Adeladius Makwega – DODOMA
Effective records management is a fundamental pillar of accountability, transparency, and efficiency in public institutions. When records are maintained in accordance with established laws and procedures, they safeguard vital information, provide evidence of decisions, and preserve institutional history for the benefit of present and future generations.
On October 15, 2026, the Director of the National Records and Archives Management Department, Mr. Firimin Msiangi, participates in the signing of the Records Retention and Disposal Guidelines for the Engineers Registration Board (ERB) of Tanzania.
According to information provided by the Government Communications Unit of the President’s Office, National Records and Archives Management Department, the guidelines aim to establish formal procedures for identifying the types of records that must be preserved, determining their retention periods, and managing records whose retention periods have expired.
Mr. Athanas Kolokota, Director of the Records Preservation Department at the President’s Office, National Records and Archives Management Department, explains the importance of following established procedures for records preservation and management. These include ensuring that records eligible for disposal are handled in accordance with the law.
Meanwhile, Mr. Salumu Kyando, Director of the Department responsible for Honouring the Founding Fathers of the Nation, Libraries and Museums of Former Presidents of the United Republic of Tanzania, under the President’s Office, National Records and Archives Management Department, emphasizes the importance of having formal procedures for records management.
From an analytical perspective, the guidelines are significant in strengthening ERB’s operational efficiency by helping safeguard important records, reduce the accumulation of unnecessary files, and improve access to information. They can also enhance accountability by ensuring that decisions on retaining or disposing of records are made in accordance with legally established criteria.
For an institution responsible for regulating the engineering profession in Tanzania, records play a vital role in maintaining registration information, official correspondence, and administrative decisions. Effective records management is therefore essential to ensuring timely access to information and efficient institutional operations.
It is important to understand that the introduction of records retention and disposal guidelines does not mean that all records will be destroyed. Rather, the guidelines establish procedures for identifying records that must be retained for specific periods or permanently, as well as those that may be disposed of after all legal requirements have been fulfilled.
Overall, the signing of these guidelines represents an important step towards strengthening a culture of effective records management. However, their success will depend on consistent implementation, proper monitoring, and collaboration between ERB and records management professionals. These efforts are essential to safeguarding vital information and ensuring that records remain valuable assets for both institutions and the nation.
Email: makwadeladius@gmail.com
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