By Daniel Adu Darko
Accra, June 6, GNA– The Public Records and Archives Administration Department (PRAAD) has cautioned public and private institutions against treating records management units as dumping grounds for underperforming and discarded staff.
It warned that poor recordkeeping could undermine accountability and disrupt the operations of entire organisations and deny it of institutional memory.
Mr Gregory Septimus Setse, Acting Director and Chief Records Officer of PRAAD, said records management remained a critical function that required dedicated and highly skilled professionals, yet it was often undervalued in many institutions.
“The records office is sometimes perceived as a rejected office where non-performing staff are posted, but it is a delicate area that requires dedicated and focused personnel. If you put the wrong people there, you can mess up the whole system,” he said in an interview with the Ghana News Agency ahead of the commemoration of International Archives Week 2026.
Mr Setse explained that institutional heads were ultimately accountable for information generated and maintained within their organisations and could face serious challenges if records were poorly managed.
“You may need a particular file or document at a critical moment, and if records have not been properly managed, it affects decision-making and accountability. The head of the institution is the one who bears responsibility for that information,” he stated.
He noted that one of the major challenges confronting the profession was the lack of appreciation for records management as a specialised field.
“People often see it as merely handling papers and documents. However, records management requires trained professionals who understand modern records administration and archiving practices,” he said.
To address the challenge, Mr Setse said PRAAD regularly organised capacity-building programmes for staff of public institutions, including secretaries, procurement officers, accountants, and administrators, to equip them with knowledge on contemporary records management practices.
He disclosed that the Department would organise another training programme within the next two weeks, adding that previous sessions had received encouraging patronage.
Beyond classroom training, PRAAD also conducts outreach programmes, where officers visit institutions to educate staff on modern trends in records management and archival preservation.
Mr Setse said effective records management was essential for preserving institutional memory, ensuring transparency, and providing reliable evidence for governance and public administration.
He said properly maintained records documented decisions, actions, and events, enabling future generations to understand the country’s development trajectory.
“We are creating awareness that records management must be taken seriously because it tells the story of what transpired and what we are leaving behind for posterity. Our children’s children need to know how that story was told,” he said.
Touching on the observance of International Archives Week 2026, Mr Setse said PRAAD would use the occasion to deepen public awareness of the importance of archives and records management.
Activities lined up for the week include public exhibitions at PRAAD’s premises, stakeholder engagements on emerging trends in records management, a symposium featuring experts in the field, and networking sessions involving public and private sector partners.
“This is a period of awareness creation. We want people to understand that records are important not only for today’s administration but also for preserving our history and supporting future generations,” he said.
Mr Setse explained that PRAAD’s mandate under the Public Records and Archives Administration Act, 1997 (Act 535), was to ensure the proper and effective management of public records from their creation through their lifecycle to final archival preservation.
He said the Department managed records through three stages: current records used in the day-to-day operations of institutions, semi-current records transferred to PRAAD’s records centres for safekeeping, and non-current records preserved in archives for historical reference and evidential purposes.
According to him, archival records serve as an enduring repository of Ghana’s institutional and national memory, providing valuable information for researchers, policymakers, and the general public.
International Archives Week will be observed from June 8 to June 12, 2026, under activities aimed at promoting awareness of the role of archives and records management in national development.
GNA
Reporter: Daniel Adu Darko
Email: http://[email protected]
Edited by Samuel Osei-Frempong