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Adeladius Makwega
President’s Office, Records and Archives Management Department — Dodoma
Public servants and private-sector employees in Tanzania have been urged to embrace the use of Information and Communication Technology (ICT) in carrying out their daily responsibilities in order to keep pace with ongoing technological advancements around the world.
The call was made by the Director of National Archives Preservation Services, Mr. Athanas Kolokota, on October 26, 2026, while officially opening a two-day training programme for staff of the Records and Archives Management Department in Dodoma.
Mr. Kolokota said the use of digital technology in public service was no longer optional but an essential requirement for improving efficiency, accelerating service delivery and simplifying the execution of official duties.
“I know that everyone here owns a smartphone, and everyone carries out their duties using a computer. This is what is happening in today’s world,” said Mr. Kolokota, emphasizing the importance of keeping up with technological changes in the modern era.
During the first session of the training, ICT Officer Joseph Mushi educated participants on the use of digital signatures in the electronic office management system (e-Office).
Mr. Mushi emphasized that public documents processed through the system should be signed electronically in accordance with established procedures, rather than relying solely on traditional handwritten signatures.
He explained that digital signatures play a significant role in strengthening document security, verifying the identity of signatories and ensuring that information has not been altered after a document has been signed.
According to Mr. Mushi, the technology uses cryptographic techniques to help protect the authenticity and integrity of electronic documents.
He further noted that digital signatures simplify document storage and retrieval because electronically signed documents can be stored in computer systems and accessed easily whenever needed, reducing reliance on paper-based files.
During the discussion, Records Management Assistant Ritha Matabaro asked whether digital signatures have an expiry period.
In response, Mr. Mushi explained that digital signatures have a renewal procedure and that, under the system currently used in the department, the renewal process takes place annually. He added that users are notified through email and undergo a renewal registration process facilitated by an ICT Officer.
Speaking on the sidelines of the training, the Head of the ICT Unit at the Records and Archives Management Department, Mr. Dismas Mbando, highlighted the various benefits of digital signatures in public records management.
Mr. Mbando explained that these benefits include identity authentication, which helps verify that a document has been signed by an authorized individual, and data integrity protection, which helps detect changes made to a document after it has been signed.
He added that digital signatures save time and reduce operational costs by minimizing the need to print documents, sign them manually, scan them and send them through conventional means.
“The use of digital systems simplifies work processes, improves efficiency and reduces the time spent handling documents,” he emphasized.
Mr. Mbando also pointed out that reducing paper consumption through electronic systems contributes to environmental conservation and promotes more efficient use of resources in office operations.
The two-day training programme aims to equip staff with the knowledge and skills needed to use digital technology in performing their duties, with particular emphasis on improving records management, strengthening information security and enhancing the efficiency of public service delivery.
makwadeladius@gmail.com-0717649257
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