USERS OF THE e-BOARD SYSTEM INCREASE

 

Adeladius Makwega

President’s Office, Department of National Archives and Records Management, Dodoma

The e-Government Authority (e-GA) has announced that the use of the e-Board digital system continues to increase across the country due to its benefits in facilitating meeting management, preserving records, and reducing paper consumption.

 

The system, which is currently in its second version, known as e-Board II, has been adopted by various public institutions because of its ability to simplify activities related to meeting preparation, conduct, and follow-up.

 

Speaking on October 26, 2026, e-GA Information and Communication Technology (ICT) Officer Ms. Mwanamvua Rasi said that public corporations and local government authorities continue to benefit from the system.

 

“Currently, 60 public corporations, along with more than 100 councils and regional secretariats, are using this system,” she said.

She added that the e-Board system has simplified activities conducted before, during, and after meetings, while reducing paper consumption and making it easier for participants to access the documents they need.

 

Speaking during the training session held at the President’s Office, Department of National Archives and Records Management, the institution’s ICT Officer, Mr. Ally Ally, said that e-Board is a digital solution designed to facilitate the management, administration, and coordination of board meetings, councillors’ assemblies, and management meetings in both public and private institutions.

He explained that the system’s benefits include securely storing meeting information and records, facilitating the monitoring of decisions made during meetings, and enabling users to access documents even without an internet connection through applications that support the system.

 

For his part, the Head of the ICT Unit at the President’s Office, Department of National Archives and Records Management, Mr. Dismas Mbando, said that using e-Board helps reduce costs previously incurred in printing documents, purchasing meeting diaries, and distributing meeting files. He noted that this is one of the reasons training on the system is being provided.

 

He added that the system simplifies report preparation, electronic voting, and report generation, thereby improving efficiency in meeting management.

During the training, participants had the opportunity to ask questions and receive clarification on the use of the system, information security, and the division of responsibilities among meeting participants.

 

Mr. Salum A. Kyando, Director of the Department of National Founders’ Recognition, Libraries and Museums of Former Presidents, President’s Office, Department of National Archives and Records Management asked about the security of information stored in the system, seeking clarification on how the information is protected and retained after use.

In response, Ms. Mwanamvua said that e-GA has prioritised information security by establishing mechanisms for tracking activities performed by users within the system.

She explained that the system can record the identity of a user who downloads a document, as well as the time the activity takes place. This helps strengthen accountability, monitoring, and information security.

Meanwhile, Supply Officer Mr. Phinias Mayengo asked how the e-Board system distinguishes between the responsibilities of the meeting chairperson, secretary, and members to ensure that each participant fulfils their respective duties.

 

Responding to the question, Ms. Mwanamvua said that the system enables participants to engage in meetings using various digital features, including switching on their cameras and making presentations, depending on their respective roles in the meeting.

 

The e-Government Authority (e-GA) is responsible for overseeing the implementation of e-government policies, laws, regulations, standards, and guidelines across public institutions.

Other responsibilities include coordinating and supervising the development and operation of ICT infrastructure and electronic systems within government, as well as facilitating faster and more efficient access to public services through digital platforms.

In addition, e-GA develops and manages various digital systems used by the government, including the e-Office system, with the aim of improving work performance and service delivery.

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