THE UNITED REPUBLIC OF TANZANIA

PRESIDENT’S OFFICE

PUBLIC SERVICE MANAGEMENT AND GOOD

GOVERNANCE

TANZANIA PUBLIC SERVICE COLLEGE

MTWARA CAMPUS

DEPARTMENT OF RECORDS AND INFORMATION MANAGEMENT

FIELD ATTACHMENT TRAINING REPORT

NAME OF THE COLLEGE : TANZANIA PUBLIC SERVICE COLLEGE

STUDENT YEAR OF STUDY : OCT 2022 TO OCT 2023

FIELD ATTACHMENT PERIOD : 20 February TO 17 march 2023

ORGANIZATION ATTACHED : DODOMA CITY COUNCIL (DCC).

NAME OF STUDENT : MAIMUNA TWALAHA MOHAMED.

REGISTRATION NUMBER : DRM.09/22/MTW.2965.

NAME OF THE SUPERVISOR : SIR.MUHADHIRU NAWEMA.

A Field Attachment Training Report Part all Fulfillment of the Award of

Technician Certificate in Records and Information Management in the Tanzania

Public Service College

MARCH, 2023

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 DECLARATION
My name is MAIMUNA TWALAHA I declare that without any force this field report is work of my hand
according to field attachment training without any copy and will not be presented to any other institution or
any other collage for Technician Certificate In record management (DRM)

STUDENT NAME. MAIMUNA TWALAHA MOHAMMED. DRM.09/22/MTW.2965.

SIGNATURE ………………………

DATE…………………………

SUPERVISOR NAME …………………………………………………………

SIGNATURE……………………………

DATE………………….

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 ACKNOWLEDGEMENTS
First of all I would like to thankful to almighty God who giving me the life and energy also for
giving ability of done during filed training and up to prepare well my field report.

Also would like to give special thanks to management of Tanzania public service collage (TPSC) for
giving me chance of going to be trained practically so as to increase my knowledge and skills and altitude in
duties with excellent studies through the entire course of record management.

More thanks should go to supervisor who supervise me during field training because can lead me to
learn more and to understand how file census are connected.

Finally, would like to thanks my lovely parents like my mother for gave me cooperation like paying
me money indoor to prepare my field report. A

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 SUMMARY /ABSTRACT
This field report indicates the entire activities in Record management this is the part of first semester level of
academic is Technician Certificate in Record Management. This helps student to understand on how to
perform their work effectively as well as to get experience and more skills.

During my field training performed various duties including dispatching outgoing mails, finding files which
needed for action officer, receiving incoming mail, conducting file census to save customers who come for
his needs and wants and using file movement which used to register all files which is dispatched or out in
registry.

Also, field report indicates the objective that is to enable the student to get knowledge and experience in
performing work. And also, the challenges of field attachment show in chapter two.

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 TABLE OF CONTENTS
DECLARATION................................................................................................................................................i

ACKNOWLEDGEMENTS...............................................................................................................................ii

SUMMARY /ABSTRACT...............................................................................................................................iii

TABLE OF CONTENTS..................................................................................................................................iv

LIST OF ACRONOMY AND ABBREVATION..............................................................................................v

CHAPTER ONE................................................................................................................................................1

INTRODUCTION..............................................................................................................................................1

1.1: BACKGROUND OF THE FIELD ATTACHMENT PROGRAM............................................................1

1.1.1 MEANING OF FIELD ATTACHMENT.................................................................................................1

1.1.2 The objective of field attachment (General and specific objective).........................................................1

1.2 BACKGROUND OF THE ORGANIZATION...........................................................................................2

1.2.1 HISTORICAL BACKGROUND OF DODOMA CITY COUNCIL........................................................2

1.2.2 VISION MISMTWWSION AND OBJECTIVE OF DODOMA CITY COUNCIL................................3

VISION...........................................................................................................................................................3

MISSION........................................................................................................................................................3

OBJECTIVE...................................................................................................................................................3

I.3: MAJOR ACTIVITES OF DODOMA CITY COUNCIL............................................................................3

1.4:ORGANIZATION STRUCTURE OF DODOMA CITY COUNCIL.................................................4

CHAPTER TWO...............................................................................................................................................5

EXPERIENCE...................................................................................................................................................5

2.0 DUTIES UNDERTAKEN IN DODOMA CITY COUNCIL......................................................................5

2.1 PROFESSIONAL EXPERIENCE AND SKILLS ACQUIRED IN DODOMA CITY COUNCIL............6

2.2: DUTIES ACCOMPLISHMENT LEVEL IN DCC....................................................................................7

2.3 RELATION WITH OTHER STAFF IN DCC.............................................................................................7

2.4 THINGS ENJOYED MOST IN DCC..........................................................................................................7

2.5 THINGS ENJOYED LEAST DCC.............................................................................................................7

2.6 PROBLEM AND CHALLENGES ENCOUNTERED BY THE DEVELOPMENT AND HOW TO

HANDLE THE PROBLEMS............................................................................................................................8
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CHAPTER THREE............................................................................................................................................9

CONCLUSION AND RECOMMENDATION.................................................................................................9

3.1 CONCLUSION............................................................................................................................................9

3.2 RECOMENDATION...................................................................................................................................9

REFFERENCES..............................................................................................................................................10

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 LIST OF ACRONOMY AND ABBREVATION

CE.........CITY ENGINEER

MLS......MUNICIPAL LAND SURVEY

MUPLO.........MUNICIPAL URBAN PLANNING LAND OFFICER

CCDO.......CITY COMMUNITY DEVELOPMENT OFFICER

CDO...CITY DEVELOPMENT OFFICER

OS....OFFICE SUPERVISOR

RMA......RECORD MANAGEMENT ASSISTANCE

ME....MUNICIPAL ENGINEERING

MEPLO....MUNICIPAL ECONOMICS PLANNING AND LOCATION OFFICER

CHRO......CITY HUMAN RESOURCE OFFICER

CD........CITY DIRECTOR

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 CHAPTER ONE

INTRODUCTION

1.1: BACKGROUND OF THE FIELD ATTACHMENT PROGRAM

Record is information which created or received in a paper or electronic form and kept or
maintained to serve daily activities in the organization or individual.

1.1.1 MEANING OF FIELD ATTACHMENT

Is a field based practical training experience that prepared student for the task they are
experienced to perform on completion of their study.

1.1.2 The objective of field attachment (General and specific objective)

The following are the objectives of field attachment program. There are general and specific
objective. The following are the general objective

 To Provide good service in participatory and good governance.

 To provide an opportunity for student to apply the principles and techniques
practically learnt into real life.
 To develop student understanding of work ethic employment demand responsibilities
and opportunity.


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1.2 BACKGROUND OF THE ORGANIZATION

1.2.1 HISTORICAL BACKGROUND OF DODOMA CITY COUNCIL

Many years ago, this town called Dodoma was known as Calangu (Chalangu). These
migrants were different in their behavior, the mangala and the Bambali lived in the bush and
were hunters eating meat and honey. And the herdsmen and the herdsmen were farmers and
herdsmen. These people were naturally cowards so when some people started coming in from
the northern hemisphere, western moons and southern hehe these people left and went to live
elsewhere.

The reason for these migrants being called gogo, is due to the moon traders as they were
passing with their goods to the Coast for trade, when they reached between Itigi and Manyoni
they found a large tree had fallen and blocked the road, so for a long time they had to sleep
on one side before crossingon the other side of the tree (log).this made them whenever they
were asked where they slept before continuing the journey they said they slept on the log.
Thus, these migrants became known as logs (logs) from that log. In 1912 came the German
Dr. spreling (Spelenje), and to establish its own stronghold, the fort is now the office of the
Prime Minister. The office where he used to work for the administration and decision making
of criminals (imprisonment, flogging and execution) is now the CCM Dodoma Urban District
Office. The garden he loved to visit and relax was the Kikuyu area which is now St. Paul's
University. John’s, the area at the time was a hotbed of wildlife reviews from the northern
parks (Arusha) to the southern parks (Mikumi). it was the reviews of the animals that led to
the change in the name of the area after the elephant became extinct in the swampy area near
Mazengo High School which is now St. Paul's University. Johns. This degeneration of the
Kigogo language is known as IDODOMIA so after this deed the name changed from Calangu
(Chalangu) to Idodomia (DODOMA). The city of Dodoma was officially declared the
headquarters of the Party and the Government under section No.320 of in 1973.thereafter
success events followed. In 1980 the city of Dodoma was given the status of a Municipality.
In 1995 the government decided that all parliamentary activities should take place in
Dodoma. Parliament officially began its work in February 1996

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1.2.2 VISION MISSION AND OBJECTIVE OF DODOMA CITY COUNCIL

VISION
Based on the current status Dodoma city Council in the next 10 years intends to improve
economic and social services, Good Governance, protect the environment for sustainable
Socio-Economic development.

MISSION
Dodoma city Council shall continuously improve and deliver better and sustainable economic
and social services, maintain peace and order, enhance environmental protection, facilitate
decentralization and work towards poverty alleviation.

OBJECTIVE
 To maintain achievement in the organization by increasing good cooperation among
workers.
 Timely disposition of all customers who need service either is need his or her
certificate of occupancy.
 Social welfare, gender and community empowerment improved
 Quality and quantity of socio-economic services and infrastructures increased
 Promoting respect for all customers and Record management assistance.
 HIV/Aids Infection Reduction
 Effective resource utilization

I.3: MAJOR ACTIVITES OF DODOMA CITY COUNCIL

 formulating, regulation and co coordinating development plans, projects and
programmers
 Making by laws to implement national and local policies promote peace and security
to the community
 To create conducive working environment for efficient ad effectively delivery of
supportive service to the community

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  Letting of shop
 Control of sanitation and sewerage works
 Promoting socio –economic welfare and wellbeing of the people in low in local area
 Collecting and making optimum utilization of revenue
 Maintain order and Good governance

1.4:ORGANIZATION STRUCTURE OF DODOMA CITY COUNCIL

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Figure 1:Organization Structure Of Dodoma City Council

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 CHAPTER TWO

EXPERIENCE

2.0 DUTIES UNDERTAKEN IN DODOMA CITY COUNCIL

The following activities/duties was undertaken in registry

 To ensure all incoming mail and outward mail are stamp dating before putting in mail
box this was my daily activities taken at department of land

 To conduct file census in order to know all files which is outside the organization and
to know which action officer deal with and also help to avoid wastage of time when
searching file which needed in order to be work on

 Creating new file especially temporary file this occur when we receive a mail which
was no suitable files or new activities initiated on organizations for short period of
time.

 Re-writing requesting form of deed plan and acknowledgement, this are forms that
used in order to know the maps of area which need a certificate of occupancy because
without deed plan the corticated of occupancy cannot complete and acknowledgment
is the offer which giving a customer in order to wait for get his/ her certificate of
occupancy

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2.1 PROFESSIONAL EXPERIENCE AND SKILLS ACQUIRED IN DODOMA CITY
COUNCIL
 To ensure all incoming mail are stamped and recorded in a major mail control tool.
That is a work my supervisor orders me to conduct daily. Incoming mail is recorded
on incoming mail correspondence registered book.
 To keep and arrange files in files storage, such as cabinet and shelves in order to
secure files, to keep files clean and make easy on retrieving of files.
 To sort and distributing the mails. I was sorting the mails before distribute in order to
know the categories of those mails that we receive either personal mail or
organizational mails which enable to send a mail to a respective officer.
 To dispatch incoming mail and outgoing mail
 Filing a document in respective file. In order to keep related document together to
ensure long term preservation of records also to keep documents tidy and clean in
organization always we filing document.
 To Record all the incoming and outgoing mails. Those mails that we receive in
organization recorded, incoming mail is recorded in incoming correspondence
registered book and those outgoing mail recorded in outward correspondence
registered book...
 I experience the skills of using dispatch book.
 I got experience when receiving incoming mails before filling they must be record in
the incoming book for evidence in the office.
 I got skills on how to use office machine especially punching machine staple machine
and shredding machine in the office
 I get knowledge on how to be welcomed customer, this makes me to know how to
communicate customer because they have different types of customers so they need to
use good communication skills and listening skills in order to build good cooperation
 Also, I experience how to arrange file into the respective shelves.

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2.2: DUTIES ACCOMPLISHMENT LEVEL IN DCC
According to duties and task assigned by supervisor during field training so I accomplished
my responsibility In90% and remain10% this is due to the lack of standard equipment and
good storage Facilities

2.3 RELATION WITH OTHER STAFF IN DCC

During field performing in an organization there was good human relation with other staff
where by all staff perform their task with high morale and cooperation. This good human
relation and Communication to the work place enable the achievement of organization goals
and relationship between staff that support me in gained new idea advise me on how to use
some of equipment example compute and photocopy machine in order to save time and
apology work.

2.4 THINGS ENJOYED MOST IN DCC

 Relationship between staff and other servants, during my field training I was
cooperating with other staffs to perform different duties easily that enable to
accomplish work on time and simplify work.

 . I enjoyed to gain new knowledge and ideas with my fellow students and officers
whom help me to learn more and practically because help me to increase knowledge
and skill in registry.

 I enjoyed through services like breakfast and lunch that makes me to be healthy and
powerful in performing duties in an organization.

 . In my field training I was enjoyed through training because help me to get new
knowledge in performing duties as a Record management assistance.

2.5 THINGS ENJOYED LEAST DCC

 Lack of office machine and stationeries. Enjoyed least because there were no
equipment to enable easily performance of working

 High population of customer and small number of action officer that lead customer
complaint because they use many times to help one customer without helpful with
other officers.

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  Communication Barrier, always occur between client and staff at the organization
because some clients came at the organization with different problem and they have
difficult customer that come in the organization and not understand that you talk this
because of lack of education about service that they want to be helpful.

 . I was enjoyed through dispatching files to the action officer because make me to be
confident and wear property in order to avoid augment in work.
 . high population of student in registry that led to use more time in training because of
lack of organization.

2.6 PROBLEM AND CHALLENGES ENCOUNTERED BY THE DEVELOPMENT

AND HOW TO HANDLE THE PROBLEMS.
During field attachment program the problem which I experienced more was assigned to
distribute files to action office which was only my job.

 In the department there are few of office machine for operating duties for example
photocopy. That is made in department and how to handle this problem that cause to
use many times when save or get service with customers So its biter the organization
to buy photocopy machine which is original.
 No security measure (disaster place) example fire extinguisher that help when the
disaster of file happens in the organization.
 There are in adequacy of train staff in the registry office. So, it is better to give a staff
training in order to be have a good system in their duties.
 The size of registry office is small as compared to the actual work load performed in
the office
 Rough handling of document some staffs (action officers) they handling document
with wet or dirty hands that cause deterioration of document. So, it’s better to staffs to
follow office procedures and regulation for the paper handling

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 CHAPTER THREE

CONCLUSION AND RECOMMENDATION

3.1 CONCLUSION
The field attachment program to the student was very important because it helped to increase
the performance of student and increase knowledge skill and confidence for student which
make the student to do their work in the practical from those, they learn in theory to collage.

. Also are the factor which show the development of people within their specialist area in a
department of land and urban training trough opening different people that can be used as
evidence in solving different conflict that caused by boundaries in plot so land record help to
solve that problem through getting certificate of occupancy that used as evidence in solving
land conflict.

In the field attachment also, there were weakness that was short time during the field period
the time of doing field was very short which was not enough to the student to obtain enough
skill and knowledge for practical method.

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3.2 RECOMENDATION
I would like to advice the college to extend the time for field program in order to enable
student to learn more and get more experience especially for field student and become more
experience when you will be recording management assistance and also the organization
makes sure that the training was conducted properly.

Also, I request the government that should show the effort and ensure in increase the
employment chance in Record management.

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 REFFERENCES

www.dodomamc.go.tz

www.cda.go.tz

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