Electronic Record-Keeping and Management Efficiency: A Case Study of Sokoine University of Agriculture, Tanzania

Abstract

This study explores the role of electronic record-keeping practices in enhancing the management efficiency of public universities in Tanzania, with Sokoine University of Agriculture (SUA) serving as the case study. As universities expand and become more complex, the need for efficient, accurate, and accessible information systems becomes critical. Traditional paper-based records, though still dominant in many institutions, have been shown to be slow, prone to damage, and inefficient in terms of retrieval and storage. The study aimed to examine three main aspects: the current record-keeping practices at SUA, the university’s preparedness in adopting electronic systems, and the impact of these systems on management efficiency. A Quantitative and qualitative research design was employed using semi-structured interviews and document review. Fifteen purposively selected university staff members from key departments such as Hr, Bursar, Registry participated in the study. Quantitative and qualitative analysis was used to interpret the data. Findings revealed that SUA operates a hybrid record management system where paper-based filing remains dominant, but electronic systems are increasingly used in departments such as finance, ICT, and student services. Electronic platforms like LAWSON, SUASIS, and GEPG are in use, albeit with varying levels of adoption. The benefits of electronic systems were found to include faster document retrieval, improved communication, reduced operational costs, and increased transparency. However, challenges such as insufficient infrastructure, dependence on IT personnel, inconsistent internet connectivity, and limited staff training hinder the full utilization of these systems. Additionally, a lack of formal guidelines and policies further weakens the integration and sustainability of electronic record management. The study concludes that while electronic record-keeping has clear potential to improve management efficiency in public universities, its success depends on adequate investment in infrastructure, capacity building, and policy development. It recommends full automation, regular training, and strong institutional support to ensure effective and sustainable implementation of digital record-keeping practices in higher education institutions.