RECORDS UNIT

ESTABLISHMENT OF RECORDS MANAGEMENT UNIT

The Records Management Unit is one of the Units under the Central Administration Department as per Regulation 4 of L.I 1961 at the MMDA and RCC levels. The Records Management Unit also exists under the Administration Directorate of the OHLGS.

The guiding principles for the functioning of the Records Management Unit are as follows:

VISION:

To Deliver First Class Records Management Services to all Stakeholders.

MISSION:

Exists to manage records professionally and make them readily available and accessible to all stakeholders using qualified personnel and modern technology.

STRUCTURE OF THE RECORDS MANAGEMENT UNIT (RMU)

The RMU is made of the following sections as shown in the figure below

FUNCTIONS AND RESPONSIBILITIES OF RECORDS MANAGEMENT UNIT(RMU)

The following functions are related to RMU

• Receive, record and distribute incoming and internally created correspondence of all kinds
• Open and index files, attach relevant records and pass the files to actions officers
• Build-up, control and know the location of all officially registered files and other documentations.
• Produce timeously by means of effective indexing, classification and tracking procedures.
• Provide storage, repository and reference services for all officially registered files and other documentations.
• Record and arrange for the efficient and timely dispatch of all correspondence produced by the officers
• Review and dispose all outmoded files or other records in accordance with retention periods as approved by the Public Records and Archives Administration Department (PRAAD)

SPECIFIC RESPONSIBILITIES RELATED TO RMU

• Assist in the preparation of Annual Department Budget
• Prepare and submit Unit Reports
• Supervise the timely processing of all incoming and outgoing correspondence and ensure all correspondence are digitally stored and managed.
• Supervise the effective file management and control system to track files
• Ensure that all action officers receive correspondence for necessary action.
• Ensure that all correspondences leaving the Registry has a reference number and a date.
• Ensure that all outgoing correspondences and dispatched timeously
• Ensure that flies are kept in the best shape and conditions

Supervise the effective system of monitoring the movement, storage and disposal.