Public Sector Records Management and Information Security
Create, file, find, protect and lawfully dispose of public records in Ghana, and handle RTI requests, personal data, breaches and missing files with confidence.
What you'll learn
- Explain what makes information a public record and why records matter for accountability, audit and the Right to Information
- Describe the duties that the Public Records and Archives Administration Act, 1997 (Act 535) and PRAAD place on public institutions
- Manage records through their life cycle, from creation and classification to retention, disposal and transfer to the archives
- Run a registry that can account for every file using movement registers, bring-up diaries and regular file audits
- Capture official email and scanned documents as records and plan a sensible digitisation project
- Handle Right to Information requests, security classified material and personal data in line with Act 989 and Act 843
- Apply practical information security controls to records, including access control, passwords, backups and a clean desk
- Respond to missing files and information breaches with a clear, documented procedure
Who this course is for
- Records officers, registry supervisors and registry clerks in MDAs and MMDAs
- Secretaries, personal assistants and executive officers who keep files for senior officers
- Administrative and HR staff who handle personal files and confidential correspondence
- Information officers and anyone who responds to Right to Information requests
- Heads of units who want their teams to keep records they can rely on
Course content
8 sections · 40 lessons · 6h 19mStart here 3 lessons · 16 min
Module 1: Why records matter and the law behind them 5 lessons · 44 min
Module 2: The records life cycle from creation to disposal 6 lessons · 52 min
Module 3: Running a registry and keeping files moving 5 lessons · 47 min
Module 4: Electronic records, email and digitisation 5 lessons · 45 min
Module 5: Right to information, security classification and personal data 6 lessons · 58 min
Module 6: Keeping records safe and handling breaches and missing files 6 lessons · 57 min
Final module: Putting it to work 4 lessons · 1h
Before you start
- No records management qualification is needed
- Basic computer and email skills
- Access to your own office's filing or registry practices will help you apply the lessons
About this course
In many public offices, the registry is where work goes to wait. Files cannot be found, letters are answered twice or not at all, and old papers pile up in corridors because nobody knows whether they can be thrown away. When an audit query arrives, or a citizen makes a Right to Information request, the institution discovers how weak its records really are.
This course is for records officers, registry staff, secretaries, executive and administrative officers and any public servant in a Ministry, Department, Agency or Metropolitan, Municipal or District Assembly who handles files. It focuses on public sector records, and on the information security habits that keep them safe.
You will work through the Public Records and Archives Administration Act, 1997 (Act 535) and the role of PRAAD, the full records life cycle, registry procedures and file tracking, electronic records, email and digitisation, the Right to Information Act, 2019 (Act 989), security classification, the Data Protection Act, 2012 (Act 843), physical security, access control, passwords, backups and the clean desk rule. The final module shows you how to respond when a file goes missing or information leaks.
Every lesson is set in Ghanaian offices, from a district education office in Sunyani to a Municipal Assembly registry in Ho. You will use checklists, a file movement register, a sample retention schedule, an email filing rule, a missing file procedure and a breach log that you can copy straight into your own work.
You finish with a written action plan for improving records and information security in your unit, and a certificate once you pass the final assessment.
Your instructor
SkillsPillar Faculty
Practitioners and trainers in strategy, public service, enterprise and workplace compliance
SkillsPillar courses are written by practitioners who have trained graduates, managers, public servants and business owners across Ghana. Every course is built around real situations, practical tools and activities that test judgement, not memory.
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Frequently asked
How do I pay for a course?
Pay securely with MTN MoMo, Telecel Cash, AT Money, Visa or Mastercard through Hubtel. You get access straight after payment.
How long do I have access?
For life. Once you enrol, the course stays in your account and you can learn at your own pace, including any updates we make.
Do I get a certificate?
Yes. Finish every lesson in a course and a certificate is issued automatically. Each one has a QR code and a public link employers can use to check it.
Can I learn on my phone?
Yes. Everything works on a phone, tablet or computer, and your progress follows you between devices.
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