Examining Regulatory Compliance in E-Records Management in the Selected MDAs and LGAs in Tanzania

Abstract

This study examined regulatory compliance in selected Ministries, Departments, and Agencies (MDAs) and Local Government Authorities (LGAs) in Tanzania. The study focused on three objectives: staff awareness of regulatory frameworks, the relevance of existing frameworks to e-records management and the availability of resources to support compliance. The study was guided by the International Records Management Trust (IRMT) E-Readiness Tool. A pragmatist approach was adopted, using a convergent parallel mixed-methods design. A total of 238 respondents were included in the study using a census approach. Data were collected using questionnaires, interviews, document review and observations, allowing both quantitative and qualitative data to be gathered. Quantitative data were analysed with SPSS version 21, while qualitative data were analysed through thematic analysis. The findings show that staff awareness of regulatory frameworks and their legal responsibilities regarding e-records management is generally low. The study also found that many existing regulatory frameworks are poorly aligned with current requirements for e-records management. In addition, institutions face limited resource capacity, especially in trained personnel, ICT infrastructure, and financial support, which affects compliance with e-records management. The study concludes that regulatory compliance in e-records management remains low across the studied institutions. It recommends improving resource allocation, reviewing and updating relevant legislation, and strengthening staff awareness and capacity to support effective e-records management practices.