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 said the records profession would no longer operate in the shadow of other disciplines, urging officers to lead from the front in upholding compliance, ethics, and professionalism.
He emphasised that informal handling and the unauthorised destruction, alteration, or concealment of public records have no place in public administration, adding that officers must ensure all procedures and protocols are strictly followed.
Koskei affirmed that the Government expects integrity, confidentiality, and accountability at every stage of the records lifecycle, anchored in observance of the law and professional standards.
Calling for rapid digitisation, he urged institutions to replace manual registers with standardised digital workflows that ensure citizens can access authentic information easily.
He said public institutions are expected to implement Electronic Document and Records Management Systems (EDRMS) featuring clear metadata, classification, retention and preservation frameworks, role-based access, audit trails, and strong data protection safeguards.
Underscoring ethics and professionalism, the HOPS 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, echoed his sentiments, saying government reforms in records management are being implemented jointly across institutions to set and enforce uniform standards.
“With joined hands, we are implementing reforms that entrench clear standards, strengthen compliance, and safeguard the public record,” she said.
Koskei noted that strong records governance is central to credible and citizen-centred service delivery, forming the foundation for Kenya’s transition to a smart government.
He said trusted data, digital processes, and timely access to information are essential to 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.
By Jacqueline Adyang (PCO)
