By Violet Osatohanmwen Obamwonyi
In its drive to build a more efficient and skilled workforce, the Edo State Government through the John Odigie Oyegun Public Service Academy (JOOPSA), has concluded a two-day training on records management in the Public Service.
The training which held 7th and 8th May, 2025, had 1,000 clerical and executive officers in attendance; featuring a keynote lecture by the Director General (DG) of JOOPSA, Mrs. Gina Otamere. She underscored the Academy’s commitment to equipping government personnel with relevant practical and functional skills.
Mrs. Otamere stressed that effective records management is at the heart of a well-functioning public service, ensuring smooth government operations, better communication between departments and more informed decision-making. She stated that the decision to train records custodians on proper information management was deliberate, with emphasis on the need for registry staff across ministries, departments and agencies (MDAs) to be thoroughly acquainted with the document lifecycle; from creation, classification to storage and secured disposal.
The DG cautioned on the risks associated with improper documentation, stating that skipping necessary processes could result in lost files, breach of confidentiality and violations of public service regulations. She said, “Our focus is to train staff of the Edo State Government with practical and functional skills that are relevant to their job description. As we all know, data is life. Every institution depends on data to make decisions; how well these data are managed by registry staff determines the quality and timeliness of those decisions.
“A standard filing system must be adopted across MDAs to ease document accessibility and each file should be properly monitored for updates. Before any letter is dispatched, it must go through the proper approval process. Do not give out unauthorized information or allow for mutilation of files; the rules are clear on this. Everyone uses the registry. How you handle records impacts user satisfaction and reduces unnecessary friction”.
Mrs. Otamere emphasized that good records management saves time, protects data, reduces search time, enhances transparency, ensures compliance with laws and policies, and strengthens institutional memory. She advocated the use of tools like the dispatch book and proper classification methods, noting that digitalizing the process would save costs, preserve knowledge and support operational continuity.
She called on registry officers to demonstrate emotional intelligence and high level of professionalism in their interactions with officers both within and outside their MDAs.
She guided, “Clearly outline requirements and follow procedures without being rude to others. Be tactical and diplomatic in the discharge of your duties. Follow the rules but also explain them with utmost respect.”
A retired permanent secretary in the Office of the Deputy Governor, S. E. Omorodion Esq., while delivering a lecture titled “Registry Management for Executive and Clerical Officers in Edo State Civil and Public Service,” cautioned staff against leaking sensitive information, especially to opposition figures; describing it as a grave violation that could have serious consequences.
“Giving out unauthorized information for favours or financial gains is unacceptable. It carries sanctions. As registry officers, you must scrutinize incoming correspondence, prioritize where necessary and ensure files are directed to the appropriate scheduled officers without delay. Delay is a cancer in the system and can do more havoc than intended. Maintain discipline and do your job professionally. Do not be confrontational; kindly explain the rules to other officers in your MDAs,” he guided.
The Director of Establishments, Labour and Productivity, Office of the Head of Service, V. O. Okenini Esq., in his lecture titled, “Security of Record Documentation and Legal Implications,” advised the registry officers to hold their job in high esteem, insisting that their roles are crucial for the continuity of government. He elaborated on the application of the Freedom of Information Act 2011 and its legal implications. He cautioned, “It is an offence for clerical officers not to take reasonable care of documents entrusted in their care; official records should be protected in the interest of the public.”
A participant from the Ministry of Water Resources and Energy, Mr. Igunma Andrew, expressed appreciation to the Edo State Government and the Management of JOOPSA for organizing what he described as a timely and eye-opening training. He said the session not only corrected his previous misconceptions about records management, but also provided an opportunity to get answers to long-standing questions. He concluded that the Training was so educative, interactive, and entertaining.
Highpoint of the Training was the breakout sessions which afforded participants the opportunity to practicalize lessons learnt.
