UDSM Turns to AI to Improve Records Management and Information Access
By Selemani Nambimbi, CMU
The growing use of digital technologies is prompting the University of Dar es Salaam (UDSM) to explore how Artificial Intelligence (AI) can improve records management, speed up information retrieval and strengthen administrative efficiency.
The initiative was a key focus of a two-day Information and Communication Technology (ICT) training for staff in the Registrar’s Department, organised by the University’s Directorate of Information and Communication Technology (DICT) at Silver Sands Hotel on 23–24 October 2026.
Speaking during the training, Deputy Vice Chancellor - Planning, Finance and Administration, Prof. Bernadeta Killian, challenged staff to examine how AI could support their work while safeguarding the integrity and long-term preservation of institutional records.
She noted that records management is fundamental to the University’s continuity and effective administration, even though much of the work takes place behind the scenes.
“University records are essential to institutional development, and those responsible for managing them play a critical role in preserving the institution’s history and supporting its operations,” she said, urging staff to maintain professionalism, diligence and integrity.
Prof. Killian also encouraged participants to assess the practical applications and limitations of AI, particularly whether it could independently preserve institutional records or primarily improve the speed of retrieving and accessing information.
She stressed that keeping pace with technological change requires continuous digital skills development and responsible use of AI to complement established records management procedures.
Aklan Majaliwa, an ICT Officer at UDSM, said the training focused on the University’s e-Office system, including procedures for receiving incoming documents and the principles governing the proper handling and preservation of official records.
“Participants were equipped with knowledge of the e-Office system, records management procedures and the ethical standards required to ensure that University records are handled and preserved appropriately,” he said.
The training aimed to strengthen staff capacity to manage records accurately and efficiently while improving access to institutional information. It also provided an opportunity to explore how emerging digital tools could support administrative operations.
As universities increasingly adopt digital systems, effective records management remains essential to ensuring that institutional information is accessible, reliable and preserved for future administrative, academic and historical needs.