Date: Wednesday, October 10, 2012

Destinations: Public Records and Archives Administration Department (PRAAD), Accra Registrar General's Department (RGD), Accra

rdParticipants: All the trainees of the 3 Ethical Leadership and Quality Productivity Improvement Training (EL/QPI) from Liberia and Sierra Leone, Mr. Habadah (Coordinator/ Assistant Principal, CSTC), Mr. Amankwah (Assistant coordinator/ Trainer, CSTC), Mr. Machida (JICA project team expert) and Ms. Ando (JICA Ghana Office)

Lecturers: Mr. Gregory Setse (Record Officer, PRAAAD), Mrs. Matilda Osei (Client Service Executive/ Company Inspector, RGD)

Summary: This Site Visiting was planned based on the need from the participants in order to learn effective management of public records. In this regard, following two governmental institutes were selected as the destinations; Public Records and Archives Administration Department (PRAAD) and Registrar General's Department (RGD), both located in Accra. The visits consist of tours of the facility, lecturers of the organizations, Q&A session focusing on the methodology of their information management. Findings and lessons leant from those visits were discussed and shared in the w rap-up session held afterward.

What is PRAAD? The Public Records and Archives Administration Act, 1997 (Act 535), established PRAAD with the mandate to effectively and efficiently manage public record in the country. PRAAD collects, manages and archives various public records such as geographical records, court records, publications, personal files of governmental personnel, statistics and studies, reports, and Cabinet's minutes. PRAAD exhibits historical photographs and documents in its museum attached, and the archives are open to public.

What is RGD? RGD was established under the Ordinance 1950 during the Colonial days. It became a department of the Ministry of Justice in 1961. RDG carries out administration of status relating to registration of business, industrial property rights, marriages, estates, and public trusts. RGD has a decentralized system with branch offices locate in Sekondi/ Takoradi, Kumasi, and Tamale.

Purpose of the Site Visiting: This Site Visiting was designed for the trainees to learn administration and management of public records in Ghana and to help formulate their own action plans on improving their performance, workplace environment and services. The theme, administration and management of public records, was set, based on their needs assessed in advance of the training. In the session before the visit, the points to be focused on; missions, visions, and functions of the organizations, were clarified, while observations and useful lessons learnt from the visit were discussed in groups, and presented at the wrap-up session afterward.

Project for Institutional Development for Civil Service Training Centre (CSTC)rd

Day 13, 3 Batch of EL/ QPI for Sierra Leone and Liberia

Site Visiting Report

Mr.

Habadah

(CSTC)

facilitating

the pre-

visit

session at

CSTC.

Mrs. Osei

(RGD)

explaining

the

administr

ation

system

and its

issues at

RGD

The entrance of the Registrar

General’s Department

Mr. Habadah and trainees listening

to the explanation on methodology

of preserving paper-based

documents at PRAAD

Mr. Setse (PRAAD) explaining record

management system of PRAAD to the trainees

Archive of the PRAAD. Mr. Machida

(JICA Expert) is on the left

Trainees viewing exhibitions at the

museum of PRAAD

Wrap-up session back in CSTC. Trainees discussing the findings and putting them together focusing on the points, which serve as useful

references for their action plans