Access and Use of Records Through the Cadastre System at the Ministry of Mining Headquarters, Nairobi

Abstract

The Mining Cadastre System is a tool that facilitates easy access and use of information on mining license granting process and mineral resources in Kenya. The purpose of this study was to investigate the access and use of records through Cadastre System at the Ministry of Mining headquarters in Nairobi, Kenya. The specific objectives of the study were to: examine the extent to which the features of Cadastre System capture record-keeping functionalities and facilitates access and use of records at the Ministry of Mining Headquarters, Nairobi; establish the extent to which users access and utilize the system to meet their information needs; examine the opportunities and threats associated with Cadastre System in accessing and use of records and propose measures of enhancing its use. This study was guided by the Records Continuum model by Upward (2005) and the Design and Implementation of Record-keeping System (DIRKS) model by the National Archives of Australian (2001). The research study applied descriptive survey design and used both qualitative and quantitative approaches. The target population was 152 respondents. The researcher used three sampling techniques namely; stratified sampling, simple random sampling and purposive sampling. The sample size was made up of 66 respondents. The study used interviews and questionnaires as methods of collecting data. The interview was used to collect data from the two Directors from Mines and Geology Directorate. Questionnaires were used to collect data from the staff of the Ministry who use the system. The pilot study was done in the Ministry of Mining Directorate at Community Area in Upper Hill Nairobi to test the data collection instruments. The researcher used 3 members of Registry Staff and tested the interview schedule with 2 Administrators to test the study. Quantitative data was analyzed using Statistical Package for Social Sciences (SPSS version 23) while discourse analysis was used for analyzing qualitative data. Data was presented in tables and pie-charts. Textual data presentation was presented through discourse analysis. The main results from the research were that; the Cadastre System helps in the management of the mineral resources in the Ministry of Mining; users use the system to access mineral information allowing smooth and efficient document transactions; Cadastre system maximized revenue collection from the mineral sector and enhanced investor confidence. However, there were regulatory challenges affecting Cadastre system processes because of the new Mining Act 2016. The System required skilled experts in record-keeping as a measure to improve the Cadastre System operations. The study concludes that the Cadastral System in the Ministry of Mining needs adequate funding to maintain its operations. Trained personnel with records management skills should be involved in the Cadastre System development and maintenance alongside the mining engineers and cadastral staff for better service delivery. Therefore, the study recommends for allocation of adequate funds in its budget to facilitate the system’s operations and involvement of adequate skilled record’s management staff to enhance Cadaster System operations alongside the mining engineers/staff possibly through departmental trainings. Cadastral system enhancement would be beneficial to policy makers, staff and investors in the ministry of Mining. Policy makers will assess the Cadastre System performance with a view of upgrading it where need be. The staff will use the system to enhance service delivery while investors will get the information they are seeking for better returns in their mining investments. There is therefore need to allocate more budget to maintenance Cadastre System and the infrastructure so as to be accessed remotely at all times.

Keywords: Access and use of records, Record-keeping, Cadastre System, Mining, Information needs.

DOI: 10.7176/IKM/10-2-03

Publication date: February 29^th 2020