THE UNITED REPUBLIC OF TANZANIA

PRESIDENT`S OFFICE

PUBLIC SERVICE MANAGEMENT

TANZANIA PUBLIC SERVICE COLLEGE

TANGA CAMPUS

A FIELD ATTACHMENT REPORT TO BE SUBMITTED TO THE DEPARTMENT OF

RECORDS AND ARCHIVES MANAGEMENT (RAM) IN PARTIAL FULFILMENT
FOR THE AWARD OF BASIC TECHNICIAN CERTIFICATE IN RECORDS
MANAGEMENT (BTCRM) CONDUCTED AT KILINDI DISTRICT COUNCIL

FROM 14ST SEPTEMBER 2020 TO 23RD OCTOBER 2020

STUDENT NAME: AISHA MOHAMMED LUKINDO

REGISTRATION NUMBER:BTCRM.03/20/TNG.2840

ACADEMIC YEAR: 2020/2021

 DECLARATION

I AISHA MOHAMMED LUKINDO declare that this field report which I submit to Tanzania
Public Service College (Tanga Campus) in consideration of the award of Basic Technician
Certificate in Records Management is my own personal effort. Where any of the content
presented is the report input. Furthermore, I took reasonable care to ensure that the work is
original, and, to the best of my knowledge, does not breach copyright law, and has not been
taken from other sources except where such work has been cited and acknowledged within the
text.

; ……………………………

SIGNATURE;

ACADEMIC SUPERVISOR NAME; JAMES KAMATA

SIGNATURE; …………………………………………………

SUBMISSION DATE; ……………………………………….

 LIST OF ABBREVIATIONS

BTCRM - Basic Technician Certificate in Records Management

RAM - Department Of Records and Archives Management

RMA - Records Management Assistant

TPSC -Tanzania Public Service College

 LIST OF ILLUSTRATIONS

(THE MAP OF KILINDI)

The Kilindi district is indicated by Red Color

 ACKNOWLEDGEMENT

First and foremost I am grateful to Almighty God who gave me this chance to study the Basic
Technician Certificate in Records Management. I am thankful for life, wisdom and intelligence,
which made me to successfully undertake and accomplish this report.

It is a great pleasure for me to acknowledge the assistance and contributions of many individuals
in making this dissertation a success.

Secondly, I would like to thank my supervisor, Mr. Jeames Kamata, for his assistance, ideas, and
feedbacks during the process in doing this field report. Without his guidance and support, this
field training attachment would not be completed successfully.

Thirdly, it is a pleasure to express my thanks to all respondents from interviews and case study
for sparing their time to participate in this study. I deeply appreciate their helpfulness and
willingness in providing the useful information for this study.

Lastly, I wish to express my sincere gratitude to my family for their encouragement and moral
support.
 EXECUTIVE SUMMARY

Kilindi District Council is located in the Kilindi district, during my Field Training Attachment I
was assigned in this council as Records Management Assistant (RMA) and regale in various
duties as I was assigned by my supervisor.

This field report consists of six chapters, Chapter one consist of historical background of Kilindi
District Council, while chapter two consist of vision and mission statement of the council
registry officel.

Chapter three consist of objectives and function of the study, while chapter four consist of actual
work done during the field training attachment and the department which I regale with during the
attachment, the last part of this chapter of consist the professional experience and skills acquired
during the field training.

Chapter five consists of problems, challenges encountered during the training and the
suggestions that can be used to curb the problems and challenges. The last chapter consists of
conclusion and recommendation, the recommendations to TPSC and Kilindi District Council is
thoroughly explained in this chapter.
 TABLE OF CONTENTS

Declaration………………………………………………………………………………………

List of Abbreviations…………………………………………………………………………

List of Illustrations……………………………………………………………………………

Acknowledgement……………………………………………………………………………

Executive Summary……………………………………………………………………………

Table of Contents………………………………………………………………………………

CHAPTER ONE ………………………………………………………………………………..

1.0 Introduction and historical background of Kilindi District Councilrt …………

1.1 Introduction ………………………………………………………………………………

1.2 Historical Background …………………………………………………………………

CHAPTER TWO ……………………………………………………………………………….

2.0 Vision and mission statement of Kilindi District CouncilrT ……………………..

2.1 Vision…………………………………………………………………………………………

2.2 Mission ………………………………………………………………………………………

CHAPTER THREE ………………………………………………………………………………

3.0 Objective /functions and organization chart of Kilindi District Councilrt …

3.1 Functions and roles ………………………………………………………………………

3.2 Organization chart of of Kilindi District Councilrt……………………………

CHAPTER FOUR ………………………………………………………………………….

4.0 Actual work done/ training done……………………………………………………

4.1 Department ………………………………………………………………………………

4.2 Duties undertaken………………………………………………………………………

4.3 Professional experience and skills acquired………………………………………

CHAPTER FIVE ……………………………………………………………………………

5.0 Problems and challenges encountered and possible solutions………………

5.1 Problems encountered…………………………………………………………………..

5.2 Challenges encountered…………………………………………………………………

5.3 Possible solution…………………………………………………………………………

CHAPTER SIX …………………………………………………………………………………..
6.0 Conclusion and Recommendation……………………………………………………

6.1 conclusions…………………………………………………………………………………

6.2 Recommendation…………………………………………………………………………

6.2.1Recommendation to Kilindi District Councilrt………………………………

6.2.2 Recommendation to TPSC……………………………………………………………

 CHAPTER ONE

1.0 INTRODUCTION AND HISTORICAL BACKGOUND OF KILINDI DISTRICT

COUNCIL

1.1 Introduction

Kilindi is one of the ten districts of Tanga Region in Tanzania. It is bordered to the east by
the Handeni District and Handeni Town Council, to the north and west by the Kilimanjaro
Region and to the south by the Morogoro Region. It split from Handeni District in 2002.

1.2 Historical Background

Kilindi district council was established in 2002 and is one of the one district of Tanga region in
Tanzani. It is bounders to the east by the Handeni district and Handeni town council to the North
and west by the Manyara region and to the south by Morogoro region .It split from Handeni
district council in 2002. Kilindi district council was administratively divided into 21 wards and
the center of kilindi district council is Songs ward and the motto of kilindi district council is
(Waseuta Nougone).

The Kilindi District Council has 21 administrative wards which are well scattered. These wards
play a basic role in Kilindi administrative and developments traits.
 CHAPTER TWO

2.0 VISION AND MISSION STATEMENT OF THE KILINDI DISTRICT COUNCIL

2.1 Vision
 Aims to alleviate poverty and improve the quality of life of all the people of Kilindi District.

2.2 Mission

 To promote and facilitate investment in Economic and Social Development

 CHAPTER THREE

3.0 OBJECTIVE /FUNCTIONS AND ORGANIZATION CHART OF KILINDI

DISTRICT COUNCIL

3.1 Objectives of Kilindi District Councilrt

i. To promote communities development
ii. Enhanced communities to practice gender equality
iii. To promote communities engaged in social, economic and political matters/activities
iv. Coordination of their implementation in collaboration with stakeholders
v. To processes and adherence to child rights
vi. To promote communities use good natural resources
vii. To avoid different problems faced the communities like diseases, conflicts
viii. To increase numbers of professional through education
ix. To keep right documents of all employees
3.2 ORGANIZATION CHART OF KILINDI DISTRICT COUNCIL
 CHAPTER FOUR

4.0 ACTUAL WORK DONE/ TRAINING DONE

4.1 DEPARTMENT
During my field Training Attachment at Kilindi District Council I was assigned at Registry
Office which was under the Administration Department. The Registry Office is responsible for
controlling all channels of communication which also enables an organization to perform its
functions properly. The Registry office keeps all the records developed and/or received by the
district council. The registry policy serve as a guiding tool to all officials entrusted with the
responsibility of creating correspondences within the institution.

4.2 DUTIES UNDERTAKEN

RECEIVING OFFICE CORRESPONDENCE

As assigned Records Management Assistant (RMA) in registry office I was responsible in
receiving letters and other correspondence within the office. Office correspondence means
communication in writing on subject of mutual interest either within the organization or outside
the organization and it takes the form of a letter, a circular, and a notice. After receiving the
correspondences I was responsible to ensure those correspondence were attended and handled
through the following process, such as, receiving the mail, sorting the mail, opening the mail,
scrutiny of the contents, date stamping, recording the mail, distribution of mail and follow up
action.

WRITE FOLIO NUMBERS TO THE LETTERS

As a records management professional within the office I was also responsible in writing folio
number in various files, during all this time I managed to write various folio number of various
files. These files were categorized in various group and were filed in accordance with the office
file managements procedures.

FILL THE LETTER IN THE FILE TRANSIT LADDER

During my field training attachment I was also tasked to fill the letter in the file transfer ledger,
during this task I was responsible in ensuring those file are well managed and filled within the
file transit ladder for appropriate handling. These letters were categorized as were ordered and
filled in the file transit ladder and stored in the various storage devices within the office.
DATE STAMPED THE LETTERS
A letter is date-stamped when it bears a hand-stamped postal mark, as opposed to a hand-written
annotation, containing a date, whether on an address leaf, address wrapper, or envelope. During
my Field Training Attachment, I regaled in stamping the lattes, most of these incoming letters
were stamped in accordance in registry office and we were responsible in ensuring those letters
were well stamped for further office use.

PUT THE LETTERS IN THE RIGHT FILES

As an RMA I was also responsible in ensuring letters are well filed in the right files and placed
in the right storage devices such as cupboards and other records storage facilities such as shelves.
These letters were filed in accordance with the files contents.

SENT THE FILES FOR ACTIONS OFFICERS

One of the challenged tasks during my field training at Kilindi District Council in registry office
was delivering of files to the action officer, most of these action officers were punctual when it
comes to files managements and handling and ensured that those files which were requested by
the action officer were sent early to the them.

4.3 PROFFESIONAL EXPERIENCE AND SKILLS AQUIRED

TEAMWORK
The first thing I gained during my field training attachment at Kilindi District Council was team
work. My field training attachment experience is unlike my college project where a student did
all the work and the grades are shared among the rest. Here, it was more professional and each
one in a team needs to work together to finish the task. In field training attachment, I learn to
work as a team without focusing entirely on myself. I also develop patience in situations when i
disagree with another member(s) of the team.

PROBLEM SOLVING SKILLS

What real-life problems have i solved till now other than to decide what to wear the next day and
how to dodge the upcoming assignment deadline? A field training attachment at Kilindi District
Council introduces me to real-life work problems and hence develops my problem-solving skills.
Work Ethics
You won’t really learn about work ethics until you are in a tangible work environment. In
college education, i used to make excuses for late submissions, short attendance and what not!
But it is only when i was introduced to the actual environment in my field training attachment at
Kilindi District Councilrt that i learn work ethics.

ADAPTABILITY SKILLS
Being adaptive to my surroundings easily is one of the most useful soft skills not only desirable
to employers but also important to your self-growth. So, during my field training attachment I
acquired thoroughly my field training experiences and learn some adaptability skills while i was
there.

TIME MANAGEMENT
During my field training attachment at Kilindi District Council I acquired various skills and one
of them is time management. Earlier, i could just miss a class because i had some personal
commitments. During my field training attachment at Kilindi District Council which is almost
the beginning of my work life, i can’t mark my absence on a regular basis. Hence, it helps me
learn to manage my time better by maintaining a balance between my work and personal life,
without harming any of them.
 CHAPTER FIVE

5.0 PROBLEMS AND CHALLENGES ENCOUNTED AND POSSIBLE SOLUTIONS

5.1 PROBLEMS ENCOUNTERED

FILES DISHEVELMENT
Most of files within this Kilindi District Council were arranged in disheveled manner, this leads
to the loss of most of the files within the office since there were not arranged systematical, some
files which were urgently required by the council registry office for running its daily activities
were lost due to these inconvenience.

INADEQUATE RECORDS STORAGE FACILITIES

Kilindi District Council does not have insufficient records stored facilities such as cabin and
shelves and this leads most of files to be placed on office tables and most of these files were lost
and sometimes they cannot be easily traced when they are needed by actions officers within the
council registry office.

INADEQUATE OF ICT FACILITIES

Due to the insufficiency of Information and Communication Technology (ICT) facilities within
the council registry office most of stationery works were done in other offices and this leads in
delaying and bureaucracy.

INSUFFICIENT WARD STAFFS

Kilindi District Council has low number of staffs and this leads to the pending of most of the
council registry office duties, most of staffs are engaging in multiple assignments and this cause
the fatigue in staffs and results in poor working performance in most of the staffs working within
the council registry office.
5.2 CHALLENGES ENCOUNTERED

UNFAIRNESS IMPOSING OF DISCIPLINE

Discipline is always one of the least popular issues to tackle in the workplace, and also the point
at which the registry office can help resolve incidents satisfactorily for employer and employees.
The disciplinary process requires plenty of evidence, and the Council registry office will often
need to obtain statements, records and other supporting data to resolve issues legally and
ethically, all of which is time consuming.

During my field training attachment at Kilindi District Council found out that, that council
registry office fails to keep and maintain accurate records of disciplinary issue. This includes
minutes of meetings, letters between employer, employee and trade union representatives, and
any follow-up activities that need to be undertaken. These records also provide a point of
reference to ensure that all parties are meeting their agreed obligations in the event of further
disputes. These records need to be easily stored and retrieved, along with any relevant contract
details. By using an integrated HR system that supports human resource process.

EMPLOYEE QUERIES
The Council registry office provides the interface between “the organization and the staff. This
means that when it comes to employment issues, disputes or queries relating to work, the
Council registry office is the point of first enquiry. During my field training attachment at Kilindi
District Council I found that the Kilindi District Council is not dealing sufficiently with queries
on pay, perks and performance management reviews on a reasonably regular basis, but also
extremely time consuming, particularly where data is not readily available is one of the serious
challenge within the council registry office. Every time a member of the Council registry office
needs to chase down a payment detail, or the specifics of a contract variation, they are unable to
focus on any of their other responsibilities. A dedicated HR system keeps employment data
centralized ready for easy retrieval and significantly reducing the time taken to answer each
query.

RELUCTANCE OF STAFFS
Some of the staffs within the municipal council registry officel, showed the tendency of being
reluctant especial when they were assigned in various duties, the unwillingness of these staffs
were due to negligence and some of the staffs they just can’t works unless they have been pushed
or supervised to perform their duties and this leads to most of council registry office duties to be
pending and delayed.
POOR WORKING PERFORMANCE;
Some of the staffs within the council registry office are not working according to the instruction
given to them by the council registry office admiration and this cause most of works performed
by them to be poor since they are performed their duties in reluctance approach.

5.3 POSSIBLE SOLUTION

INTRODUCING RELIABLE FILE MANAGEMENT SYSTEM
In order to ensure most of the files are well arranged and preserved within the office, the council
registry office should ensure most of the files within the council registry office are well
preserved and stored within the office, the files must be well arranged to avoid the loss of files
within the office

PROVISION STORAGE FACILITIES

The council registry office should ensure storage facilities are provided within the ward office so
that the records within the council registry office can be stored securely, the council registry
office office should ensure cabinets and shelves are purchased and installed within the office and
this can helps the officers within the council registry office office to store files easily and those
files can be accessed easily when needed

INSTALLING ICT FACILITIES WITHIN THE WARD OFFICE

The Kilindi District Council must ensure that ICT facilities like computer and printers are
supplied in the office to ensure that all stationery works within the office are performed in time
without being sent to other offices, this may help to reduce the cost of stationeries and hence
enhance the working performance since the ward officer can use these ICT facilities in writing
their reports and drafting their reports in a conducive environment

HIRING
Whether to complement the existing workforce or to replace staff lost through natural attrition,
the second major challenge facing the Human Resources’ department is recruitment of talent.
Kilindi District Council should finding staff with the correct blend of skills, personality and
motivation, even when the pool of available candidates is relatively large. Whether recruitment is
handled solely, or with the assistance of a third party, it is essential that the process is managed
centrally and effectively by the council registry office. Where there are dozens of applications,
the details of each will need to be recorded for review and comparison.
 CHAPTER SIX

6.0 CONCLUSION AND RECOMMENDATION

6.1 CONCLUSIONS
It is quite evident from the foregoing, that fieldwork has always been part of training and is an
integral component of education. Field Training Attachment engages the student in supervised
work practice and provides opportunities to marry theory and practice. A widely used definition
of Field Training Attachment is, “a consciously planned set of experiences occurring in a
practice setting designed to move students from their initial level of understanding, skills and
attitudes to levels associated with autonomous work practice.” Furthermore, Field Training
Attachment is an opportunity for aligning theoretical knowledge and learning, with the needs of
society and the market place. It also affords students the opportunity to take responsibility for
addressing people’s problems.

6.2 RECOMMENDATION

6.2.1 RECOMMENDATION TO KILINDI DISTRICT COUNCILRT

i. This study deal with the following recommendation to the Kilindi District Council to
improve the whole department is as follow;
ii. The Kilindi District Council should have a budget and full supervision over the funds
which will be for maintenance and emergency to reduce challenges and problems facing
the ministry and it’s official members.
iii. The Kilindi District Council administration should collect all information which was
done by the student field attachment which will enable them to investigate the causes and
possible solutions which hindering the council registry office.
iv. Kilindi District Council administration should provide short courses programs and
seminars for the employee and employer’s which will advance their knowledge and skills
on how to keeps a procurement activities in appropriate and suitable conditions for the
sake of council registry office wellbeing.
v. Kilindi District Council administration should increase number of professional and
skilled employers who will be able to work in the council registry office.
6.2 .2 TO TANZANIA PUBLIC SERVICE COLLEGE
i. ON-SITE SUPERVISORS
ii. On-site supervisors must be conducted with a person who fulfils the following
requirements. Be persons with relevant practical experience, show willingness to have
regular contact with the student on field attachment, have reasonable ethical and
professional conduct and be willing to engage in a learning experience with the student
on field attachment.

iii. ACADEMIC SUPERVISORS

iv. Supervision must be done by qualified academic staff i.e. tutor and above. Schedules of
the academic supervisors must be communicated to the partners and or field supervisors
in advance. The supervision reports must be written on the spot and copies given to the
student and the field attachment coordinator. The Institute (TPSC) shall develop penalties
for academic supervisors whose performance in the field will be found to be wanting or
in breach of professional conduct.
REFERENCES

Julie McLeod (2002); Effective Records Management: Practical implementation of BS ISO

15489-1, Volume 21; BSI British Standards Institution; ;>https://books.google.co.tz>retrieved at
07th December 2020

kilindidc.go.tz);>https: >retrieved at 07th December 2020