Assessment on the Use of Keyword Classification Scheme in the Management of Local Government Records in Tanzania: A Case Study of Singida Regional Administrative Secretary Office

Abstract

This study examined how the Keyword Filing Classification Scheme is used to manage local government records at the Singida Regional Administrative Secretary’s Office in Tanzania. Using a qualitative case study design, data were collected from 20 purposively
selected participants through interviews, document review, and observation, and then analysed thematically. Findings showed that staff generally understood the scheme and used it as the main tool for classifying, storing, and retrieving records. It improved
file organisation and information accessibility, but implementation was uneven across departments. Problems included outdated keyword lists, inconsistent application, limited integration with electronic records systems, inadequate training, insufficient staffing, and weak technological support. Compliance with legal and regulatory requirements was moderate, while institutional guidelines and monitoring mechanisms remained limited. The study concludes that the scheme remains important for effective records management, but its performance can be improved through regular training, periodic updating of classification structures, stronger compliance measures, and greater integration with electronic records management systems. These changes would help reduce misfiling, speed retrieval, and support more consistent record governance across the office and related local government units.