ensuring that records received by the department are maintained and preserved to the required standards.

Speaking to members of staff in the department, Kileo urged them to continue working together and for each employee to fulfil his or her responsibilities with professionalism.

 

‘Staff members of this department, I ask you to work together and for each person to fulfil his or her responsibilities. I am confident that during this 2026/2027 financial year, we will carry out our responsibilities with an even higher level of professionalism.’

Kileo made the remarks during the second staff meeting held since the beginning of the 2026/2027 financial year in July 2026. The first meeting was held in July this year.

 

The meeting was conducted in an environment that gave staff members an opportunity to participate actively. Every employee who wished to speak was given an opportunity to present his or her views, suggestions and concerns.

In addition to discussing various work-related matters, the meeting was conducted in a calm atmosphere, with occasional laughter, creating what appeared to be a positive environment for communication between management and staff.

 

The chairperson guided the discussions and ensured that the issues raised were considered and, where possible, that members reached decisions or agreed on the necessary follow-up actions.

 

From the writer's perspective, the manner in which this meeting was conducted could serve as an example of how meetings within public institutions can be conducted while promoting participation, discipline in discussion and accountability.

 

Since the Office of the President – National Archives and Records Management Department is directly responsible for the preservation and management of the nation's records, there is an important historical matter worth remembering.

 

In early 1984, the then Prime Minister of the United Republic of Tanzania, Edward Moringe Sokoine, together with William Shelukindo, who was serving in the Prime Minister's Office, were involved in the preparation of a book that provided guidance on the proper conduct of meetings in Government and Local Government institutions.

The book was distributed to various places, including libraries in Ujamaa Villages, with the aim of enabling citizens to understand how meetings should properly be conducted and how they could participate effectively.

 

That initiative was important in promoting a culture of discussion, participation and orderly decision-making at different levels of society.

From the writer's perspective, the meeting of the Records Services Department chaired by Godfrey Kileo demonstrated, to a significant extent, some of the important principles that should be observed in the conduct of public meetings.

 

A good meeting should not be a forum where only leaders speak. It should be a platform where every participant has an opportunity to be heard, issues are discussed in an orderly manner, differences of opinion are respected, and the discussions ultimately lead to a common direction.

 

For this reason, the experience of the Records Services Department can serve as a lesson to other public institutions: when a meeting is participatory, disciplined and professionally chaired, it can become an important instrument for strengthening accountability and the effective implementation of an institution's responsibilities.

 

After completing this article, Mwanakwetu decided to address two important questions. The first question was: What significance does this meeting have under the laws and regulations governing the public service in Tanzania?

Standing Order B.19 – Oral Communication

Standing Order B.19 provides a principle concerning oral communication within the public service, requiring oral communication to be followed by written communication where appropriate.

In other words, a Government meeting should not simply end with discussions where decisions or instructions require formal implementation. Important decisions, directives and matters requiring follow-up should be properly documented.

In this particular meeting, Mr. Kileo had a secretary who was carefully recording and documenting the matters being discussed. This was important because proper documentation ensures that the proceedings, decisions and follow-up actions of a meeting can be referred to when necessary.

 

Since this article concerns the Office of the President – National Archives and Records Management Department, another important legal framework is the Records and Archives Management Act, 2002.

The legislation provides the broader legal framework for the management, preservation and protection of public records. This is particularly relevant to matters such as:the creation and management of institutional records;the keeping of minutes and other official documents;the preservation and protection of records;the management of records generated by public institutions; and ensuring that records of enduring value are properly preserved.

 

Therefore, the proper recording and preservation of proceedings and decisions of public meetings is not merely an administrative practice; it forms part of the broader culture and framework of public records management.

 

This brings me to the second question: Is the Records Services Department, under the leadership of Mr. Kileo, fulfilling its responsibilities properly?

 

My answer is yes — absolutely, 100 percent.

Why do I say this?

I have personally come across an old document belonging to my maternal grandfather, Hezron Mlemeta, showing that in 1972 he was assigned duties relating to library services at Murutunguru Development College.

 

The existence and preservation of such a document, more than five decades later, provides a powerful personal illustration of the importance of records management. It means that historical documents can survive for generations and continue to provide evidence of the responsibilities, appointments and activities of people who served in different institutions.

For that reason, there is no doubt in my mind that Mr. Kileo and his colleagues are fulfilling their responsibilities properly, and they deserve recognition and appreciation for the work they are doing.

Mwanakwetu, Are You There? Remember:

“THEY ARE FULFILLING THEIR DUTIES PROPERLY.”

I wish you a pleasant day.

Email: makwadeladius@gmail.com

Phone: 0717 649 257