CONTRIBUTION OF LAND RECORDS MANAGEMENT TOWARDS

ADHERENCE OF ADMINISTRATIVE AND GOVERNANCE CHALLENGES

IN LAND SECTOR: A CASE OF MBINGA DC –RUVUMA REGION.

BY

Yustho Mully

Research Submitted to the School of Public Administration and Management

(SOPAM) in Partial Fulfillment of the Bachelor of Public Administration in
Records and Archives Management(BPA-RAM) of Mzumbe University

2022
 CERTIFICATION

We the undersigned certify that have read and hereby recommend for acceptance by the Mzumbe
University, a research report titled “contribution of land records management towards adherence
of administrative and governance challenges in land sector: A case study of Mbinga district council
at Ruvuma region”. This is in partial fulfilment of the requirements for the award of Bachelor
degree of Public Administration in Records and Archives management (BPA-RAM).

___________________________
Major Supervisor

___________________________
Internal Examiner

Accepted for the Board of School of Public Administration and Management

____________________________________________
DEAN OF SCHOOL, SCHOOL OF PUBLIC ADMINISTRATION AND MANAGEMENT
(SOPAM)
 DECLARATION

I, Yustho Claudius Mully declare that, this dissertation report is my own original work and that
has not been presented to any other University for a similar or any degree award.

Signature …………………………………………

Date: ……………………………………………

©2022
This research report is a copyright material protected under the Berne Convention, the Copyright
Act 1999 and other international and national enactments, in that behalf, on intellectual property.
It may not be reproduced by any means in full or in part, except for short extracts in fair dealings,
for research or private study, critical scholarly review or discourse with an acknowledgement,
without the written permission of Mzumbe University, on behalf of the author.

ACKNOWLEDGEMENT

I would like to express my appreciation to those who have contributed in one way or another in
the accomplishment of this report.
First and foremost, I would like to express my gratitude to the Almighty Lord for making me
healthy and energetic during the whole period of preparation of this report.
Second, I express my sincere gratitude to my major supervisor Mr. Peter Andrea who has been
guiding me on the way to go from the start to the end of this report. Really, he has unforgettable
contribution in the accomplishment of this task.
Third, I would I would like to express my gratitude to the management and staff of Mbinga District
Council for their cooperation during the whole period of data collection.
Forth, I would like to express my sincere gratitude to my fellow students Mr. Fabian Abubakari
and Mis Zainabu Msangi for their contribution towards the successful of this work.
Lastly, I would like to express my gratitude to my family for their financial and moral support
which has also positive contribution in preparation of this report.
 DEDICATION

To my lovely parents Mr. and Mrs. Claudius Mully my today’s personality is the reflection of your
heartfelt efforts in modeling my life.
 LIST OF ABBREVIATIONS AND ACRONYMS

BRA-RAM Bachelor of Public administration in Records and Archives

Management
DC District council

ERMS Electronic Records Management System.

HRM Human Resource Management

IRMT International Record Management Trust

LGA’s Local Government authorities

MU Mzumbe University

RMO Record Management Officer

SOPAM School of Public Administration

CURT Constitution of United Republic of Tanzania

 TABLE OF CONTENTS

CERTIFICATION .......................................................................................................... 2

DECLARATION ............................................................................................................. 3

ACKNOWLEDGEMENT .............................................................................................. 3

DEDICATION ................................................................................................................. 5

LIST OF ABBREVIATIONS AND ACRONYMS ....................................................... 6

LIST OF TABLES ......................................................................................................... 11

LIST OF FIGURES ....................................................................................................... 11

ABSTRACT ................................................................................................................... 13

CHAPTER ONE ............................................................................................................ 14

INTRODUCTION AND BACKGROUND OF THE STUDY................................... 14

1.0 Introduction ............................................................................................................... 14

1.1 Background of the study ............................................................................................ 14

1.2 Statement of the problem........................................................................................... 16

1.3 Objective of the Study ............................................................................................... 17

1.3.1 Main objective ........................................................................................................ 17

1.3.2 Specific Objectives. ................................................................................................ 17

1.4 Research questions. ................................................................................................... 17

1.5. Scope of the Study .................................................................................................... 17

1.6 Significance of the study. .......................................................................................... 18

1.7 Limitations ..................................................................Error! Bookmark not defined.

CHAPTER TWO ........................................................................................................... 20

LITERATURE REVIEW ............................................................................................. 20

2.0 Introduction ............................................................................................................... 20

2.1 Theoretical literature review ...................................................................................... 20

2.1.1 Concept of specialized records ............................................................................... 20

2.1.2 Land record management ....................................................................................... 20

2.1.3 Major contributions of land record management in adherence of administrative hassles in

land sector. ....................................................................................................................... 22

2.2 Theoretical framework .............................................................................................. 23

2.2.1 Record life cycle model .......................................................................................... 23

2.2.2 Big bucket theory ................................................................................................... 25

2.2.3 Records Continuum model ..................................................................................... 26

2.3. Empirical literature review ....................................................................................... 27

2.4 Research gap .............................................................................................................. 28

2.5 Conceptual Framework.............................................................................................. 29

CHAPTER THREE....................................................................................................... 30

RESEARCH METHODOLOGY ................................................................................. 30

3.0 Introduction ............................................................................................................... 30

3.1 Research Design ........................................................................................................ 30

3.1.1 Case study design. .................................................................................................. 30

3.2 Study area .................................................................................................................. 31

3.3 Population of the study .............................................................................................. 31

3.4 Sample size and Sampling methods .......................................................................... 32

3.4.1 Sample size ............................................................................................................. 32

3.4.2 Sampling techniques ............................................................................................... 32

3.5 Data collection ........................................................................................................... 33

3.5.1 Primary Data ........................................................................................................... 33

3.6 Data analysis .............................................................................................................. 35

3.6.1 Qualitative data analysis ......................................................................................... 36

3.6.2 Quantitative data analysis ....................................................................................... 36

CHAPTER FOUR ......................................................................................................... 36

DATA PRESENTATION, INTERPRETATION AND DISCUSSION .................... 36

4.0 Introduction ............................................................................................................... 36

4.1 Demographic Characteristics of Respondents ........................................................... 37

4.1.1 Sex .......................................................................................................................... 38

4.1.2 Educational level .................................................................................................... 38

4.1.3 Working Experience ............................................................................................... 38

4.1.4 Departments of respondents ................................................................................... 39

4.2 Factors that affecting management of land records ................................................... 39

4.2.1 Handling of land records by households ................................................................ 39

4.2.2 Handling of land records by RMO and land officers at Mbinga DC ..................... 40

4.2.3 Factors that affecting management of land records at Mbinga DC ........................ 41

4.3 Consequences of improper land records management .............................................. 44

4.3.1 Unfair decisions made on the issue of solving land related disputes ..................... 44

4.3.2 Loss of citizen’s trust to their government ............................................................. 45

4.3.3 Endless land disputes occurs between two parties ................................................. 46

4.4 Alternative measures that can be taken to settle administrative hassles in land sector…
46

4.4.1 Control storage and access ..................................................................................... 47

4.4.2 Record track and monitor ...................................................................................... 48

4.4.3 Establishment of ERMS ......................................................................................... 48

4.4.4 Employees training ................................................................................................. 49

CHAPTER FIVE ........................................................................................................... 50

SUMMARY, CONCLUSION AND RECOMMENDATIONS ................................. 50

5.1 Introduction ............................................................................................................... 50

5.2 Summary of the study ................................................................................................ 50

5.3 Conclusion ................................................................................................................. 51

5.4 Recommendations ..................................................................................................... 52

5.5 Areas for further study............................................................................................... 53

REFERENCES .............................................................................................................. 54

APPENDICES................................................................................................................ 57
 LIST OF TABLES

Table 1. Four actions of records care .............................................................................. 26

Table 2: Study Population ............................................................................................... 31

Table 3. Sample size and sampling techniques ............................................................... 32

Table 4: General Characteristicsof respondents .............................................................. 38

Table 5 Factors that affecting management of land records ............................................ 41

Table 6 Consequences of improper land records management ....................................... 46

Table 7 Alternative measures that can be taken to manage land records ........................ 47

LIST OF FIGURES

Figure 2.1 Records Life Cycle Model ............................................................................. 25

Figure 2.2 Conceptual framework ....................................Error! Bookmark not defined.

Figure 4.1 Example of polyester encapsulation............................................................... 40

Figure 4.2 show items used to store land related records ............................................... 41

Figure 4.3 handling of land records in mbinga district registry ...................................... 42

 ABSTRACT

The purpose of this study was to understand the contribution of land records management towards
adherence of administrative and governance challenges in the land sector, a case of Mbinga DC.
The study was guided by three research objectives which are to: evaluate factors that affecting
management of land records, to determine consequence that can happen if land records are not
well managed and to determine alternative measures that can be taken to settle administrative
hassles in land sector.

The study was underpinned by a case study design whereby a sample size of 23 was selected
through convenience sampling techniques. The researcher used interview, questionnaires,
observation and documentary review as the tools of data collection; whereas the qualitative data
were analyzed by content analysis and quantitative data were analyzed by Microsoft excel.

The findings of the study show that; administrative and governance challenges in the land sector
occur due to several factors. These factors include poor storage facilities, technological obsolesces,
lack of skilled personnel, and poor government support. Existence of this factors automatically
influence occurrence of some consequences in some district council. These consequences includes
unfair decision can be made on the issue of solving land related disputes, loss of citizens trust to
their governments, and endless land disputes occurs between two parties (negotiators). Also, the
findings come up with alternatives measures that can be taken in order to settle administrative
hassles in land sector. This measure includes; control storage and access, record track and monitor,
document retention, establishment of ERMS and employee training.

The researcher recommends that, there is a necessity for government to ensure each public office
possesses enough and quality facilities such as shelves and cabinets for better management of
records. Also, in order to adhere hassles exist in land sector there is need for government to recruit
personnel who are competent in both field of law and records management. Again, in order to
address hassles exist in land sector there is need for government to create conducive environment
for public institutions to adopt ERMS.
 CHAPTER ONE

INTRODUCTION AND BACKGROUND OF THE STUDY

1.0 Introduction

This chapter covers the background of the research problem, a statement of the problem, research
questions, objectives of the study, the significance of the study, limitations as well as scope,
background of organization of the study.

1.1 Background of the study

From the ancient Greek myths, we know that in the beginning people lived happily together in
simple harmony (Michell, 1999). This Golden Age of peaceful coexistence did not last, however.
With the onset of the current Iron Age people divided the land among them and rendered it into
private property, for which they have continued to fight one another to this day.

Land conflicts are indeed a widespread phenomenon, and can occur at any time or place. Both
need and greed can equally lead to them, and scarcity and increases in land value can make things
worse. Land conflicts especially occur when there is a chance to obtain land for free – no matter
if this land is state, common or someone’s private property (Wehrmann, 2008). Inheritance
conflicts and disputes between neighbors are most often about land (and other immobile property).
In post-conflict situations or during the early phases of economic transition (e.g. privatization),
when regulatory institutions, controls and mechanisms of sanctions are not yet in place, people
eagerly grab land if their position allows for it or forfeit land if they are in a weak position. In
those countries where land only now and slowly is receiving a material value and increasingly
becoming private property (such as all over Africa), people also try to accumulate as much land as
possible. During colonial times, dominant European nations tried to occupy all the land outside
Europe that seemed useful (fertile or rich in minerals). Today, the powerful are mostly national
elites and international (mining) companies. The conflicts though are similar: local people with
long-standing de facto rights often held for several generations lose their land to the powerful
(Wehrmann, 2008).

Land so pervasively underpins human activity that it usually plays some role during war and civil
violence. Land related issues figure into many violent disputes around the world. Ongoing
communal violence in Nigeria and Sudan is tied to competition over scarce fertile land and poor
resource governance. Disputes over access to land and valuable mineral resources drove wars in
Liberia and Sierra Leone, and the nearly 25year war in Sri Lanka was fought over geographic
claims to an ethnic homeland for the country’s minority population. Understanding the role land
plays in the conflicts of so many nations can help policymakers develop strategies to ease tensions
among groups, limit conflict, and potentially avoid violence and the poverty trap that comes from
cyclical violence (Collier, 2003).

Failure to address these bedrock issues may increase the likelihood of conflict and perpetuate
poverty. Land is the object of competition in a number of potentially overlapping ways: as an
economic asset, as a connection with identity and social legitimacy, and as political territory.
Competition over land and its resources is at the center of the nexus between land and conflict.
Competition can occur between any number and type of identity groups, whether based on
ethnicity, religion, class, gender, or generation. When that competition involves groups of people,
rather than individuals, the risk of larger-scale violence increases. Some conflicts grow directly
out of competition for land, but land is often not the sole cause of conflict; other factors, such as
ethnic or religious tensions or political marginalization contribute to conflict (Baranyi and
Weitzner, 2001).

When land lacks adequate legal, institutional, and traditional/customary protection it becomes a
commodity easily subject to manipulation and abuse. Weak governance leads to weak tenure
systems, often depriving individuals and communities of essential rights and access to land and
other natural assets and contributing to poor land and resource management practices, which
further degrades the limited resource base. Resolving land injustices may be a stated objective of
a war or civil violence. The objective may be achieved, but more often it is not. In such cases, the
competition over land may be repressed during the post conflict period, only to erupt later. The
violence may at the same time have transformed the conflict, so that the role land plays and even
the players change. War, with its major displacements of civilian populations, can give rise to new
conflict over the land to which the displaced have resorted for refuge and sustenance, or when
displaced persons try to return to lands they fled and find them occupied by others (Baranyi and
Weitzner, 2001).

Historically, in Tanzania the ministry of lands was established as a department of Lands and later
changed into a full ministry which changed its name according to the functions within that specific
period (Land Administration, 2021). The current name is Ministry of Lands, Housing and Human
Settlements Development which encompass core sector Departments which are: Land
Administration, Survey and Mapping, Physical Planning and Housing. Core sector units are
Registration of Titles, Property Valuation, and District Land and Housing Tribunal.

Apart from that the Ministry has various Supporting Departments and Units which increase the
efficiency of work in the ministry like Administration and Human Resources Management,
Finance and Accounts, Internal Audit, Legal Services, Policy and Planning, Information
Communication and Technology (ICT), Information-Education and Communication and
Procurement Management. The ministry has an agency dealing with Housing and Building
materials research, a commission dealing with Land Use Planning and also the National Housing
Corporation.

The mandate of the ministry is to facilitate an effective management of land and human settlements
development services for the betterment of social and economic well-being of the Tanzanian
society. The Land Administration Division was introduced so as to offer services on land
development related issues. The division comprised of three Sections and seven Zonal Land
Administration Offices, the head of this division is the Commissioner for Land (Land
Administration, 2021).

1.2 Statement of the problem

Tanzania faces numerous challenges related to land ownership, especially in rural areas. The
challenges include farmers-pastoralists conflicts, tenure disputes, and alienation of peasants.
Despite that Tanzania government establishes National Land Policy since 1999 that aims at
promoting harmonious land ownership in the country’s areas.

But still to date there is existence numerous challenges as far as land ownership is concerned.
These challenges include; Conflicts on land use in rural areas especially between farmers and
livestock keepers, Persistent land disputes resulting from rapid expansion of towns encroaching
on surrounding farming areas, Tenure conflicts between customary and granted land rights
(Simbarashe, 2012), Alienation of the people through accumulation of land in the hands of big
national and multinational companies, leaving small-scale producers landless (Chachage, 2010),
Absence of adequate and coordinated land information. This is mainly manifested in the lack of
awareness about land information amongst the people. Such a problem has created enormous poor
planning for land utilization, and it has eventually led to the building of houses without planning,
especially in the villages. Also, in addition several parts of Tanzania, there is land insecurity
amongst small land holder farmers, especially women (ESRF, 2013).

Since Independence in 1961, the government of Tanzania tried a lot to alleviate some challenges
related with Land management. However up to date that challenges still exist because of poor Land
records management (Mugabi, 2013). Un-availability of vital information related to Land plan and
use make difficult to The Ministry of Lands, Housing and Human Settlements Development in
perform their duties. Poor handling of land records lead this ministry delays in some issues such
as: to failure in plan and ensure Land resources are well utilize; failure in measuring available
Land and to create a map; poor distribution of land title deeds; poor registration of land title needs;
Failure to emphasize and ensure lives in better settlements; failure in solving disputes related to
land and human settlements; and poor managing availability and maintenance of land records
(Land administration, 2021).

1.3 Objective of the Study

1.3.1 Main objective

The main objective of the study is to assess the contribution of land records management towards
adherence of administrative and governance challenges in the land sector.

1.3.2 Specific Objectives.

The specific objectives of this study were;

i. To evaluate factors affecting management of land records.

ii. To determine consequence that can happen if land records are not well managed.
iii. To determine alternative measures that can be taken to settle administrative hassles in
land sector.
1.4 Research questions.

In this study the following questions was addressed;

i. To what extent effective land records management helps to address key administrative and
governance challenges in the land sector?
ii. What are the alternative measures that can be taken in order to reducing administrative
hassles in land related disputes?
iii. Which ways can be taken to ensure availability and well maintenance of land records?
1.5 Scope of the Study

This study was conducted in order to alleviate some challenges occur in Land sector. Current,
Tanzania faces numerous Challenges related to Land ownership, especially in rural areas (Mugabi,
2013). These challenges include Land tenure disputes, alienation of peasants and farmers –
pastoralist conflicts (Mugabi, 2013). Typically a challenge arises due to poor management of Land
related documents.

The study was carried in Songea - Ruvuma region particularly at Mbinga DC. This is among the
most matured zone in Southern part of Tanzania. Major factors of choose Mbinga DC as study
area is to represent the other public organizations that face the same problems. Also, more
 empirical studies which conducted by deferent authors are much relies on northern and central
zone rather than southern zone of Tanzania, thus why it was decided to choose Mbinga which
found in southern zone.

1.6 Significance of the study.

This study as the following significances;

i. Enhancement knowledge for both policy makers (members of the parliament) and citizens
in all matters related with land sector.

ii. The study serve as guide and future references for students who undertake research on
similar topic and probably may require testing the viability of the findings hence. Increase
their knowledge.

iii. The findings from this study is significantly contribute towards the body of knowledge in
understanding better management of land records to create value on operational
performance undertaken in land sector.

1.7 Limitations of the study

There are number of Limitations that the researcher face in Carrying the study, they include:

i. Research findings require the researcher to conduct physically and mentally survey in
order to attain clear data from field. In this process researcher consume some money
when move from point A to point B in data findings. Also, mental survey is very expensive
since requires researcher to have money for bundle in internet access. Highest cost of
conducting research was another limitation that reduces the scope of the study.
In order to alleviate this limitation, researcher employed the use of convenience sampling
technique to meet with respondents. This technique employed by researcher since allows
including the individuals who happen to be most accessible to the researcher.
ii. Access some related books acted as embargos since various articles, books, research,
journals and all other academic wittings are burned to be accessed by unauthorized users.
In order to access this academic Literature requires registering and making some
payments allocated by donor or author of that book, journal, articles or any other related
writings.
 This limitation was addressed by researcher through registering and login to the various
sources as MU students. Whereby, through MU student Google mail researcher access
for free a lot of academic journals, researcher report, books and articles. Example since
10 February 2022, when I was registered as MU student in various sources like research
gate and academia-edu, more than 20 mails includes research reports, academic articles
and journals sent to my email. Hence to get easy to access materials related to this study.
iii. Response rate acted as challenge for researcher to get reliable and accurate data. In this
study questionnaires were distributed in the rate of twenty-eight respondents (28) but
almost twenty-three (23) were responded to fill and returned it back and only three (5)
respondents were failed to do so.
In this study researcher employed sample size of 23 respondents out of 28 respondents,
because some of them were not well cooperated with researcher during the data
collection process.
 CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction

This chapter reviews different literatures on Land Records Management by focus on its
contribution towards adherence of administrative hassles. This chapter also attempt to provide
definition of the key terms that are used in the study for better understanding. Besides, the chapter
continues by reviewing theory of Record life cycle and continuum model as it explained from
different authors that support the study. In addition, it provides empirical evidences from other
studies done on the merit of Land record management towards lowering of governance challenges.
Lastly, the chapter ends up with a summary of key issues raised in the literature review which
indicate the research gaps.

2.1 Theoretical literature review

The review puts the research in context by taking a critical view of previous work, identifying key
points, presenting them logically and highlighting gaps which require a fresh insight (Saunders,
Lewis and Thornhill 2003). This chapter comprises other scholars works concerning with
management of records. The purpose of a literature review is to gain an understanding of the
existing research and debates relevant to a particular topic or area of study, and to present that
knowledge in form of a written report (Western Sydney, 2016).

2.1.1 Concept of specialized records

Specialized records comprise different form of records that are special and unique regarded the
provenance which that records are created, maintained and used (IRMT, 1999). According to
Mushi, (2015) categorize specialized records into the following types includes; legal records,
medical records, personnel records, financial records and land records. This section is much
engaged with land records since it acted as the bedrock of the study.

2.1.2 Land record management

Land records Management relies in the process of maintain a good land information system since
it was denoted that land is a limited resource. It is important to know how much land is occupied
by whom and for what purposes and how much land is still left out for further development. This
is important for planning purposes and for the protection of the existing Rights (National land
policy, 1997).

▪ Land records
Land records include maps, documents, computer files and any other storage medium in which
land information is recorded (Law Insider, 2021). Land has been defined by different schools of
thought ranging from the religion, geographers, and economists. At this juncture, it is preferable
to apply the definition provided by the Land Act No. 4 of 1999, which asserts that; Land includes
the surface of the earth and the earth below the surface and all substances other than minerals or
petroleum forming part of or below the surface, things naturally growing on the land, buildings
and other structures permanently affixed to or under land and land covered by water.

The public land in Tanzania, as per Section 4(4) of the Land Act, is divided into the following
categories; Reserved Land, Village Land and General Land. The purpose of this categorization is
to facilitate management of land under the Land Act No. 4 of 1999 and all other laws applicable
to land. The categories of land are explained below;

• Reserved Land includes statutorily protected or designated land, or the land set
aside for special purposes. This land includes; national parks; land reserved for public
utilities; forest reserves; water reserves; road reserves; games parks; land reserved as
public open spaces; wildlife reserves; and lands which, if developed, would pose a
hazard to the environment, for example riverbanks. Reserved Land accounts for 28
percent of all land in the Tanzania. This category of land is under the administration of
the respective authorities for specific land, with the cooperation from the Ministry of
Lands.

• Village land includes registered village land, land demarcated and agreed to as
Village land by relevant Village Councils, and land (other than reserved land) that
villages have been occupying and using as village land for 12 or more years prior to
enactment of the Village Land Act under customary law. The Village Land constitutes
70 percent of all public land in Tanzania. This category of land is under the
administration and management of the Village Council, the Village Land Council, the
Village Assembly, the District Council, and the Commissioner for Lands.

• General Land, as per the Village Land Act, refers to all public land which is not
reserved land or village land. General Land is under the administration of the
Commissioner for Lands. General land is governed by the Land Act of 1999, whereas
Village land is governed by the Village Land Act of 1999.
2.1.3 Major contributions of land record management in adherence of administrative hassles
in land sector.

According to Land act,1999 address the following hints that show how effective land records
management helps to address key administrative and governance challenges in the land sector;

Reducing Administrative Hassle; previously it was witnessed that, if records related with lands
are poorly managed, it will be huge backlog and citizens could not get the copies of records show
their rights immediately. Now days government tried a lot to ensure all details related to land are
well managed so as to ensure various disputes arises either from one organization to another
organization or small holders them self-get into permanent solution. Effective land records
management helps the government to come up with rules and regulations related with allocation
of land resources in order to minimize administrative hassle in all issue related to land records.
Example National land policy of 1997, Art 4 [2-3] states that "Under the present land laws, there
are no restrictions on access to land in this country. Any person, citizen or foreigner, can apply
and be allocated land for any type of use. This has facilitated acquisition of land for speculative
purposes, especially in prime agricultural, industrial, commercial and residential areas".

Transparency can be ensured; transparency is best served when the public at large has the
constitutional right to access the information at any time and without restrictions regarding the
object of interest. Land information being open for public inspection, provides effective
opportunities to monitor illegal land sales and land grabbing (North, 1990). Effective land
management relies to reveals all information related with land, hence helps to deal with corruption
issue in relation to land administration.

Project planning Advantage; well managing of land records helps in better planning and
management of projects in sectors like agriculture by providing better and relevant land records
information. The land is becoming limited in supply, which is why developers and construction
companies must know how to effectively use the land in a manner that will support the
environment and surrounding communities. Effective land records management in projects
planning ensures that resources are used efficiently so that the needs of the people are met while
safeguarding future resources (Pickett & Silver, 2021). Hence acted as forces in addressing
administrative and governance challenges.

Fast decisions making support; appropriate set of essential land records management reports and
easy availability of that report faster the situation making decisions. Essence of land information
which are well managed enables administrators in land tenure matters to make decisions that meet
rights of citizens in to their communities. Refer in Tanzania land Act of 1999 in Section iv.[14].(1-
2) it state that"(1) A local government authority, shall not, unless specifically authorized by this
Act or any regulation made under the authority of this Act, if officer need to make decisions he/she
required to retrieval in well managed land records, make an offer of or grant any right of
occupancy to any person or organization and any such purported offer or grant shall be void. (2)
No officer of a local government authority, other than an officer authorized by this Act or in writing
by the Commissioner shall make or sign an offer of a right of occupancy and any such purported
offer shall be void". In fact, effective land records management influence the formation of this
land Act which faster the action of land administrators to make decisions.

Providing the judiciary; effective land records management influence availability of all
necessary documents such as records of rights and order proceedings for quickly resolution of a
land disputes case. Refer in Land disputes courts Act of 2019 which subject to section 167 of the
Land Act Cap.113, and section 62 of the Village Land Act Cap. 114, "every dispute or complaint
concerning land shall be instituted in the Court having jurisdiction to determine land disputes in
a given, area after being satisfied with proof revealed from well managed land information".

2.2 Theoretical framework

According to William (2006) theoretical framework is the structure that can hold or support a
theory of a research study. The theoretical framework introduces and describes the theory which
explains why the research problem under study exists (William, 2006). In this study researcher
used theory of record life cycle, big bucket theory and record continuum model to identify and
defining researcher problems.

2.2.1 Record life cycle model

In the 1930s Emmett Leahy of the United States National Archives had a central role in developing
a program to define the records life-cycle from creation and use through eventual destruction or
archiving. Records do not just appear from nowhere and put themselves on desks in file cabinets
or in computer memories. People create them and put them there.

According to Kenvision, (2021) explain the life cycle concept holds that recorded information has
a “life” similar to that of a biological organism in that it is born (creation phase) it lives
(maintenance and use phase) and it dies (disposition phase). Within the creation phase there are
elements such as forms, reports directives and correspondence. Maintenance and use phase (Active
and Semi-current phases) are elements such as files, mail, communications appraisal, active
storage, security and vital records. Disposition phase includes elements such as scheduling,
appraisal, inactive storage in record centers, archival disposition and disposal.
The management of the life cycle of the record grouped into the following phases.

(a) CREATION PHASE

This is the point at which information is collected and captured. Various ways may be used to
create a record example writing a letter or memorandum, filling in a form, duplicating an existing
record, taking a photograph, and videotaping. Different levels of effort are involved in creating
these records. If it is unnecessary, it should not be created. 75% of the cost of information is
consumed at this phase yet superfluous records are created unnecessarily in almost all
organizations on daily basis.

(b) SEMI-CURRENT PHASE

A record is said to be semi-current when its rate of reference dwindles. Appraisal is usually done
and if the record is found to still have value to the creators or others is transferred to inactive
storage – record centers. These transferred are referred to occasionally. Such records may be
retained because they may possess valuable information for historical purposes. These are the
records that are too old for the registries to keep and yet too young for the archives to take in.

Storing records in a well-run, low cost records center results in substantive monetary savings to an
organization through economical use of both equipment and space.

(c) ISPOSITION PHASE

The final stage of a records life cycle concludes with either disposal or permanent storage. This
is the stage when a record has become non-current and no longer required for the conduct of current
business. The disposition made of an inactive record will depend on the value of the information
that it contains. Records found to possess enduring value (Archives) will be transferred to an
archive for preservation, storage and making them available for research use. Those with no value
will be disposed of using the acceptable disposal methods. These phases are shown in figure 2.1
below
Figure 2.1 Records Life Cycle Model

Source; fromhttps://crestsolution.com/solutions/alfresco-digital-business-platform

2.2.2 Big bucket theory

Abraxas (2012) argued that Big Bucket Theory of records management was first proposed U.S
National Archives and Records Administration (NARA) in 2003. Initially the theory was termed
as “flexible scheduling” whereby paper and electronic records were consolidated into broad
categories or buckets instead of following a long checklist in which employees classify their
records into many groups. Such the groups may be in accordance with time periods, business
activities, legal and regulatory categorization, or any other sound way which complies with
required laws. The Big Bucket Theory intended at simplifying records retention and therefore
improving employees’ compliance and minimizes the risk of mismanagement of files. Practically,
the Big Bucket Theory often simplifies records retention only. The author argues that the user of
big buckets should choose the categories carefully. He argues that files related to a particular event,
regulatory action or legal proceeding has to be classified differently from routine records (Mgeta,
2016). The author suggests that documents and files that are related to the same business tasks or
requirements can share a bucket.

The author argues that the buckets whether big or little do not replace the need to have a thoughtful
and precise records management. The files in a bucket still need to be properly identified,
documented, stored and readily accessible. Once implemented properly, the theory provides a
prospective tool to promote compliance, minimize risk and simplify records retention.
However, the theory has its own weakness and limitation such as using big bucket to keep record
of all records accordingly is very expensive and may require extensive maintenance phase which
probably maximizes the expenses and risks (Mgeta, 2016).

Despite limitations and weaknesses of the theory, Big Bucket theory is still practically on records
retention scheduling principally on managerial administrators and information technology experts
and the system experts as it facilitates the well arrangement of records and ease the retention
process.

In a nutshell, the theory assist in understanding the importance of keeping the records accordingly
and in an accessible way whereby an organization should have a bucket responsible for keeping
employees’ records and therefore ensure their easy accessibility in future. Normally, majority of
organizations fail to keep record of its employees well, hence having a bucket a part of registry is
important and safe (Mgeta, 2016). .Also, the Big Bucket Theory suggests that in local government
where there are many types of documents stored; documents should be organized with reference
to the use and arranged accordingly for easy accessibility.

2.2.3 Records Continuum model

Records continuum has originated in Canada. However, it was developed and adopted in Australia.
Flynn (2001) provided the Australians’ view of the records continuum as a consistent and coherent
regime of management processes from the time of creation of records and (before creation, in the
design of recordkeeping systems) through to the preservation and use of records as archives. The
model was developed in the 1980s and 1990s, in response to criticisms of the life cycle model
(Shepherd and Yeo, 2003). The continuum concept suggests that four actions continue or recur
throughout the life of a record: identification of records; intellectual control of them; provision of
access to them; and physical control of them. According to the continuum concept, the distinction
between records management and archives management need not be rigidly maintained. These
four actions are outlined in Table 1.

Table 1. Four actions of records care

No Process
1 Identification
and acquisition
2 Intellectual control
3 Access
4 Physical control
Records management actions Archives management
actions
Creation of receipt Selection or acquisition
Classification within a logical Arrangement and
system description
Maintenance and use Reference and use
Disposal by destruction or Preservation
transfer
as archives
Source: Adapted from IRMT (1999)

2.3. Empirical literature review

Empirical literature review is based on the primary sources of information obtained through actual
observation by another person in the form of research or through witnessing the occurrence
(Dominik &Stephen, 2013).

Several authors provide their views on contributions of record management in adherence of

administrative hassles.

Lendit, (2013) in research titled investment and land disputes in Tanzania reveals that ''Tanzania
proposed that to access land is the pre-requisite and a product of globalization. Nevertheless, the
research did not tell further on how investment which is also affected by globalization causes land
disputes and in no way the research stressed the need for legal reform to rescue investors and
indigenous from disputes. The research is silent on the fact that it is easy to access land through
TIC by both foreign investors and local investors. The legal framework of land and investment is
providing for various abuse of the process to access land by investors. Statutes are not properly
enacted to provide equal protection for both investors and indigenous, if this pattern reflects other
legislations that have been passed through a multiparty.

Pumulo (2012) conducted a study on Assessment of Records Management at the Courts of Law in
Zambia a case of Court Registries’ Contribution towards Access to Justice. The research’s
objectives were to assess records management infrastructure and facilities, and to examine court
registries compliance with records management legislation, policy, and standards. The findings
showed that there were many challenges faced court registries including shortage of infrastructure
and facilities development which consequently had impacts on the management of paper and
electronic records. The general lack of infrastructure development in the courts of law resulted to
the congestion in court registries as they were not purpose-built and suitable for the storage of
paper, electronic, and records in other media and formats. Moreover, court registries failed to
comply with regulations as stated in the National Archives Act of Zambia and therefore having
poor records management. Furthermore, the court registries were faced by lack of guidance on
how to manage records attributed by lack of a records management policy and lack of compliance
with international standards. Lastly, research results showed that while administrative risks in the
court registries had negatively affected the records management function, reputation risks had
minimized public confidence on the courts of law particularly court registries.
Noluvuyo (2010) conducted a study on Investigation of the Role of Records Management with
Specific Reference to Amathole District Municipality. The general objective of this study was to
investigate the role played by records management in an organisation. The primary question that
was explored was whether the management of records received the attention it deserved at
Amathole District Municipality. The study revealed that there were more weaknesses in Amathole
District Municipality’s records management practices than strengths. Majority of respondents
were not aware of the requirements of Amathole District Municipality’s Records Management
Policy and the NARS Act, in respect with recordkeeping. Therefore, the study exposed that the
record management at Amathole District Municipality was not receiving the deserved attention.

Freda (2014) conducted a study on Assessment of Records Management Practices among the
Administrative Staff of University of Education, Winneba-Kumasi and Mampong Campuses. The
study revealed that the administrative records were stored both manually and electronically. It was
also found that there were no enough resources in terms of trained records managers and office
space. Moreover, it was found that the records management practices among the academic staff of
the university was to a large extent effective due to existence of privacy, security, backup in case
of disasters, and documented records retention schedule.

2.4 Research gap

This part is equally very important since it assists the researcher while conducting the study to
show matters discussed on the subject matter by various writers and provides a room to fill gaps
which leads the researcher to achieve the significance of the study. There are various literatures
that discussed land disputes but they left some of the points which the researcher aimed to fill in
the study.

From study finding of Freda (2014) it was found that there were no enough resources in terms of
trained records managers and office space. Moreover, the records management practices among
the academic staff of the university was to a large extent effective due to existence of privacy,
security, backup in case of disasters, and documented records retention schedule. Even if the
authors denoted such kind of challenges but fail to come up measures to settle this challenge, hence
in this study researcher suggest alternative measures that can be taken to manage land records. In
the study of Noluvuyo (2010) revealed that there were more weaknesses in Amathole District
Municipality’s records management practices than strengths, but this study indicate way to
alleviate such weakness. Also, from the study finding of Pumulo (2012) shown that there are many
challenges faces public offices including shortage of infrastructure and facilities which affect
management of records, unfortunately this challenges was denoted but researcher fails to come up
with solution to alleviate this problem, hence in this researcher indicate way to alleviate such
problems.

2.5 Conceptual Framework

A conceptual framework is an accumulation of research concepts compiled with variables together

with their meaningful relationships, which can be represented by either of the following; in the
form of: diagrams, charts, pictographs, flow-charts, organ gram or mathematical equations.
(Ndunguru 2007:47). Also conceptual framework can be defined as set of broad ideas and
principles taken from relevant fields of enquiry and used to structure a subsequent (Rachel and
Ramey, 1987). Conceptual frame work it shows the relationships between independents variable
and dependent variable in which independents variables contributes to the occurrence of
dependents variables that is contributions of land record management in adherence of
administrative hassles.

Figure 2.2 Conceptual framework

Independent variable Dependent variable

Factors affecting land records

management

• Poor storage facilities

• Technological obsolesces
• Lack of skilled personnel
• Poor government support

Adherence of land
related disputes

Measures that can be taken to settle

administrative hassles in land sector

• Control storage and access

• Records and monitor
• Establishment of ERMS
• Employees training

Source: Researcher’s own construct (2022)

 CHAPTER THREE

RESEARCH METHODOLOGY

3.0 Introduction

The research methodology defines various means and ways of acquiring data and information.
According to Kothari (2004) define research methodology as a way to systematically solve the
research problem. It may be understood as a science of studying how research is done
scientifically. This chapter provides the description of the methodology that was employed in this
study. It covers the area of the study, study design, research area, population of the study, sample
and sampling method, data collection methods and outline data analysis methods.

3.1 Research Design

According to Kothari (2004) research design is the arrangement of conditions for collection and
analysis of data in a manner that aims to combine relevance to the research purpose with economy
in procedure. In fact, the research design is the conceptual structure within which research is
conducted; it constitutes the blueprint for the collection, measurement and analysis of data.
Selection of research design is based on the three criteria which are; time and focus as well as
experiment (Zainal, 2007). According to the time and focus criteria there are three types of research
design which includes the cross-sectional research design, longitudinal research design and the
case study research design (Zainal, 2007). In this study case study design was employed.

3.1.1 Case study design.

A case study is a detailed study of a specific subject, such as a person, group, place, event,
organization, or phenomenon (Mc Combes, 2019). Case studies are commonly used in social,
educational, clinical, and business research. This design is suitable for this study because are good
for describing, comparing, evaluating and understanding different aspects of a research problem.
Also, a case study research design usually involves qualitative methods, but quantitative methods
are sometimes also used (McCombes, 2019).Case study design enhances the experience of the
researcher and this in turn increases his analyzing ability and skills. In addition, case study design
facilitates intensive study of social units which is generally not possible in other designs.
According to Kothari (2004) case study allows a lot of detail to be collected that would not
normally be easily obtained by other research designs. The data collected is normally a lot richer
and of greater depth than can be found through other experimental designs.

3.2 Study area

The term study area can be defined as the place where the study will be conducted and where a
researcher will go for data collection (Babbie, 2004). Study area acted as subject area chosen or
allocated for study. This study was carried out in Ruvuma region particularly at Mbinga DC. This
is among the most matured zone in Southern part of Tanzania. The reasons for choosing Mbinga
DC as a study area include; first reason are easy to collect data from respondents because of good
infrastructures like roads which help a researcher to move point A to point B in the process of
gathering information. Second this DC also taken as a study area because there is frequently
eruption of normal villager’s claims concerning with land related disputes example land disputes
between residents and investors in 2012 hence acted as a factor which influence this study to be
Carried out in this zone in order to determine the reasons behind why Citizen claims related Land
matter are not solved on time. Lastly is familiarity of geographic Location of Mbinga DC, acted
as the factor to use it as study area because enable researcher to be timely, accurate and reliable
collection of data from exactly respondents.

3.3 Population of the study

Population is a group of individuals, objects or items from which samples are drawn for
measurement. It refers to the entire group of persons or elements that have at least one thing in
common (Kombo and Tromp, 2006). According to Kamuzora (2008) categorize population of the
study finite and infinite population. Finite population of the study is the one that exactly has the
fixed number of elements so that it is possible to enumerate it in its totality but infinite population
of the study refers to population in which it is theoretically impossible to observe all the elements,
thus the number is unknown (Kothari 2004). Target population in this study was twenty eight (28)
employees from Mbinga DC, especially member from department of records and archives
management and land department. Table 2 below shows the targeted population of this study.

Table 2: Study Population

POPULATION NUMBER IN POPULATION

Land department 11
Records management department 17

TOTAL 28
Source: Field data (2022)
3.4 Sample size and Sampling methods

This section covers sample size and sampling techniques

3.4.1 Sample size

Sample this term referred as a subset of the study population. According to McCombes (2019)
define the term sample as the specific group of individuals that you will collect data from. This
study was comprised sample size of twenty three (23) respondents. Sample size of this study
obtained through Slovin’s formula: n = N/ (1+N (e)2 )

Source: (Mathstrorya,2021)

Whereby;

n = Sample size
N = Population size
e = Margin of error (If no margin error, use 5%)
The number of respondents includes both Land officers in district council, members of Ward
conflict council and village conflict council. Also, some respondents are belonging in departments
of record and archives management. Simple size includes 23 respondents out of 28 of the study
population as shown in the table below.

Table 3. Sample size and sampling techniques

Departments Number of Sample Percentages Sampling
respondents Selected (%)
technique

Land department 11 9 81.8% Convenience

sampling
technique
Department of 17 14 82.4% Convenience
Records and sampling
archives technique
management
Total 28 23 82.1%
Source: Field data (2022)

3.4.2 Sampling techniques

Sampling techniques refer as the strategy or plan you design for the selection of study sample
which could vary between systematic or random selection (Ahmed, 2021). Sampling methods are
categorized into two main types namely probability sampling methods and non-probability
sampling methods. According to McCombes (2019) probability sampling as the method which
involves random selection, allow researcher to make strong statistical inferences about the whole
group. In this method every member of the population has a chance of being selected (McCombes,
2019). Probability sampling grouped into several types includes; Simple random sampling,
Systematic sampling, stratified sampling and cluster sampling. Non-probability sampling method
involves non -random selection based on convenience allowing researcher to easily collect data
(McCombes, 2019). According to Galloway (2005) grouped Non-probability Sampling method
into several types includes; Convenience Sampling, voluntary response sampling purposive
sampling, snowball sampling and quota sampling. This study used Non-probability sampling
method and basically relies in convenience sampling.

▪ Convenience sampling
Convenience sampling is a method of collecting samples body taking samples that are
conveniently located around a location or Internet service (Thomas & David, 2017). The
researcher used this sampling method in order to reach them for both district land officers,
members of village land disputes council and ward land disputes council. The reasons behind to
use convenience method in this study is to allow to include the individuals who happen to be most
accessible to the researcher. Also, convenience sampling is an easy and inexpensive way to gather
initial data. Convenience sampling method save time when gathering data; this sampling method
involves speed and convenience, you don’t need to research any demographic feedback points or
data on specific subjects to help gain new perspectives about products, services or ideas (Gaille,
2020). Convenience sampling offers a way to receive specific feedback from individual
perspectives. You can approach people about specific topics to collect needed data in just minutes
when using this method (Gaille, 2020).

3.5 Data collection

According to Simplilearn (2021) define the term data collection as the process of gathering,
measuring and analyzing accurate data from a variety of relevant Sources to find answers to
research problems, answer questions, evaluate outcomes and forecast trends and probabilities. The
study was employed both primary and secondary data collection methodology.

3.5.1 Primary Data

Primary data is one which is collected for the first time by the researcher (Surbhi, 2020). According
to Ajayi (2007) state that primary data source includes surveys and, observations, interview,
experiments, questionnaire and focus group. In this study researcher used observations, interview
and questionnaires as appropriate way of collect primary data. The reason of implies three methods
of data collection come from the triangulation concept. According to Bhandari (2022) define that
triangulation in research means using multiple datasets, methods theories and investigators to
address research question. Triangulation is very useful when one method as some weakness so
other methods applied to eliminate such kind of weakness. For example this study used
questionnaire methods but some data are very difficult to be obtained through questionnaire, hence
researcher decided to use interview and observation method to gather deeply data.

▪ Observations
Observation is a way to gather data by watching people, events, or noting physical characteristics
in their natural setting (DeWalt, 2011). The research was interested to use this method because is
probably the most Common and the simplest method of data collection, and provide greater
accuracy since the observer can directly check the accuracy from the observed. In order to access
reliable and useful data observation checklist was constituted which comprise items that are
required to be observed. Application of this technique was conducted in village land dispute
council, ward land dispute council and the district land and housing tribunal.

▪ Interview
An interview is typically conversation between a researcher and participant involving a transfer of
information to the interviewer (Cresswell, 2012). The researcher used interview methods because
it is useful when is required to collect deeply data. In this study researcher employed the use of
face – to – face interview as the technique of gather initial data for both head of land department,
head of records department, and some land officers at Mbinga DC. This method employed by
researcher because; it enable capture to verbal and non- verbal quest because affords the capture
of non- verbal quest including body which can indicate level of discomfort questions. This method
helps to keep focus since the interviewer is the one that control over the interview and can keep
the interviewee focused answer interview questions. Also, help with more accurate screening to
individual being interviewed is unable to provide false information during screening questions
such as gander, age or race (De Franzo, 2010)

▪ Questionnaires
A questionnaire is a research instrument consisting of a series of questions and other prompts for
the purpose of gathering information from respondents (Abawi, 2017). Application of this method
as primary way of data collection comes because it is free from the bias of the interviewer and also
gives the room for respondents to provide accurate answers when attempting questionnaires. The
respondents who ware much engaged in this technique are district land officers, records managers
(RMO) and all members of village land dispute council and ward land dispute council. The
researcher decided to use questionnaire method as tool of data collection because this method acted
as; scalability, since it allows researcher to gather information from a large audience. Also,
questionnaire are basically easy analysis and visualization, most questionnaire providers are
quantitative in nature and allow easy analysis of results. Lastly place less pressure on the subject
for immediate response, respondents can answer it at leisure whereas interview and observations
demand specific fixation of time and situation (Account Learning, 2022). Administer of this
questionnaire was carried on through self-administering questionnaire (SAQ).

▪ Self-administering questionnaire (SAQ)

A self-administered questionnaire is a data collection tool in which written questions are presented
that are to be answered by the respondents in written form (Iedunote, 2022). This technique was
employed in order gather all or part of the respondents in one place at one time, giving oral or
written instructions, and letting the respondents fill out the questionnaires.

3.6.2 Secondary data

Secondary data refers to the data which has already been collected for a certain purpose and
documented somewhere else (Kumar, 2020). It is a type of data that has already been collected in
the past. In order to wider researcher(s) knowledge requires much use secondary data includes;
books, personal sources, journals, newspapers, websites and government records.

▪ Documentary Review
It is the use of outside sources, documents, to support the viewpoint or argument of an academic
work; it involves some or all of conceptualizing, using and assessing documents that support the
study question (Saunders, Lewis, & Thornhill, 2009).The researcher was visit library and, other
documentary sources and use of documents which are similar with the research study. This helped
researcher to gain a broader view point of the study and gain an eloquent flow of ideas.

3.6 Data analysis

Data analysis is the process used by researchers for reducing data to a story and interpreting it to
derive insights (LeCompte & Schensul, 2020). According to Kothari (2004) the term analysis is
the computation of certain measures along with searching for patterns of relationships or
differences supporting new hypothesis. Analysis of data in study was conducted through in
qualitative analysis and quantitative analysis.
3.6.1 Qualitative data analysis

Qualitative data analysis refers to non – numeric information such as interview transcripts, notes,
videos and audio recordings, image and text documents (Dudovskiy, 2011). According to Warren
and Rautenbach (2020) divided qualitative data into content analysis, narrative analysis, discourse
analysis, framework analysis and grounded theory. In this study qualitative was analyzed through
content analysis.

▪ Content analysis
Content analysis is a research tool used to determine the presence of certain words, themes, or
concepts within some given qualitative data (Abroms & Philips, 2011). Through content analysis,
researcher quantifies and analyzes the presence, meanings and relationships of such certain words,
themes, or concepts. This involved reading of the scripts and development of themes which
emerged from the qualitative responses and interpretation of the main themes. As an example,
researchers can evaluate language used within a news article to search for bias or partiality.
Researchers can then make inferences about the messages within the texts, the writers, the
audience, and even the culture and time of surrounding the text.

3.6.2 Quantitative data analysis

Qualitative data analysis is defined as the value of data in the form of counts or number where
each data-set has a unique numerical value associated with it (Surendran, 2020). Analysis of data
in this method is based on the use of mathematical calculation in order to convey data from text
documents into percentages. Quantitative data coded and analyzed descriptively using Microsoft
excel. MS Excel is an essential software program of Microsoft office suite developed by Microsoft;
it is one of the most powerful spreadsheet software that uses rows and columns to organize the
data (Javapoint, 2022). The researcher used MS Excel to performing calculations by using
necessary formulae on any row, column, and within the spreadsheet.

CHAPTER FOUR

DATA PRESENTATION, INTERPRETATION AND DISCUSSION

4.0 Introduction

This chapter covers the data presentation, interpretation, and discussion of research findings on
the “contribution of land records management towards adherence of administrative and
governance challenges in land sector;” a case of Mbinga district council at Ruvuma region. The
study was guided by three research objectives which aimed; to evaluate factors that affecting
management of land records, to determine consequence that can happen if land records are not
well managed and to determine alternative measures that can be taken to settle administrative
hassles in land sector.

It should be noted that this chapter is also organized into four parts as follows: part one covers the
demographic Characteristics of respondents, second part up to third entail the findings of the
aforementioned objectives.

4.1 Demographic Characteristics of Respondents

This section presents the demographic characteristics of the respondents. They include age,
working experience, level of education and sex. Table 4 below shows the characteristics of the
respondents.
Table 4: General Characteristics of respondents
RESPONDENTS ATTRIBUTES FREQUENCIES PERCENTAGES (%)
Sex
Male 15 65.2
Female 8 34.7
Total 23 100
Educational level
Certificate 8 34.7
Diploma 9 39.1
Bachelor degree level 6 26.2
Masters level 0 0
PhD Level 0 0
Total 23 100
Working experiences
0-5 9 39.1
6 - 10 7 34.4
11- 15 2 8.6
Above 16 5 21.7
Total 23 100
Departments
Land department 9 39.1

Department of record and archives 14 60.8

management
23 100
Total

Source: Research findings, (2022)

4.1.1 Sex

The findings of the study show that 65.2% of the respondents were males while 34.7% of the
respondents ware females. This entails that there is no gender balance since male are much favored
compared to women in terms of employment at Mbinga DC.

4.1.2 Educational level

The descriptive statistics reveal that 34.7% of the respondents have certificate, 39.1% of the
respondents have diploma, and 26.2% of the respondents have bachelor Degree. It entails that
majority of employees at Mbinga DC are skilled enough corresponding with their education and
duties assigned to them.

4.1.3 Working Experience

The findings of the study show that 21.7% of the respondents have worked between 16 above
years, 8.6% of the respondents have worked between 11to 15 years. 34.4 % of the respondents
have worked between 6 to 10 years and 39.1% of the respondents have worked between 1 to 5
years. This means that highest number of employees at Mbinga DC are belong to new hire who
work in between 0 to 5 years, but their experience gain from few number of respondents who
have high level of working experience.

4.1.4 Departments of respondents

The findings of the study show that 39.1% of the respondents were belongs from the land
department and 60.8% of the respondents were belongs from the department of records and
archives management. This means that the researcher collected data from exactly respondent who
direct match with the study, hence to provide accurate and reliable details to support the findings.

4.2 Factors that affecting management of land records

The first objective of this study aimed to investigate factors that affecting management of land
records. The researcher used questionnaire, interview and observation as methods of data
collection to gather the relevant information for this objective. The findings of study of this
objective are divided in three subsections; subsection one covers how land records are preserved
by normal residents at Mbinga DC, section two covers the way used by record staffs and land
officers in management of land related records at Mbinga district council and subsection three
covers the factors that affecting management of land records

4.2.1 Handling of land records by households

In this subsection the researcher was interested to know ways applied by normal residents in
preservation of land related records. It should be noted that the researcher started by asking the
respondents to list ways used by them in handling of land records. The findings of the questionnaire
show that 80% of the respondents are managing by laminating land document such as land title
deeds and preserve it in conducive place such box or cabinet. Also, 20% of the respondents are
handling land records such titles deeds is through scanning and preserve it in electronic format.
Also during the interview session it was remarked by one of the interviewees who state that

‘‘The best way for us in preservation of land titles deeds is through laminating the document and
secure it in conducive environments’’
This entails that normal residents at Mbinga are not aware on the issue of managing land records
since applied lamination method that is not conducive for the handling of document that have long-
term continuing value because if the top layer get humidity then whole laminated sheet can
deteriorated, also laminates are difficulties to repel in order to get original document. It was
suggested that in study conducted by McCraith (2003) polyester encapsulation is suitable
mechanism for handling records since it allows the artifact to be easily handled and viewed through
the transparent encapsulation material, it protects the artifact against potential physical damage
during display, study or storage, and it is readily and easily reversible. Example of polyester
encapsulation shown in figure 1 below

Figure 4.1 Example of polyester encapsulation

Source: fromhttps://www.canada.ca/en/conservation-institute.com

Also, US Attorney journal of 2001 suggest that all titles deeds required to be preserved in advocate
or solicitor officers. Therefore in order to secure land record for further use its better to use
polyester encapsulation or to store vital records like title deeds for advocate’s office.

4.2.2 Handling of land records by RMO and land officers at Mbinga DC

Also in this subsection the researcher was interested to know how land officers and records
mangers preserve land related records. The findings of the study show that 100% of the
respondents agreed that there is some ways applied to them in managing land records. This ways
includes; store records in cool or dry environment, store paper in archival plastic container, and
use archival boxes that are large enough to accommodate land documents. The researcher observed
some items used by land officers and RMA in managing land related records. Examples of this
items show in the figure 4.2 below.
Figure 4.2 show items used to store land related records

Archival plastic container Archival boxes

Source: from https://siarchives.si.edu/what-we-do/preservation/storage-handling

This implies that at Mbinga DC there are storage facilities of land related records but that facilities
are limited in number.

4.2.3 Factors that affecting management of land records at Mbinga DC

The study findings show that 100% of the respondents at Mbinga DC agreed that there are factors
that influence poor management of land records. These factors include poor storage facilities,
technological obsolesces, lack of skilled personnel, and poor government support. The table 5
below shows the frequency and percentages of respondents who indicate factors for poor handling
of land records.

Table 5 Factors that affecting management of land records

Factors for poor handling of land Frequency Percentages
records (%)
Poor storage facilities 6 26%
Technological obsolesces 7 30.4%

Lack of skilled personnel 6 26%

Poor government support 4 17.3%

Total 23 100
Source: field data (2022)
 ➢ Poor storage facilities
The findings obtained from questionnaire responses, presented in table 4 above. About 26% of the
respondent indicates that poor management of land records caused poor storage facilities. The
findings from questionnaire responses match with what obtained by researcher during interview
section. It was remarked by one of the respondent during interview said that

‘‘……its very common to misplace land documents, because all land related records especially
documents which are discussed in ward land dispute council are preserved in a single storage
cabinet.’’
Also, through observation researcher witness limited number of storage facilities, hence led some
land related documents to be stored on top of table. Example shown in the figure 4.3 below

Figure 4.3 handling of land records in Mbinga district registry

Source field findings (2022)

This implies that administrative hassles existing in land sectors occur because government fails to
distribute appropriate facilities of management of land records. The findings from questionnaire
and interview are interrelated with study conducted by Akubo (2004) who found that problems of
improper record management include lost records, misappropriation of material and financial
resources are caused by lack of storage facilities such as cabinets and shelves in many of public
institutions.

➢ Technological obsolesces
The study findings presented in table 4 above show that 30.4% of the respondents comment that
mismanagement of land related records occur because of technological obsolesces. Also this
findings interrelated with what obtained by researcher during interview. It remarked that one of
respondent in interview section said that

‘‘……..in reality our institution still use outdated technology in management of vital records.
Technological systems installed in this institution are not relate with existing technology because
up to now we don’t have strong backup system for recovery of land records if any disaster happen’’
The study findings obtained from questionnaire and interview are typically match with findings
obtained from IRMT, (2009) found that a difficult problem in preserving electronic records is the
inevitable obsolescence of the technology used to create them. For example, some digital
photographs such as maps are created or saved in a popular computer format called TIFF or ‘tagged
image file format.’ In order to view that image, the user needs access to TIFF image viewing
software to render the bits into viewable form. That image could then be converted into another
file format, such as GIF or ‘graphic interchange format.’ The image the viewer sees will look
identical to the TIFF image, but the computer is reading two completely different records, each
with its own unique qualities.

This implies that there is need for the government to upgrade available technology in public
institution for better management of records for existing and future generations.

➢ Lack of skilled personnel

Descriptive statistics in table 4 above show that `26% of the respondents commented that mis-
management of land records resulted because of insufficient skill from the personnel on
preservation of that records. The findings from questionnaire responses relate with what obtained
by researcher during interview section. It was remarked by one of the respondent during interview
said that

‘‘….….in our institution there is no land officer who is competent in both field of land
administration and records managements. Majority of them are skilled enough in field of
administrative law…..…’’

The study findings are similar with what obtained in study conducted by Mgeta, (2016) who found
that the personnel some time are responsible to work by experience instead of their
professionalism. This entails that recruitment for personnel who qualified in the field of
administration law and records management is crucial for better management of land related
records at Mbinga DC.

➢ Poor government support

According to the study findings shown in the table 4 above indicate that, about 17.3% of the
respondent’s comment that lack of government support on the issues of management of records
acted as the factor for poor handling of land related records. During interview section it was
remarked by one respondent who said that
‘‘Even if records are vital for any organization to attain strategic goals, but record managers are
not given much priority in the issue organizing conferences and seminars in order to widening
skills and knowledge for record officers. Example at Mbinga DC for lastly five years only one
records management conference held but in other departments like PMU and HRM their training
held in the interval of two years’’

The findings from questionnaire and interview are interrelated with study conducted by Mosweu,
(2020) who found that bad governance lead poor management of records, example across the
continent of Africa have shown that where there was bad governance, records are poorly kept.

This entails that adherence of land related disputes occur when government takes alternative action
to support land management practice in public institution.

4.3 Consequences of improper land records management

The second research objective of this study aimed to identify the consequences of improper land
records management. The researcher used questionnaire, and interview as methods of data
collection to gather the relevant information for this objective. This objective was guided by the
major question stated that ‘consequences that can happen if land records are not well managed’’

The findings from the questionnaire show that 100% of the respondents agreed that there is a lot of
consequences occur due to bad records keeping practice at Mbinga DC. Respondents indicate
consequences that occur because of poor handling of land related records. These includes; unfair
decision can be made on the issue of solving land related disputes, loss of citizens trust to their
governments, and endless land disputes occurs between two parties (negotiators). The
consequences that aforementioned above are discussed below;

4.3.1 Unfair decisions made on the issue of solving land related disputes

The descriptive statistics ascertain that 43.4% of the respondents attempt to fill questionnaires by
wrote that unfair decisions resulted during land related disputes because document which acted as
rule of evidence are not well managed. During interview section it was remarked by one
respondent who said that

‘‘If there is unavailability of land records it difficult for land officers to make right decisions that
support each parties without any favors, actually the decision taken may fits one party and make
other part still blamed’’
The study findings relate in decisions taken during the case of Ngoma V Goba Motto and Others
(civil appeal of 2013) CA 125[2017]. In this case compliant report to the ward land tribunal
concerning with his land portion which defendant borrows from his father. Few years later
compliant father died then defendant takes the land portion as its own, hence appellant decide to
report to the ward tribunal but it difficult to him to attain his land because he don’t have land title
deeds of that portion that can be used as rule of evidence before ward land tribunal.

This implies that any records required to be well managed in order to use as rule of evidence when
ambiguity situation happen between two parties.

4.3.2 Loss of citizen’s trust to their government

According to the findings obtained through questionnaire responses, about 21.6% of the
respondents agree that poor management of land related records can make citizens to loss their
trust to their government since lead some delay for land officers to alleviate administrative hassles
related to the land matters. In the same vein through interview the interviewee said that

‘‘Even if we tried a lot to eliminate land related disputes, but still there some delays from land
officers in solving land related disputes. Unfortunately this delays resulted due to un conducive
mechanism that support us to work comfort, hence this situation lead increase grievances to
citizens and lower their trust to government’’.
The findings from questionnaire and interview go in line with the study conducted by Benjaminsen
et al (2009) which found that the issue of corruption in local government, police and judiciary
bodies as well as the unwillingness of these bodies to prevent future conflict has created public
distrust in governance. Since governmental institutions have historically neglected to alleviate
tensions and solve conflict, citizens have resorted to solving the problems themselves, often
escalating into violence, example land dispute resulted 2009 at Rudwea mbuyuni village in Kilosa
DC- Morogoro.

Therefore, the findings of the study revealed that poor handling of land records influence tensions
and distrust from to their government hence lead citizens have resorted to solving the problems
themselves, often escalating into violence.
4.3.3 Endless land disputes occurs between two parties
According to the findings of the study from the questionnaires 34% of the respondents agreed that
endless land disputes resulted if land related records are not well managed. Moreover one of the
interviewee is quoted to have said,

‘‘If there is no records is very difficult to resolving land disputes because each parties fails to
ratifies the decision if does not satisfies their interests’’.
The study findings are similar with what obtained in study conducted by Benjaminsen et al (2009)
which found that furthermore, while the government set up a commission to investigate the
conflict, one of its main recommendations was to encourage pastoralists to stop their nomadic life.
This is consistent with ant- pastoralist rhetorical and reflects a policy agenda that favors farmers
over pastoralists, a sentiment contributing to the political marginalization driving the original
conflict.

Therefore in order to make permanent resolution of land related disputes there is need to ensure
decisions taken does not fits interests of any part.

Table 6 Consequences of improper land records management

CONSEQUENCES FREQUENCY PERCENTAGE (%)

Unfair decisions made on the issue of 10 43.4

solving land related disputes

Loss of citizen’s trust to their 5 21.6

government
Endless land disputes occurs between 7 34
two parties

Total 23 100%
Source; field data (2022)

4.4 Alternative measures that can be taken to settle administrative hassles in land sector
The fourth research objective aimed to examine the alternative measures that can be taken to settle
administrative hassles in land sector. The researcher used questionnaire, and interview as methods
of data collection to gather the relevant information for this objective .The findings of the study
suggest the several measures to be taken to settle administrative hassles in land sector. These
measures includes control storage and access, record track and monitor, document retention,
establishment of ERMS and employee training. The table 7 below shows the frequency and
percentages of respondents who suggest alternative measures that can be taken to handle land
record in public offices.

Table 7 Alternative measures that can be taken to manage land records

IMPORTANCES FREQUENCY PERCENTAGE (%)

Control storage and access 6 26

Records and monitor
Establishment of ERMS
Employees training
Total
Source: field data (2022)
8 35
4 17
5 22
23 100%

4.4.1 Control storage and access

Description statistics ascertain that 26% of the respondents attempt to fill questionnaires by
comment that alternative measures that can be taken to manage land records is through to ensure
better control of storage place and facilities of land records as well as to ensure easy access of
document when required. In the same vein through interview the interviewee said that

‘‘In order to ensure that paper files are stored securely, we need to control who has access to
them. When it comes to managing our records according to best practice, how and where the
documents are stored, is as important as who has access to them’’
The study findings obtained from questionnaire and interview are typically match with findings
obtained from Good records management practice (2011) which found that records should be
stored in such a manner so as to facilitate user access and ensure that they are protected from
unauthorized access, use, disclosure, removal, deterioration, loss or destruction. An organization
should lay down guidelines on the storage of records including sensitive or classified records. For
records in paper form, organizations should note that paper deteriorates rapidly in an environment
of high temperature and humidity.

Therefore the findings implies that any organization required to ensure storage and access of
archival materials are wells controlled in order to ensure availability of vital records which have
long term continuing value.
4.4.2 Record track and monitor

According to the findings of the study from the questionnaires 35% of the respondents comment
that alternative measures that can be taken to manage land records is through to ensure better
tracking system of land documents in order to make easy retrieval of land related records. The
findings from questionnaire responses match with what obtained by researcher during interview
section. It was remarked by one of the respondent during interview said that

‘‘The reason of tracking is to document the movement of records so that the organization knows
where its records are at any time. Tracking system may also be applied to manage the use of
records and to maintain quantified trail of record – keeping processes, such as access to records
by users’’.
The study findings obtained from questionnaire and interview are typically match with findings
obtained from IRMT (1999) which found that typically, tracking systems monitor the physical
movement of records, control the issue of records and document their transfer between offices or
persons and their return to storage. As a minimum, such controls need to record the item identifier
(usually its reference number), the person or office to whom it has been transferred and the date
of movement.

Generally this finding entails that effective tracking system of land related records enhanced
security, improve regulatory compliance and make easier document retrieval to support ongoing
decisions of any organization.

4.4.3 Establishment of ERMS

The findings obtained from questionnaire responses, presented in table 6 above. About 17% of the
respondent indicates that establishment of electronic records management system can be applied
as alternative measures that can be taken to manage land records. In some extent the findings from
questionnaire responses match with what obtained by researcher during interview section. It was
remarked by one of the respondent during interview said that

‘‘There is need for any public office to install ERMS for better handling of records, because if
records are scanned and stored electronically can be easy to retrieval and to track hence to faster
decision making’’.
The study findings obtained from questionnaire and interview are typically match with findings
obtained from IRMT (1999) which found that In very sophisticated tracking systems, electronic
controls may be installed. For example, files may be marked with individual barcodes that are
scanned into the tracking system whenever a file movement occurs.

This implies that if government needs to alleviate administrative quarrels existing land sectors, it
requires making transition from paper base to electronic format of management of land record in
order to ensure easy retrieval of land related records when needed.

4.4.4 Employees training

Description statistics ascertain that 26% of the respondents attempt to fill questionnaires by
comment that provision of training to the employees on how records should be managed can be as
an alternative measures in handling of land records. In reality at Mbinga DC, RMO and land
officers are not given much priority in the issues of training. During interview section it was
remarked by one respondent who said that

‘‘Even if records are vital for any organization to attain strategic goals, but record managers are
not given much priority in the issue organizing conferences and seminars in order to widening
skills and knowledge for record officers. Example at Mbinga DC for lastly five years only one
records management conference held but in other departments like PMU and HRM their training
held in the interval of two years’’
The study findings are similar with what obtained in study conducted by Eastwood (2019) who
found that training is important because it represent a good opportunity for employees to grow
their job skills to become more effective in work place. Despite the cost of training for employees,
the return on investment is immense if it is consistent.

Generally this finding entails that employee training programs help to improve the knowledge and
skills of workers to match the various transitions occur within the organization, hence to ensure
proper management of records.
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.1 Introduction

This chapter covers the summary, conclusion, recommendations and areas for further research.

5.2 Summary of the study

The purpose of this study aimed to examine the contribution of land records management towards
adherence of administrative and governance challenges in land sector a case of Mbinga DC. The
study was guided by three specific objectives, to evaluate factors that affecting management of
land records, to determine consequence that can happen if land records are not well managed and
to determine alternative measures that can be taken to settle administrative hassles in land sector.

The researcher reviewed various sources of information written and presented by different scholars
about the contribution of land records management in order to resolve land disputes. The
researcher reviews related literatures such as journals, books and internet source have been done.
All these sources delivered necessary background to the study, after that the researcher was
provided the research gap. The study employed a case study design whereby a sample size of 23
respondents out of 28 respondents was selected through convenience sampling techniques. The
researcher used interview, questionnaires observation and documentary review as the tools of data
collection in this study where qualitative and quantitative data were obtained. The Quantitative
data were analyzed by Microsoft words excel while qualitative data were analyzed through content
analysis.

The following is the summary of the findings of the study in line with the specific objectives;

▪ Factors that affecting management of land records

The study reveals that there is different factor that affecting management of land records at Mbinga
DC such as poor storage facilities, technological obsolesces, lack of skilled personnel, and poor
government support. Therefore, under this finding it was denoted that failure of LGA’s in
alleviation of land disputes resulted because records are not well managed due to these factors.

▪ Consequences of improper land records management

From the study researcher was found that records are a heart of any organization, without records
no any organization can survive. Even if records are essential for survival of any organization but
till to date the system of managing records is still poor. Typically, poor management of records
may lead unfair decision making, loss of citizen trust to the government and endless land disputes.

▪ Alternative measures that can be taken to settle administrative hassles in land sector
From the study findings, the respondents mention some ways that can be taken to ensure well
management of land records hence to settle administrative hassles in land sector. This way includes
control storage and access, record track and monitor, document retention, establishment of ERMS
and employee training.

5.3 Conclusion

Land records as seen in the previous chapters are important and have a role to play in adherence
of administrative hassles in land sector. In these study findings they reveal major contributions of
land record management in adherence of administrative hassles in land sector. According to the
study findings the following hints was addressed that show how effective land records
management helps to address key administrative and governance challenges in the land sector;

Reducing Administrative Hassle; previously it was witnessed that, if records related with lands are
poorly managed, it will be huge backlog and citizens could not get the copies of records show their
rights immediately. Now days government tried a lot to ensure all details related to land are well
managed so as to ensure various disputes arises either from one organization to another
organization or small holders them self-get into permanent solution. Effective land records
management helps the government to come up with rules and regulations related with allocation
of land resources in order to minimize administrative hassle in all issue related to land records.
Example in National land policy, 1997 of 4.2.3 which state that "Under the present land laws,
there are no restrictions on access to land in this country. Any person, citizen or foreigner, can
apply and be allocated land for any type of use. This has facilitated acquisition of land for
speculative purposes, especially in prime agricultural, industrial, commercial and residential
areas".

Transparency can be ensured; transparency is best served when the public at large has the
constitutional right to access the information at any time and without restrictions regarding the
object of interest. Land information being open for public inspection, provides effective
opportunities to monitor illegal land sales and land grabbing (North, 1990). Effective land
management relies to reveals all information related with land, hence helps to deal with corruption
issue in relation to land administration.

Project planning Advantage; well managing of land records helps in better planning and
management of projects in sectors like agriculture by providing better and relevant land records
information. The land is becoming limited in supply, which is why developers and construction
companies must know how to effectively use the land in a manner that will support the
environment and surrounding communities. Effective land records management in projects
planning ensures that resources are used efficiently so that the needs of the people are met while
safeguarding future resources (Pickett & Silver, 2021). Hence acted as forces in addressing
administrative and governance challenges.

Fast decisions making support; appropriate set of essential land records management reports and
easy availability of that report faster the situation making decisions. Essence of land information
which are well managed enables administrators in land tenure matters to make decisions that meet
rights of citizens in to their communities. Refer in Tanzania land Act of 1999 in Section iv.[14].(1-
2) it state that"(1) A local government authority, shall not, unless specifically authorized by this
Act or any regulation made under the authority of this Act, if officer need to make decisions he/she
required to retrieval in well managed land records, make an offer of or grant any right of
occupancy to any person or organization and any such purported offer or grant shall be void. (2)
No officer of a local government authority, other than an officer authorized by this Act or in writing
by the Commissioner shall make or sign an offer of a right of occupancy and any such purported
offer shall be void". In fact, effective land records management influence the formation of this
land Act which faster the action of land administrators to make decisions.

5.4 Recommendations

According to the study findings it was denoted that in some public offices especially in LGAs
storage facilities used to store records are very limited, hence it recommended that there is needs
for government to ensure each public offices possess enough and quality facilities such as shelves
and cabinets for better management of records.

The issue of managing records in some public offices is still a challenge. In order to alleviate that
challenge government should create conducive environment for public institutions to adopt ERMS.
Keeping records electronically is useful system for any organization because it helps easier
document retrieval, better backup and disaster recovery and enhanced security since restrict
unauthorized people to access records through the use of password.

The study findings denoted that RMO are not given priority in the issue of training compared with
other staffs from different departments. This situation acted as factor that lead poor management
of records because RMO are not given short- or long-term training to widening their skills on
managing records. There is need for government to ensure existence of equal chance in provision
of training to the public officers.

According to the study findings it was denoted that there is no land officer who is competent in
both field of land administration and records managements. Majority of them are skilled enough
in field of administrative law. In order to adhere hassles exist in land sector there is need for
government to recruit personnel who are competent in both field of law and records management.

5.5 Areas for further study

The researcher recommends the area for future investigations which were not researched
comprehensive way. This study are totally relies much into land records which is the one among
the types of specialized records, even if there are different types of specialized records such as
legal records, fiscal records, personnel records, and medical records. In order to get new sought it
is better for researchers to make their research in remains types of specialized records.
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 APPENDICES

APPENDIX I

QUESTIONNAIRE FOR EMPLOYEES AT MBINGA DISTRICT COUNCIL- RUVUMA

REGION
Dear respondent,

My name is Yustho C. Mully; I am currently a Bachelor Degree student at Mzumbe University

pursuing Bachelor of Public Administration in Records and Archives Management (BPA-RAM).
I am carrying out research on contribution of land records management towards adherence of
administrative and governance challenges in the land sector

I kindly request you to take not more than 20 minutes to voluntarily respond to this questionnaire
appropriately according to your own understanding and experience. Your participation in this
study will provide me with the necessary data and information from which conclusion can be
drawn. This study is part of my BPA-RAM studies and information given here will be treated with
strict confidentiality. Data will be reported in aggregate and all responses will remain anonymous.
I highly appreciate your participation.

PART A: RESPONDENT PARTICULARS

Please fill one answer from the choices provided in the following questions;

1. Sex?

a. Male ( )

b. Female

2. What is your academic level?

a. Certificate

b. Diploma ( )
 c. Bachelor degree

d. Master’s degree

e. PhD

3. What is your working experience at Mbinga district council?

a. 0 to 5 years

b. 6 to 10 years

c. 11 to 15 years ( )

d. 16 and above

4. Do you belong from which department?

a. Human resources department

b. Department of record and archives managements ( )

c. Land department

QUESTIONNAIRES

This part comprises questions from research objective 1,2 and 3.

Please indicate level of agreement or dis agreement with each of these research objectives. Place
’tick’ mark in the box of your answer.

Research objective 01: factors that affecting management of land records.

Strongly Agree Neutral Disagree Strongly

Agree Disagree
 QN.1 In some extent land related
disputes arises due to poor
storage facilities used in
managing land records

QN.2 Un adherence of land

disputes resulted because of
poor government support
in issues related with records
and archives management.

QN.3 There is need for

government to recruit
trained personnel who are
qualified in both record
management and field of
law in order to alleviate land
related disputes

QN.4 Even if world transformed

of analogy to digital system
but, this district is still have
challenges related with
technological obsolescence
in issue of managing records
electronically.

Research objective 02: consequences that can happen if land records are not well managed.

Fills the blank space.

There is any consequences resulted because of poor handling of land records?

……………. YES/NO. If yes list that consequences;

 a) ………………………………………………………………………

b) ………………………………………………………………………

c) …………………………………………………………………………

Research objective 03: alternative measures that can be taken to settle administrative hassles
in land sector.

Strongly Agree Neutral Disagree Strongly

Agree Disagree
QN.1 In order to alleviate some
challenges related with
poor management of land
records, Government is
required control storage
and access of land
records.
QN.2 Government must ensure
availability of legal and
regulatory frame work
which guide and monitor
tracking system of land
records.
QN.3 Each public offices
required to installed
electronic records
management system for
better management of
records in electronic
format.
QN.4 In order to widening
knowledge of records
management officers and
land officers, there is need
for government to
establishment training
programme for them.
 APPENDIX II

OBSERVATION CHECKLIST

LIST OF ISSUES/ ITEMS TO BE YES PARTIAL NO

OBSERVED

Availability of storage facilities used

Handling of land records by households

Availability of storage facilities used by

RMA and land officers at Mbinga DC.

Adherence to code of ethics and

conducts needs to be observed by all
land officers in order to ensure privacy
of land records.
 APPENDIX III

INTERVIEW GUIDE
1) According to your experience what are the factors that affect management of land records
in public offices?

2) Briefly explain on how insufficient technology affecting management of land records?

3) There is enough support offered by government in order to downsize challenges affecting

management of records in public sectors.