The Ministry of Local Government, Chieftaincy and Religious Affairs (MLGCRA) has officially inaugurated a multidisciplinary committee tasked with the formulation of a comprehensive Records Management and Retention Policy. This milestone initiative, led by the Ministry’s Records Management Unit under the General Administration Directorate, seeks to establish a standardised framework for the creation, handling, storage, and preservation of records across all Directorates of the Ministry.
The inaugural meeting of the committee was held on Thursday, July 31, 2025, at the Ministry’s Conference Room, bringing together nominated officers from various Directorates with diverse expertise. The formation of the committee follows Management’s endorsement of the policy initiative, aimed at promoting efficiency, consistency, and improved public service delivery through sound records management practices. The committee has been assigned a working timeline from August to November to carry out the drafting, validation, and finalisation of the policy.
Delivering the opening remarks, Mrs. Nana Amma De-Graft Quaye, Head of the Records Management Unit, underscored the urgent need for a unified approach to managing records. She noted that the absence of a formalised system had led to disjointed practices, which undermined institutional effectiveness and transparency. She expressed optimism that the committee’s work would lay the foundation for a more accountable and data-driven Ministry.
Providing technical oversight for the policy development is Mr. Josiah Okyere Gyimah, Head of the Records Management Division at the Public Records and Archives Administration Department (PRAAD). In his address, he emphasised the critical role of effective records management in upholding good governance. He highlighted the need for the policy to be supported by a Records Classification Scheme and a Records Retention Schedule to guide the lifecycle of official documents, from creation to disposal or archiving.
Delivering a keynote statement on behalf of the Director of General Administration, Mr. Dela Kemevor, the Director of Research, Statistics, and Information Management (RSIM), Mr. Divine Y. Ayidzoe underscored the strategic significance of the committee’s mandate. He emphasized that the forthcoming policy would not only ensure compliance with key legislative frameworks such as the PRAAD Act 533 and the Public Financial Management (PFM) Act but also serve as a driving force for institutional modernization. He encouraged committee members to see themselves not merely as technical contributors, but as visionary leaders shaping a transformative agenda that will enhance governance, operational efficiency, and the Ministry’s long-term impact.
The meeting featured in-depth discussions on the scope of the assignment, key thematic areas, and agreed timelines for drafting, validation, and finalisation of the policy. Emphasis was placed on incorporating digital transformation and long-term preservation mechanisms in line with international best practices and the evolving needs of modern public administration.
When finalised, the Records Management and Retention Policy will serve as a cornerstone for enhancing the Ministry’s institutional memory, data integrity, and responsiveness to citizens. It will also foster greater transparency, reduce operational risks, and ensure the secure handling of both physical and electronic records.
Source: Sandra Owusu Asamoah
Public Relations Unit, MLGCRA