A proposal for a records management programme in the central registry at the office of the Prime Minister

Abstract

This research aims at proposing a records management programme in the Central Registry of the Office of the Prime Minister (OPM). Thus, this author sought to uncover how records are being managed and if their upkeep is according to international records management standards and the Maltese National Archives Act, 2005. Questionnaires were disseminated amongst eight registry staff and interviews were conducted with nine senior management personnel. The findings indicate that there is a general lack of knowledge in records management and current practices leave much to be desired. A substantial amount of paper records is being created on a daily basis in the Central Registry. The majority of electronic records are being printed out and captured within the registry system. Physical storage space is becoming problematic, as the inclination to retain all records is present. Developing a records management culture is highly recommended, which can be partly achieved through the development of a records management policy. Investment in an electronic document and records management system is being suggested, for the management of both paper and electronic records. An appraisal of records will identify what records need to be retained and what records are no longer required, and hence can be destroyed. Henceforward, retention schedules can be devised and adhered to. The development of a disaster recovery plan, in the event a disaster occurs, is being recommended. Finally, the OPM would, undoubtedly, benefit from the recruitment of records officers to take responsibility over the management of records. The recommended framework for a records management programme would hopefully contribute towards effective and efficient recordkeeping in the Central Registry.