Contribution of Land Records Management Towards Adherence of Administrative and Governance Challenges

Table of Contents

Certification ........................................................................................................... 2

Declaration.............................................................................................................. 3

Acknowledgement ............................................................................................... 3

Dedication.................................................................................................................. 5

List of Abbreviations and Acronyms ....................................................... 6

List of Tables ......................................................................................................... 11

List of Figures ....................................................................................................... 11

Abstract .................................................................................................................... 13

Chapter One ............................................................................................................ 14

Introduction and Background of the Study ................................... 14

1.0 Introduction ................................................................................................................ 14

1.1 Background of the Study ............................................................................................ 14

1.2 Statement of the Problem ........................................................................................... 16

1.3 Objective of the Study ............................................................................................... 17

1.3.1 Main Objective ........................................................................................................ 17

1.3.2 Specific Objectives. ................................................................................................ 17

1.4 Research Questions. .................................................................................................... 18

1.5. Scope of the Study .................................................................................................... 18

1.6 Significance of the Study. ........................................................................................... 18

1.7 Limitations .................................................................

Chapter Two ........................................................................................................... 21

Literature Review ............................................................................................. 21

2.0 Introduction ................................................................................................................ 21

2.1 Theoretical Literature Review ...................................................................................... 21

2.1.1 Concept of Specialized Records ............................................................................... 21

2.1.2 Land Record Management ........................................................................................ 21

2.1.3 Major Contributions of Land Record Management in Adherence of Administrative Hassles in

Land Sector. ....................................................................................................................... 23

2.2 Theoretical Framework ............................................................................................... 24

2.2.1 Record Life Cycle Model .......................................................................................... 25

2.2.2 Big Bucket Theory .................................................................................................... 27

2.2.3 Records Continuum Model ..................................................................................... 28

2.3. Empirical Literature Review ....................................................................................... 29

2.4 Research Gap .............................................................................................................. 30

2.5 Conceptual Framework .............................................................................................. 31

Chapter Three ....................................................................................................... 32

Research Methodology ................................................................................. 32

3.0 Introduction ................................................................................................................ 32

3.1 Research Design......................................................................................................... 32

3.1.1 Case Study Design. ................................................................................................... 32

3.2 Study Area................................................................................................................... 33

3.3 Population of the Study .............................................................................................. 33

3.4 Sample Size And Sampling Methods ........................................................................... 34

3.4.1 Sample Size ............................................................................................................. 34

3.4.2 Sampling Techniques ............................................................................................... 35

3.5 Data Collection ........................................................................................................... 36

3.5.1 Primary Data ........................................................................................................... 36

3.6 Data Analysis .............................................................................................................. 38

3.6.1 Qualitative Data Analysis ......................................................................................... 39

3.6.2 Quantitative Data Analysis ....................................................................................... 39

Chapter Four .......................................................................................................... 40

Data Presentation, Interpretation and Discussion .................... 40

4.0 Introduction ................................................................................................................ 40

4.1 Demographic Characteristics of Respondents ........................................................... 40

4.1.1 Sex........................................................................................................................... 41

4.1.2 Educational Level ..................................................................................................... 41

4.1.3 Working Experience ............................................................................................... 42

4.1.4 Departments of Respondents .................................................................................... 42

4.2 Factors that Affecting Management of Land Records ................................................... 42

4.2.1 Handling of Land Records by Households ................................................................. 42

4.2.2 Handling of Land Records by Rmo and Land Officers at Mbinga Dc ...................... 43

4.2.3 Factors that Affecting Management of Land Records at Mbinga Dc ........................ 44

4.3 Consequences of Improper Land Records Management ............................................... 48

4.3.1 Unfair Decisions Made on the Issue of Solving Land Related Disputes ...................... 48

4.3.2 Loss of Citizen’s Trust in Their Government ............................................................. 49

4.3.3 Endless Land Disputes Occurs Between Two Parties .................................................. 50

4.4 Alternative Measures That can be Taken to Settle Administrative Hassles in Land Sector…

  51

4.4.1 Control Storage and Access ...................................................................................... 51

4.4.2 Record Track and Monitor....................................................................................... 52

4.4.3 Establishment of Erms .......................................................................................... 53

4.4.4 Employees Training ................................................................................................. 53

Chapter Five ........................................................................................................... 55

Summary, Conclusion and Recommendations ................................. 55

5.1 Introduction ................................................................................................................ 55

5.2 Summary of the Study ................................................................................................ 55

5.3 Conclusion ................................................................................................................. 56

5.4 Recommendations ...................................................................................................... 58

5.5 Areas for Further Study ............................................................................................... 58

References ............................................................................................................... 60

Appendices ................................................................................................................ 63

ABSTRACT

The purpose of this study was to understand the contribution of land records management towards adherence to administrative and governance challenges in the land sector, the case of Mbinga DC. The study was guided by three research objectives which are to: evaluate factors that affect the management of land records, to determine consequences that can happen if land records are not well managed and to determine alternative measures that can be taken to settle administrative hassles in the land sector.

The study was underpinned by a case study design whereby a sample size of 23 was selected through convenience sampling techniques. The researcher used interviews, questionnaires, observations and documentary reviews as the tools of data collection; whereas the qualitative data were analyzed by content analysis and quantitative data were analyzed by Microsoft excel.

The findings of the study show that; administrative and governance challenges in the land sector occur due to several factors. These factors include poor storage facilities, technological obsolesces, lack of skilled personnel, and poor government support. The existence of these factors automatically influences the occurrence of some consequences in some district councils. These consequences include unfair decisions that can be made on the issue of solving land-related disputes, loss of citizens' trust in their governments, and endless land disputes occurring between two parties (negotiators). Also, the findings come up with alternative measures that can be taken in order to settle administrative hassles in the land sector. This measure includes; control storage and access, record track and monitor, document retention, the establishment of ERMS and employee training.

The researcher recommends that there is a necessity for the government to ensure each public office possesses enough quality facilities such as shelves and cabinets for better management of records. Also, in order to adhere to hassles that exist in the land sector, there is a need for government to recruit personnel who are competent in both fields of law and records management. Again, in order to address the hassles that exist in the land sector, there is a need for government to create a conducive environment for public institutions to adopt ERMS.