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TANZANIAN RESEARCH

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Sunday, January 28, 2018

TANZANIAN RESEARCH

THE UNITED REPUBLIC OF TANZANIA
PRESIDENT’S OFFICE
PUBLIC SERVICE MANAGEMENT
TANZANIA PUBLIC SERVICE COLLEGE
(TPSC)
SINGIDA CAMPUS

NAME OF DEPARTMENT              : RECORDS AND ARCHIVE MANAGEMENT.
COURSE NAME                               : BASIC TECHNICIAN CERTICICATE IN RECORDS
                                                                                        MANAGEMENT
                                                                                              (BTCRM)
YEAR OF STUDY WAS CONDUCTED AT: TANZANIA ELECTRICAL MECHANICAL
                                                                               AND ELECTRONICS SERVICE AGENCY 
                                                                                                     (TEMESA)
FIELD REPORT PERIOD                             : 15 JUNE-15 JULY 2015
NAME OF STUDENT                                    : NYABASAMBA .Z. WARIOBA
REGISTRATION NUMBER                         : BTCRM01/15/S.2214
NAME OF SUPERVISOR                             : MOHAMED ISSA











ACKNOWLEDGEMENT
This field report would not be success without field practice and to acknowledge some key people who helped report writer in this filed report in in ideas generation, rephrasing and subsequent writing an her side, report writer know it is not possible to meet all of them but first report writer thank her parent for giving report writer chance of living from starting point up to ending point of her field work.
Second report writer thank her parent for giving report writer a chance of getting knowledge of record Management department of Tanzania Public and also for their support for education affairs. report writer thank Mr Ibrahimu Masanja, Miss Dorica Mshana and Mr Arthor  secha for their support in report writer all field Management department of Tanzania Public service collage in Singida campus Mr sospeter  her also thank all who contribute their views, ideas, opinion and advice in success of this field report opinion their leaning process and her member group supported  report writer from preparation up to completion of this field report.
















                                                                                                                                                              
SUMMARY/ABSTRACT
Field attachment was conducted at TEMESA at Dar-es-salaam region.
     The objectives of field attachment program were to develop student understanding of work ethics’; employment demand, responsibilities and opportunities. Also to coordinate record management and department activities also to provide effective control appropriate security and management over the creation, maintenance use and disposition of all record within a department.
     The duties performed in report writer field attachment were receiving and recording eases receiving and distributing mails access to cases record and to make reiteration schedule for the cases assigned.
    Major challenges from report write attachment program at Ilala district resident, TEMESA were shortage of registry staff, lack of enough facilities, lack of enough cooperation among staff member.
     Conclusively that TEMESA the aims of stablished district is to ensure that provision of accessible system of justice that engenders high degree of public trust and confidence. To the side of TPSC it show that it provides chance for students to undergo field attachment through in both side there is benefits and weakness. The benefit from TPSC is to give students this chance for undergo practical program but the weakness is lack to send facilitators in area of field attachment in side of TEMESA the weakness are shortage of staff and facilities while benefit there is cooperation at all.
    Recommendation in registry office the author recommended the organization or institution to buy or purchasing all equipment and machine, also to have enough trained staff so as to conduct effective and in official duties.














(ii)

TABLE OF CONTENT.
Acknowledgement …………………………………………………………………………………………i
Summary……………………………………………………………………………………………...……ii
Table of contents………………………………………………………………………………………..…iii
List of figures……………………………………………………………………………………………...iv
List of table………………………………………………………………………………………………..v
List of abbreviations………………………………………………………………………………..…….vi
2.1   CHAPTER ONE
Introduction.
1.1Background of field attachment………………………………………………………………………….1
1.2 Background of the organization attached to………………………………...…………………………..2
1.3 Major activities of the department……………...…………………………………………………..…...3
1.4 Structure of the Organization………………...………………………………………………………….4
1.5 Distribution of registry staff………………………..……………………………………………….…..5
2.2   CHAPTER TWO
2.1 Duties and responsibility assigned……………………………………………………………………..6
2.2 New knowledge and skill gained during field attachment………………………...…………….…….6
2.3 Level of accomplishment of the duties assigned……………….………………………..……………..7
2.4 Relationship with other staff……………………..…….…….…………………….…………………..7
2.5 Thing enjoyed most and why……………………………………………………….…………………..7
2.6 Thing enjoyed least and why……………………………………………………………………………7
2.7 Problem experienced and how to handle………….……………………………….……….…………..7
2.8 Major benefit derived from field attachment program……………………………….……….………..8
3.0 CHAPTER TREE
3.0 Conclusion and recommendation……………………………………………………………….…….9
3.1 Conclusion……………………………………………………………………….…………….……...9
3.2 Recommendation……………………………………………………………………………….……..9             
(iii)
LIST OF FIGURES
Figure of Organization


























(iv)
                                                                                                       
LIST OF TABLE
TABLE ONE: Distribution of registration staff of organization of Tanzania Electronic Mechanical and Electronics service Agency( TEMESA) Basing on their gender……………………………………………………Pg 7
























(v)
LIST OF ABRIVIATION (ACRONYMS)
BSSD –Business support services Division
CE -Chief executive
EAMC - Economic Analysis, Marketing and Customer
EHFSD - Equipment Here and Ferry Service Division
HRM - Human resources Management
HRO - Human Resources Management
MAB- Ministerial advisory Board
0S- Office supervisor
PMWD-production and Maintenance work
P S  -Procurement and supplies
TAQM-Technical advice and quality Management
TEMESA- Tanzania electrical Mechanical and electronic service Agency













                                                                                             

(vi)
CHAPTER ONE
BACKGROUND OF FIELD ATTACHMENT PROGRAM.
Field attachment is the process where by a student is given time or a chance to test his their skills and knowledge obtained from the class into practice and action, perform them practically way in this situation a student gets to know office principles and duties and understanding work and envelopment, also helps help the students to have some knowledge and prepare them for the work
The general objective of the field attachment program
To enable student  get hand on life experience at work place
To provide an opportunity for student to apply the principle and techniques practically at work peace
To develop  student understanding to work ethics like punctual good time manager totality and honest employment demand responsibility and opportunities
The specific object of field attachment program.
Learn how to open new file
To learn how to sorting and filing file
To learn how to distribution letter in different process
To learn how to operate office machine














                                                                                                 
                                                                                            
1.
HISTORY BACKGROUND OF TEMESA
The Tanzania Electrical Mechanical and Electronics service agency ( TEMESA) is an Agency under the ministry of work establish under the authority of the  executive Agencies act MV 30 OF 1997 BY AN Establishment order by the minister for works through movement notice No 254 of 26th August, which was to improve service and increase both effectiveness and affiance of operation, TEMESA was specifically different and effective electrical mechanical and electronic services reliable and safe ferry transport service and hiring of equipment to government institutions and the public at large.
The ministry of work established the Tanzania   electrical mechanical and electronic service agency reliable and so as to achieve the following objectives;
To improve the delivery of public service.
To create enabling environment conclusive to efficient and effective management.
To improve the quality of service which were previously being provided by elected and mechanical (E & M) Division in the Ministry.
To promote the potential for the continuous improvement of the service to the satisfaction of the customers and the public.
MISSION, VISSION AND CALL VALUE OF TEMESA
MISSION OF TEMESA.
To provide competent sci-fi and value for material electrical mechanical and electronic engineering service to both public and private customers as well as running safe and reliable ferry service and hiring out plant and equipment.
VISION OF TEMESA.
A well management customer focused and highly performing engineering service that compares favorably with the private engineering organization in Tanzania by 2016.










2.
1.3   MAJOR ACTIVITIES OF TEMESA DEPARTMENT.
The department is mostly performing the following activities.
 First is store all open document or files of the whole organization  and to control movement of files from one department to another through good filling system of document in order  to simplify its tracing when register.
    Also performed the duties of recording and arranging document and files four the efficient  and timely reviewing and tracing files in case and be able to produce them quickly by procedures
    To receive visitors and customers from different place and handling them of through providing good services they register so as to make that satisfy,
     Preformism the duties of registering files opening new file the closed files indexing and building up control of files which up on which uses depend on the information about the organization daily activities.
       Receiving  incoming mails that interning in the organization and directing them to the specific department as addressed by     the sender and to dispatching all outgoing letters.
















                                                                                              
3.
DISTRIBUTION OF REGISRY STAFF OF TEMESA

 Tanzania electronical Mechanical and Electronics Service Agency.
       DEPARTMENT
  NUMBER OF WORKER
        TOTAL
            TEMESA
               4
               5
             9

Distribution of registry staff of TEMESA (Tanzania Electronical Mechanical and Electronic service Agency)



















                                                                           
5.
CHAPTER TWO
2.0 EXPERIENCE
2.1 DUTIES AND RESPONSIBILITY ASSIGNED
   Duties and responsibility assigned to report writer when conducting field attachment at TEMESA.
 Filling Mails, means the process of arranging indexing and keeping record so that they can easily be located when needed report writer to file easily be using procedure required which includes
Putting letter in appropriate file
Punching  a hole in the letter
Securing the letter with a tag
Cross- reference if necessary
Complete Transit trader
Complete Transit sheet
       Criating new files, File is an assembly of document kept together because they relate to a particular subject transections or activity, when document receive into the registry report writer was done by checking the keyword index under each heading if there was no appropriate file, it required to create new file by writing their number, report writer was done this by using numerical method.
        Handling outgoing mails refer to the letter from office to the customers send as repels. At Temesa report writer was given the duty to the outgoing correspondence register and dispatch them in order to each the duties by using post office or dispatch book.
          Closing file, report writer was also given a duty of closing a file in order to avoid the accumulation of inactive records in the registry closed file need to remove. Also closed files were send to a semi- current strong location where the records can be maintained until they are ready for final disposition.
           In addition, report writer was given a duty a handling incoming mail Are the post received in the office or registry. May enter the office through poster, through faxes, through hand and by mail. Report writer used to handle incoming mail by following procedure which are following
Place the envelope against the fight to ascertain position of content avoid damaging them
Open it promptly, preferable before a witness
Date stamp the mail
Record the mail into incoming correspondence register.
Send urge mail for action immediately
Out mail in mail box ready for previewing
2.2 NEW KNOWLEDGE AND SKILL GAINED
During the field period report write have obtained knowledge of arranging file in different system that horizontal file arrangement
   To develop the student skill and knowledge on how to fulfill the transit sheet and transit sheet and transit ladder is done.
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    To provide an opportunity for a student to know how to create a new file arranging   file and filling letter in record office.
      Proving a chance for the student to understand on how file the different files that are requiring in the record office.
      Report write obtained the knowledge on how the new file it the current (previous) file can work anymore.

2.3 LEVEL OF ACCOMPLISHMENT OF THE DUTIES AND RESPONSILITIES ASSIGNED.
Report writer accomplished will duties without and supervision which report writer had been assigned to do during her filed attachment period the officer used to comment well on the way on the her duties that in report writer daily performance
2.4 RELATIONSHIPS WITH OTHER
Report writer hand a good relationship with her follow workers since report writer was the rearm player (good cooperative person) in the field attachment period this is the situation that made me to perform well her duties in the proper condition when report writer was in the field attachment
2.5 THINGS ENYOYMENT AND WHY
Report writer enjoyed the meal, allowance that report writer had hade offered by the head of the department of going home before the according instead of going home before the time allocated then report writer enjoyed transportation system because there was bus fare that had offered by the head of the he head of the department also so that to reach home vert soon
2.6 THING ENJOYED LEAST AND WHY
Good cooperation between worker within the department that report writer worked this was due to go  to good governance in the origination so far that moment situation it made me  lastly her enjoyed the breakfast that her offered by heard of the department and other officers so as this condition it made me to participate on her duties with fully heath and strong emotion
2.7 PROBLEM EXPERIENCE AND HOW WASHANLED
       Poor storage facilities in the department there was lack of storage facilities so that problem it lead to the rise of misplacement of file misallocation of document, Missing of file and so long time search the file when it is needed by the head of the department.
       Lack of trained record staff, during the field attachment period report writer experienced such problem concerning lack of trained record staff so for that moment report writer observe that most of the office in the department there was lack code ethics in the department there was lack of code ethics since most of the office scorching for the different need so   this problem it was led to poor Outremer care poor deriver of provided.
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POSSIBLE SOLLUTION FOR THE EXPLAINED PROBLEM
   Enough number of trained staff should be employed in order to make more development in the department as well as to facilitate provision of better service in the organization.
  Also enough capital should be provided by the government so as to improve record afferent records  officer to develop since the are provided different records as well as for provided different record  as well as for appearance of Organization  activities whole Dar es salaam, Ilala municipal council.

2.8 MAJOR BENEFITS DELIVERED FROM FIELD ATTACHMENT PERIOD
  The major benefits of field attachment were to enable student on how different duties handled in office practically like.
     Good skills of the registry office this is the main benefit report writer derived from the field attachment problem period the staff workers were and in good skills.
      The report writer learn on how to serve or to care customers who come to the registry and wants service about application of job attachment as the record manager  assistance (RMA)  report writer have responsible to provide service the report writer gets the knowledge on how to open the new file, If file are too thick or three centimeter is must be closed and opened new files and writer new volume Example file which closed is” STUDENT RESEARCH ATTACHMENT VOL  1” So that the second file it can writer “ STUDENT RESEARCHER ATTACHMENT VOL 2”
         The report writer learn on how cooperate with works and respect each other in the field period the report writer know how to cooperate and respect for workers and other in organization
          A part from that also the report writer benefited much on how workers performed their duties with adherence to rules, regulation procedures even ethics at working.










8.
CHAPTER THEREE
3.0 CONCLUTION AND RECOMMENDATION
3.1CONCLUSION
  The field attachment program is good idea for student as part of their student this is because it develop student to understanding of work ethics employment demand responsibilities and opportunist
     Also the program provide chance for student to apply the principle and techniques practically
     Also in field attachment they are some weakness   which makes student to perform the duties in rag way as follows.
       Absence of facilitators from TPSC during field attachment facilitators are hells sent to the area of field attachment therefore for the side of TPSC  it’s hard to know whether student have conduct field not
        The time of field attachment is not enough so the student cannot understand all duties and experienced more about their profession

3.2 RECOMMENDATION
  Report write recommend for TPSC management to send facilitators into areas were field attachment are conducted.
Also management have  to increase the time for field attachment so that the students can get hands on/ real life experience they are expected to work in when they graduated.
Report write recommended for the side of TEMESA to recruit more staff at the registry department so as to increase efficiency and effectiveness in service provision. Also recommended TEMESA to add facilitates and to follow work ethics so as to fulfill the goals. 
                                                                 










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