Managing Public Sector Records in Ghana: A Survey of Selected Ministries
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Date
2020-10
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Publisher
University of Ghana
Abstract
Records are vital in every organization. Efficient records management enhances transparency,
accountability and efficient service delivery. The study investigated the management of public
sector records in some selected ministries in Ghana. The study focused on professional and subprofessional
records officers specifically in fourteen ministries. The professional class are
records personnel with educational qualification from degree to post graduate while the subprofessional
class are officers with diploma, West African Senior School Certificate
Examination (WASSCE) and Ordinary and Advanced level holders. The ministries included
Ministry of Foreign Affairs and Regional Integration (MOFARI), Ministry of Transport,
Ministry of Energy, Ministry of the Interior, Ministry of Works and Housing, Ministry of
Finance, Ministry of Health, Ministry of Tourism, Ministry of Youth and Sports, Attorney
General and Ministry of Justice, Ministry of Roads and Highways, Ministry of Education,
Ministry of Railways and Ministry of Local Government and Rural Development. The study was
based on the following objectives; to assess the role of records management policies and
strategies in the managing records in the ministries, to assess the processes that were employed
to make public records accessible, to find out methods used to preserve records in the ministries,
to ascertain the skills of those in charge of the management of records, to identify barriers
associated with the management of records, to make recommendations based on the findings of
the study. A survey research design was used to carry out the study. A total of 120 participants
was used for the study. A total of 120 copies of questionnaires were administered proportionally
and 100 were successfully retrieved. The Study was guided by the modified records life cycle
process. The findings revealed that ministries in Ghana did not have records management
policies that regulated their activities, thus placing the direction of records management under
the control of the Administration. Under the strategies used in managing records, the study
revealed the classification systems used for records, the categories of records kept, the format of records and storage conditions for records. Also, the study revealed that most ministries did not
have a written disaster management plan to follow in dealing with disasters, but they periodically
fumigated their records offices to prevent the infestation of documents as a form of preservation
and also had adequate space to keep records. Steel drawers, wooden cabinets and metal shelves
were used for keeping records. Further, the study revealed that most records staff had no formal
training in records or archives management. Training received was in the form of on-the-job
training, workshops and seminars. Training needs of the records staff identified included
management of electronic records. However, effective records management revealed through the
study was beset with many barriers including budget constraints, lack of infrastructure, lack of
skilled records staff, resistance to change, and lack of management support. To improve good
records management practices that will ensure good standards and service delivery, the study has
made some recommendations. With regards to ensuring good standards and practices, the
ministries should liaise with PRAAD to develop a records management policy as well as a
procedure manual to outline the procedures and practices for managing records throughout their
life cycle. The ministries should liaise with PRAAD and the Civil Service Training Centre to
organize training programmes for records staff. The study recommends that management should
fully support the work of records staff with adequate funds to perform their functions effectively.
Description
MPhil. Information Studies
Keywords
Ghana, West African Senior School Certificate Examination, Ministry of Foreign Affairs and Regional Integration, Records