Adeladius Makwega
President’s Office, Records and Archives Management Department – Dodoma
The Director General of the the President’s Office,vRecords and Archives Management Department, Mr. Firimin Msiangi, has commended the Engineers Registration Board (ERB) for successfully preparing and finalising its Records Retention and Disposal Guidelines, culminating in the signing of the document on October 15, 2026, in Dodoma.
Speaking at the signing ceremony, Mr. Msiangi said that ERB was among the institutions that had fulfilled this requirement, congratulating the Board on achieving this important milestone.
“You are the second institution to have formally completed this process through a public signing ceremony. Congratulations to the Engineers Registration Board,” said Mr. Msiangi.
The ceremony brought together two parties: the Engineers Registration Board and the President’s Office, Records and Archives Management Department, which is responsible for overseeing and coordinating records management procedures in public institutions and, where necessary, private institutions.
Explaining the importance of the exercise, Mr. Msiangi said that preparing guidelines for the retention and disposal of records is a legal requirement intended to ensure that government records are managed in accordance with established procedures.
He noted that the process is essential in preventing government documents from being used or appearing in inappropriate places, including shops where they may be reused to wrap merchandise. Such practices, he said, could undermine the dignity and reputation of public institutions.
Mr. Msiangi explained that the Records and Archives Management Act, Cap. 309, Revised Edition 2023, establishes legal obligations for public institutions to ensure that their records are properly managed and protected.
According to him, Section 9 of the Act requires heads of public institutions to ensure that records are properly protected and managed, and that records retention and disposal schedules are prepared with the assistance of the Director of the Records and Archives Management Department.
Furthermore, Section 11 provides for procedures relating to the coordination and approval of records retention and disposal schedules, their submission for the required authorisation, and the supervision of their implementation in accordance with the law.
Concluding his remarks, Mr. Msiangi emphasised that records disposal must follow established procedures to ensure that every document designated for disposal is properly listed and that the entire process is supervised by the relevant professionals.
He explained that this procedure provides evidence that the records were disposed of in accordance with the law, ensuring that accurate documentation is maintained should information about the disposed records be required in the future.
For his part, Engineer Bernad Kavishe expressed his gratitude to the President’s Office, Records and Archives Management Department, for providing guidance and cooperation throughout the process, from its initial stages to the signing ceremony.
“I would like to thank the President’s Office, Records and Archives Management Department, for guiding us through every stage of this process, from the beginning to its successful completion today. We pledge to comply with everything we have agreed upon,” said Engineer Kavishe.
The signing of the Engineers Registration Board’s Records Retention and Disposal Guidelines marks an important step in fulfilling the legal obligations of public institutions to manage their records in accordance with the Records and Archives Management Act, Cap. 309.
The guidelines establish a formal framework for retaining, managing and disposing of records in compliance with legal requirements, while safeguarding documentary information and strengthening accountability in records management across public institutions.
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