Mombasa: Head of Public Service (HOPS), Felix Koskei, has directed Records Management Officers and Archivists across Ministries, State Departments, Agencies, and County Governments to enforce zero tolerance for shortcuts in the management of public records. Speaking during the Kenya Association of Records Managers and Archivists (KARMA) conference in Mombasa yesterday, Koskei emphasized the need for the records profession to step out of the shadows of other disciplines, urging officers to lead in upholding compliance, ethics, and professionalism.
According to Kenya News Agency, Koskei stressed that informal handling and unauthorized destruction, alteration, or concealment of public records are unacceptable in public administration. He insisted that officers must ensure strict adherence to all procedures and protocols. Koskei affirmed that the Government expects integrity, confidentiality, and accountability at every stage of the records lifecycle, guided by legal and professional standards.
Koskei called for rapid digitization, urging institutions to replace manual registers with standardized digital workflows to facilitate easy access to authentic information by citizens. He highlighted the necessity for public institutions to implement Electronic Document and Records Management Systems (EDRMS) that feature clear metadata, classification, retention and preservation frameworks, role-based access, audit trails, and robust data protection measures.
Emphasizing ethics and professionalism, Koskei challenged records officers to uphold integrity and accountability while maintaining competence through accredited technical and leadership training. He encouraged them to assert their custodial authority to ensure transparency and trust in public service.
Principal Secretary for the State Department for Culture, the Arts and Heritage, Ummi Bashir, supported Koskei’s remarks, noting that government reforms in records management are being implemented collaboratively across institutions to establish and enforce uniform standards. ‘With joined hands, we are implementing reforms that entrench clear standards, strengthen compliance, and safeguard the public record,’ she stated.
Koskei pointed out that strong records governance is crucial for credible and citizen-centered service delivery, forming the foundation for Kenya’s transition to a smart government. He emphasized that trusted data, digital processes, and timely access to information are essential for decision-making across the public sector. He concluded by urging officers to champion compliance, deliver reliable information, and drive the country’s transformation toward efficient and transparent governance.