18 Sep 2017 17:20pm
KEETMANSHOOP, 18 SEP (NAMPA) The Directorate of Education, Arts and Culture in the //Kharas Region on Monday inaugurated a Record Centre on the directorates premises in Keetmanshoop.
//Kharas Governor, Lucia Basson said at the opening that well-organised documents are required for Government to manage State resources properly, but that this was often lacking.
Although records have such an important role to play in Government administration, it is often misunderstood, ignored and left unattended, she said.
Basson said many Government offices have records that are unorganised and have piled up in offices and floors, contrary to records management guidelines of the International Organisation for Standardisation.
These standards require organisations to manage their records properly for efficient and effective service delivery to their citizens, she said.
The governor urged Government ministries, departments and agencies that are not keeping proper records, to start making progress in this area.
Regional Director of Education, /Awebahe //Hoeseb said the centre was established with accrued interest on the directorates funds during the good financial years.
The centre, that currently has around 2 000 boxes of files, was set up over the last three months in a disused building on the directorates premises.
Regional Archivist for Education, Beauty Matongo said the boxes contain policy, personnel and administration files, correspondence, photographs, payroll and budget information, procurement records and fixed asset registers.
The oldest document we have is a personnel file from 1946. We also have papers from the former Nama Administration and the Hardap and //Kharas regions before independence, she said.
Some of the old files will in due time be transferred to the National Archives, Matongo added.
The education records management also started assisting other Government agencies in the region with organising their files.
We have engaged the Namibian Correctional Service and the Ministry of Environment and Tourism, and we will help them in setting up record centres, Matongo said.
She said the most in-demand files are personnel files, especially required by departments and the Government Institutions Pension Fund when staff retire.
We are very proud of the collection we were able to put together out of boxes in various offices, Matongo said.
The records system is operated manually and resorts under the Information, Adult Lifelong Learning, Arts and Culture division of the directorate.