ST.

AUGUSTINE UNIVERSITY OF TANZANIA

JORDAN UNIVERSITY COLLEGE
FACULTY OF ARTS AND SOCIAL SCIENCE DEPARTMENT OF
INFORMATION SCIENCE

FIELD PRACTICAL ATTACHMENT REPORT

CONDUCTED AT TAWA OFFICE-MOROGORO

FULL NAME: MZAMIRU BAYONA

REG NO: BLRIM/0088/2020

FIELD PRACTICAL ATTACHMENT TRAINING REPORT

SUBMITED IN PARTIAL REQUIREMENTS FOR BACHELOR OF
ARTS IN LIBRARY RECORDS AND INFORMATION
MANAGEMENT

2022
 ST. AUGUSTINE UNIVERSITY OF TANZANIA
JORDAN UNIVERSITY COLLEGE
LIBRARY UNIT

SUPERVISOR
NOLASCO MWINAMI

FIELD PRACTICAL ATTACHMENT TRAINING REPORT

SUBMITED IN PARTIAL REQUIREMENTS FOR BACHELOR OF
ARTS IN LIBRARY RECORDS AND INFORMATION
MANAGEMENT

2022
 DECLARATION
I, Mzamiru Bayona, hereby declare that this field report is the work of my own
physical and mental ability and it has not been presented to any institution for
the Award of BLRIM and it was not be submitted to any Institution.

Signature_____________________Date……………………………..
 LIST OF ABRIVIATION
CC Conservation Commissioner
DCC Deputy Commissioner Conservation
DCCS Deputy Commissioner Corporate Services
DCTBS Deputy Commissioner Tourism and Business Service
EDA Extra duty Allowance
HRO Human resource officer
PMU Procurement Management Unit
RMA Records Management Assistant
TA Travel Authorization
TAWA Tanzania Wildlife Management Authority
WMAs Wildlife Management Areas
 ABSTRACT

I attended my field attachment at TAWA as part of my degree programs

achievement. Going to the field away from the classes was not just important as
a necessity but also important towards exposing my personality and training me
while preparing me to the work expected in the outside world after degree.
This attachment report aims at giving the feedback to my awesome my
department and Jordan University College.
The report aims at addressing the importance of field attachment to student
according to my personal view, the structure and organization of my place of
attachment, my experience at the place of attachment, knowledge and skills
obtained at the site of attachment as well as the achievements obtained from the
site of attachment.
The report will also acknowledge the very important people that made my field
report attachment and the submission of this report successful. Most importantly
the report will seek to provide the conclusion and recommendations
 CHAPTER ONE
GENERAL INTRODUCTION AND ORGANIZATIO PROFILE
1.1 Introduction
Field practical training is one of the vital instruments hence giving an
opportunity, to the student to integrate together theory and practice. The
expected ending results of the field program are to enhance student’s skills,
working abilities, attitude towards their area of specialization and get exposed to
managerial decisions.

1.2 Background of TAWA

Tanzania Wildlife Management Authority (TAWA) was established as a body
corporate with perpetual succession and a common seal, in line with Section 8
of the Wildlife Conservation Act 2009 (Cap 283), through a Government Notice
No. 135 published on 9th May 2014. It became operational on the 1st July of
2016 with core responsibilities of biodiversity conservation and sustainable
management of wildlife resources outside National Parks and Ngorongoro
Conservation Area. This entails managing a total area includes Game Reserves,
Game Controlled Areas, Ramsar site and Open areas. In addition, TAWA
oversees the management of wildlife in captivity (farms, zoos, ranches,
sanctuaries and orphanage centers) and Wildlife Management Areas (WMAs).
TAWA is mandated to undertake the followings:

1. Improve the management and administration of Game Reserves and

Game Controlled Areas.
2. Collect revenue from various sources for improvement of the wildlife
management.
3. Realize optimal wildlife economic potential.
4. Conserve wildlife population more efficiently and effectively.
5. Improve human, physical, financial, and information resources required
for managing wildlife and natural resources.
6. Improve conditions for field staff by providing adequate salaries, good
living standards, and fringe benefits so as to make the personnel more
effective and efficient.

1.3 Function, Mission, Vision and Core Value of TAWA

1.3.1   Functions

1. Manage all areas that are designated as Game Reserves and Game
controlled areas.
2. Manage and protect wildlife in corridors, dispersal areas, wetlands, open
areas and public land.
 3. Oversee the management of wildlife in village land, Wildlife
Management Areas (WMAs), zoos, wildlife sanctuaries, wildlife ranches
and wildlife farms based on the guidelines developed by Director of
Wildlife.
4. Manage human wildlife conflict/interactions.
5. Liaise with other institutions and agencies on matters related to wildlife
conservation.
6. Develop wildlife resources base investment.
7. Issue, renew, cancel and revoke permit and licenses for wildlife
utilization.
8. Undertake law enforcement and curb illegal off-take of wildlife
resources.
9. Educate stakeholders on the values of wildlife resources and sensitize
them on their protection.
10.Ensure participatory wildlife management and benefit sharing among
stakeholders.
11.Participate in implementation of Government commitment to National,
Regional and international obligations on conservation of wildlife.
12.Ensure good governance practices in managing wildlife resources in areas
of its jurisdiction.

1.3.2 Mission
 Our mission is "Supporting recreation and prosperity through
conservation".
1.3.3 Vision
 Our vision is to be “Excellence in conservation of wildlife resources”

1.3.4 Core Value

TAWA has five core values that govern its operations;
1. Integrity
 We deliver our services with professionalism, transparency and honesty
while upholding highest ethical standards.
2. Accountability
 We are result-oriented, honor our commitments and take responsibility
for our actions.
3. Innovation
 We embrace forward-thinking solutions in addressing challenges facing
the wildlife sector.
4. Collaboration
 We partner with communities and relevant stakeholders in undertaking
our duties and delivering our services.
TAWA Organization Structure

Field source, 2022

 CHAPTER TWO
EVALUATION OF FIELD PRACTICAL TRAINING
2.0 Introduction
This chapter captures the work done in the organization, outcomes or the
lessons learnt, comparison of theory and practice, the personal impressions, as
well as the challenges met at the organization.

2.1 Major activities involved

Being an agency whose main goal is to disseminate information, I was mainly
engaged in news gathering, processing, packaging and dissemination. Some of
the activities I was involved includes;

Orientation
Before the commencement of work activities, there was a general meeting with
the other students in which students took the oath of office and the oath of
secrecy, the students were also given rules schedules; as per the Code of
Conduct and Ethics for Tanzania Public Service. This orientation was done by
the Senior Human Resource Officer. While at MoFA, Mr. Ssemakula Bernard,
the Head of Registry Department as well as my assigned host supervisor
introduced me to all the Registry and work operations within the Department.
File Distribution
I participated in the distribution of files to the different Departments of
Morogoro district land record office. This work activity involved forwarding of
files and documents to action officers for immediate and fast action.
Documents/letters reached the Registry in a number of ways; most of them were
addressed to various Departments and other to individuals by name and by
office title.
Controlling File Movement
This was also one of the sensitive work activities in the Registry through my
internship training. I involved in controlling the file movement to various
Departments within the Ministry. This involved using the file transit sheet
which showed the location of a particular file, at all times of all files opened by
the Records Office, therefore information such as; file reference number, file
title, file heading and location (to whom sent and on what date) were all
recorded. The same applied when a file was returned to the Registry; it was
cleared; showing that it has been returned back. Therefore, file movement was
recorded promptly which enabled the Registry to provide an efficient and
reliable file retrieval service in the Ministry.
Opening New Files
Whenever a document came into the Records Office, the Records Office
through the Senior Records Officer decided whether an appropriate file already
existed. If there was no appropriate file existing, a new file was created/opened
and a reference number was allocated as well as the file name. I participated in
this work activity, where my host supervisor instructed me to read through the
document which had no existing appropriate file thoroughly. The major aim was
to capture the subject of the document so as to develop an appropriate file title
and later, the file reference number was assigned with the help of the Senior
Records Officer; who was my host supervisor.
Closing Files
I participated in this work activity which comprised of closing files at regular
intervals. The closed volumes of files were retained for the period laid down in
the disposition schedules; Files that are thicker than three centimeters are hard
to manage and this may result into damage to the contents and papers more than
five years old are rarely required for reference and should not be regarded as
current records.
File Indexing
This work activity involved creating track cards (also known as... card
catalogues) for the file. I filed records under uniform names and numbers
chronologically. This allowed easy access to the Ministry record rather than
digging through the boxes or filing cabinets, since there was a central location
showing exactly where the file was located. This expedited the process, thereby
giving back the precious commodity of time; in terms of information retrieval
and locating of files and documents.

2.2 Lessons learnt and skills gained during the Field Attachment

2.2.1 Lessons Learnt

Team work
Team work was a very big issue during my field attachment. I needed to be very
friendly to my teammates so as to be successful. I always involved within the
group and worked within the group. At the end of the day, team success was my
success.

Updating Myself
I always looked for updating myself so as to be efficient at the place of my field
attachment. Learning and gathering knowledge about the organization helped
me to post myself in better position, since I was aware of the operations within
the organization.

Showing Utmost Dedications

Whenever I didn’t understand any work activity or I didn’t understand what to
be done, just sitting idle, I always spoke up and ask my supervisor right away
about my course of action for the time.
Motivation
Motivation was also a must throughout my six month of training. Because
without cooperation couldn’t be brought all. Therefore, motivation helped me to
perform the assigned work activities efficiently and effectively.

Concentration, Efficiency and Effectiveness

These were mandatory during my field attachment as without them I would take
more and more time to finish a task. Therefore I learnt to concentrate and being
efficient and effective in doing a task.

Hard working
Hard work is an obvious thing, as far as determination, attentiveness,
responsibility, problem-solving, and self-control at work place is concerned.
While at TAWA, I learnt working hard so as to be successful.

Learning from co-workers

Quick learning was a must in any sort of thing during my training; I acted and
responded quickly but smoothly. How to act, respond, talk, following corporate
culture, values, timeliness, meeting deadlines were some of the essential
qualities one need to have or have to quickly adapt with.

2.2.2 Skills gained

There are number of skills that I gained from the internship training undertaken
at TAWA, since I was exposed to a wider range of work in the organization and
these include;

Team work skills

During the field attachment, I involved myself in a team work, since most of
activities assigned were done in groups and this therefore helped me to gain
team work skills. This in turn also helped me to learn how to respect and
appreciate people’s different views and ideas.

Interpersonal skills
I also acquired the skills of relating and associating with different people at
different levels for example the way of relating with my fellow interns was
different from that of relating and interacting with my host supervisor and other
heads of departments.

Communication skills
I acquired the skills of communication. These skills included how to
communicate with the users in the Registry, my fellow interns, my academic
supervisor, my host supervisor, and other members of staff within the
organization.
2.3 Comparing Theory to Practice
 The Knowledge Organization eased work at TAWA. Cataloguing of
documents involved the whole process of writing a description for the
records that were to be transferred. The documents and files were
searched using descriptions and titles within catalogues. With the
knowledge acquired through this module, I was able to perform various
works in relation to classification.
 The Information Technology that I was taught in class enabled me to use
ICT equipment such as computers and internet effectively and efficiently.
This enabled me to add value and speed up records activities since some
of the activities were online and computer-based.
 As far as communication and information flow was concerned, the
Communication Skills that I learnt from the class enabled me to
communicate effectively with users and other staff within the registry.

2.4 Personal Impressions

First and foremost I was so impressed with the way my host supervisor and the
Registry Staff welcomed me, having got an opportunity to carry out my
practical training at TAWA. I was treated and trained well. Actually, I
appreciate their hard work and the endless efforts during the practicum.
I was also impressed with, working in a team work with my fellow students in
the Registry Section during my practical training, since most of the assignments
were done in groups. This therefore, taught me to respect and appreciate
people’s different views and ideas. Working in a team also facilitated the
sharing of experiences with the rest of the students.
Making new friends from the organization where we shared different ideas in
cataloguing, classifying, shelving, among others and also networking with the
Ministry officers at different levels in different capacities, was one of the most
interesting experience during the practical training.
I was also impressed with delivering of documents to different departments.
This enabled me to interact with various officers and also exposed to the
functions and responsibilities of different departments within the organization.
I was also impressed with sealing of the diplomatic bag; a diplomatic bag, also
known as a diplomatic pouch, is a container with certain legal protections used
for carrying official correspondence or other items between a diplomatic
mission and its home government or other diplomatic, consular, or otherwise
official entity.
2.5 Challenges Faced During my Practical Training
These challenges were personal, organizational, and others and they include;

Adopting to the working environment

Due to the fact that I was new in the organization, it took some time to get used
and cope up with the working environment. I was not used to this culture and
society, this was a bit challenging. Therefore in the first days of internship I
didn’t do much work, rather I was vigilant, which enabled me to carefully
identify and get used to various Registry operations hence involving myself
fully in Registry work activities.

Inadequate spaces
According to the Registry Records lifecycle; (Creation-Use/classify-Retain
Appraise-Deposition), there was no sufficient space in the Registry to support
that process. As far as information is concerned for the smooth running of
various activities within the organization, records are essential and sensitive.
Therefore, a proper process of these records must be effectively and efficiently
maintained.

High transport costs

Throughout my two-month practical training at TAWA, I also faced a challenge
of fluctuating and high transport fares because I was commuting from my place
of residence to the Organization where I was doing my training.

Mis-shelving
There was also a challenge of mis-shelving of the files. The mis-shelved files
were hard to be retrieved from the shelves which at times led to delay in work
activities

Too much dust

Maintaining a clean storage environment is a responsibility that would do much
to preserve archival records. Shelves, archives boxes, and the exteriors of bound
volumes should be dusted as needed to prevent dirt from being transferred to
records during handling.
 CHAPTER THREE
GENERAL ANALYIS OF THE ORGANIZATION
3.0 Introduction
This chapter covers the general analysis of the field practical training at TAWA.

3.1 Strengths
Qualified and well trained staff that are well educated and apply their theory
into practice. In this they know what they are doing, they are hardworking,
committed, social, punctual and cooperative and they trained us with
competence throughout the training.

The Registry Unit is well equipped with the necessary machinery for example in
the Open Registry section there are computers that help in the tracking and
retrieval of files and documents, file folders which are used to store documents
safe and free from dust. The Registry Unit also has all the necessary stationary
in the store which facilitates the smooth running of the Registry activities.

The Registry Unit of TAWA carries out general weeding of the files, once in a
while to ensure that, the inactive and non-essential files are queried out from the
active file and taken to their respective places (archives and records center
respectively) for permanent storage.

As far as information is a very vital and essential tool in the organization, the
Registry is well organized and neat so as to ensure an adequate flow of
information within the Registry. This also helps in easy retrieval of files and
documents. The neat organization of the Registry also saves time in terms of
information retrieval and storage.

3.2 Weakness
Inadequate equipment: Inadequate equipment included, computers, furniture,
and insufficient rooms for the internees. Equipment mainly; computers and
seats were few compared to the number of students placed in the Registry.

Manual filing system: Throughout my practical training, the filing system at

TAWA was manual. This system involved maintaining records by hand, with
low usage of a computer system.

Inappropriate Registry design: The Registry Unit of TAWA is unsuitably

planned; characterized with the splitting of offices which at times lead to delay
in the registry activities since the clear chain of procedure in handling
documents is overwhelmed with the insufficient space.
Insufficient shelves: The shelves where files are put are really inadequate
which brings about confusion in the storage of files and documents. This at
times led to misplacement of the required records/information hence delay in
service delivery.

No proper records center: The records center where inactive files and
documents are supposed to be permanently stored for a specified period of time
are not well defined at TAWA. This leads to the disappearing of files which in
future have to be referred to.

Understaffing: The staff in the Registry Unit is short-staffed; the workers are
relatively not enough to effectively and efficiently run various Registry
activities. This leads to delay in work activities as well as low work quality.

3.3 Achievements Obtained From Field Practical Training

I set up goals during my attachment, to develop and improve areas that I find
needed to be improved. The working areas I developed and improved in during
my 12 weeks attachment period are the following:
 Work effectively
My main focus was how to work effectively. I have achieved this during my
attachment period by working and using a to do list and a diary. The to-do-list
existed of work that needed to be done first and had more priority than other
daily tasks while the diary consisted of the tasks done and those pending to be
done in future.
 Work precisely
To be a complete and focused worker, I thought of the need to work precisely.
At the beginning of my practical training, I noticed that my work had lots of
mistakes both in spelling and grammar in addition to delivering incomplete
work.
 Be more initiative
Creativity is what differentiates workers. When I joined TAWA I had the urge
to be a better in records management and I immediately knew that to achieve
this I had to be more adventurous, more inventive and more original.
 CHAPTER FOUR
CONCLUSION AND RECCOMENDATIONS
4.0 Introduction
This chapter marks the end of my practical report and it is concerned with the
Conclusions, Suggestions and recommendations so as to eradicate the
weaknesses of TAWA

4.1 Conclusions
In the final remark, my six weeks of field attachment at TAWA has been one of
the most interesting, productive, instructive and educative experience in my life.
Through this training, I have gained new insight and more comprehensive
understanding about the real-life working condition and practice, and have also
improved my soft, hard and functional skills.

All these valuable experiences and knowledge that I have gained were not only
acquired through the direct involvement in work activities, but also through
other aspects of training such as; work observation, supervision, interaction with
colleagues, supervisors and other people related to the field. The practical
training also exposed me to certain things about Library and Information
Science. And from what I have undergone, I am sure that the field attachment
program has achieved its primary objective.

I am really so grateful to Jordan University College for initiating such a

program which enables students to get acquainted with the required skills and
experience in the field.
I am also extremely thankful too, to the Human Resources Department of
TAWA for giving me the opportunity to do a practical within the organization.
This was such a unique experience for having been part of this prestigious
organization.

4.2 Suggestions and Recommendations

4.2.1 To TAWA
The performance of the Registry Unit of TAWA, was exceptionally well
organized and coordinated in all different Sections of the Registry as far as
information in an organization is concerned.
There is need for more ICT related services within the Registry (for example
use of online filing systems) so as to improve in delivery of work activities.
This will also reduce on the amount of time used in file storage, retrieval and
distribution
There is also need to revise the Registry design at TAWA. The Registry should
be merged into a bigger room with sufficient space to allow various Registry
activities rather than splitting of offices which makes it hard for the activities in
the Registry to take place.
Most of the files; (most especially the closed volumes) in TAWA Registry have
no clear defined location of storage where they must be put for a specified time
frame for reference. This will provide more space in the active files hence easy
insertion and retrieval of files from the shelves.
The number of shelves in both Open and Security Registry is relatively
insufficient which leaves no space for file storage. This can lead to misplacing
of essential files. Therefore, the number of shelves should be increased so as to
allow neat file storage.
Equipment such as computers, photocopier, scanner, and printer should be
provided so as to speed up Registry activities. These can also facilitate the
smooth running of Registry activities.
There is also need of the organization to digitize the whole information system
in the Registry so as to enhance and improve the performance of the Registry
activities.

4.2.2 To the students

Students should have a positive attitude towards field practical that is, they
should be eager to look for training places and also work hard so as to acquire
the required skills and experience.
All students undertaking practical training should endeavor to complete their
training, most interns leave immediately after their supervision when the
training period has not yet ended, this explain why the program is losing value,
however this problem can be minimized through carrying out several
supervisions of the students by their respective supervisors not to come once but
need like at least two times.
Students should have respect to all employees and clients despite the
qualification they hold and they should be obedient to them which will help
them to get the required information, skills and experience.
Students should make sure that they do their assigned organizational work in
time and make the tasks they are given the first priority compared to their
personal tasks. This will be of great importance to the students who might win
good recommendation from their field supervisors and being retained as well.
 REFERENCES

Katherine B (2013). Research Project: Free Speech Debate. Oxford University

Printing Press, Britain.

The Republic of Tanzania (2008). “The Public Service ACT, 2005. Retrieved
from;
https://ulii.org/system/files/legislation/act/2005/2005/the_public_service_
act_no_9_of_2005_pdf _11367.pdf

The Republic of Uganda (2019). Ministry of Foreign Affairs, “Background,

departments and daily activities within the Ministry. Retrieved from;
https://www.mofa.go.ug/data/smenu/7/About%20us.html
https://www.mofa.go.ug/data/leadership/26/Political%20Leadership.html