The Keta Municipal Assembly on Friday organized a one-day sensitization and orientation workshop for Heads of Departments and Units on the Local Government Service’s (LGS) newly introduced Records Management Manual. The training, held at the Assembly’s Conference Room, aimed at equipping officers with up-to-date knowledge and practical skills on effective records management procedures.
The workshop formed part of the Assembly’s 2024 Staff Capacity Building Plan and brought together a total of 27 participants, including 10 females and 17 males. It was facilitated by officials from the Records Management Unit (RMU) and the Human Resource Department.
In his opening remarks, the Acting Head of the Human Resource Department welcomed participants and expressed appreciation for their attendance. He noted that the initiative was in line with efforts by the Office of the Head of the Local Government Service (OHLGS), in collaboration with the Japan International Cooperation Agency (JICA), to improve records management across local government institutions.
He explained that the new Records Management Manual was developed to enhance documentation procedures, ensure efficient filing systems, and improve information retrieval processes within the service. The Acting Head added that selected officers from the Volta, Oti, and Eastern Regional Coordinating Councils had already undergone Training of Trainers (ToT) sessions to enable them to cascade the knowledge to their respective Assemblies.
Participants were urged to actively engage in the workshop and contribute meaningfully to discussions aimed at strengthening records management practices within the Assembly.
The training was divided into two main sessions. The first session, led by Mr. David Opoku Larbi, Senior Executive Officer at the RMU, focused on the functions and responsibilities of the Records Management Unit, action officers, and the importance of effective records management in the public sector.
Mr. Larbi highlighted the transition from the old system of filing to the new records management protocols. He emphasized key duties of the RMU, including the receipt, recording, distribution, and digital storage of both incoming and outgoing correspondence. The session also addressed practical filing procedures such as identifying subjects of records, numbering and placing records on files, cross-referencing, and adopting various filing systems including alphabetical, numerical, subject, and alphanumerical methods.
In addition, he stressed the importance of consistency in filing practices to ensure easy location of correspondence and prevent document loss. Management responsibilities in ensuring compliance with the new protocols were also outlined.
The second session provided an orientation on critical human resource issues such as leave management, study leave with or without pay, and the criteria for eligibility. Officers were briefed on the supporting documents required for leave applications and the minimum number of years in service before qualifying for study leave.
At the end of the workshop, participants expressed satisfaction with the training content and delivery. They acknowledged the importance of submitting all official correspondence to the Records Unit for referencing prior to dispatch, as well as the need to migrate old files to reflect the new classification and reference numbering system.
Recommendations from participants included the frequent organization of similar capacity-building workshops, particularly on human resource management issues. They also called for the digitization of the Records Office, procurement of modern office equipment, and the redesign of institutional filing systems to align with current trends.
In his closing remarks, the Acting Head of the Human Resource Department, on behalf of the Hon. Municipal Chief Executive and the Municipal Coordinating Director, commended officers for their active participation and cooperation throughout the workshop. He encouraged participants to apply the knowledge gained to improve records management practices within their respective departments and units.
The workshop was described as insightful, practical, and timely, with participants pledging to implement the new records management protocols in their daily operations.
