Records Management Officers and ICT professionals have been challenged to reengineer existing processes and embrace digital transformation through the adoption of the Electronic Document and Records Management System (EDRMS).
Speaking during the 9th Kenya Association of Records Managers and Archivists (KARMA) Conference in Mombasa, Head of Public Service (HOPS) Felix Koskei urged the Professionals to align their organisation’s policies and practices with emerging digital standards.
He further encouraged them to leverage the ICT Authority’s Electronic Records Management Standards, KARMA’s Records Digitisation Guidelines, and relevant ISO standards to guide the transition.
The five-day Conference, themed ‘Unlocking Smart Government’, has brought together more than 500 records management professionals.
Organised in partnership with the Office of the Head of Public Service, it highlights the growing recognition of information governance as a strategic enabler of public service excellence.
Koskei said the government has placed digital transformation at the heart of the Bottom-Up-Economic-Transformation Agenda (BETA), under the Digital Superhighway initiative, which aims to automate and digitise key government services to boost efficiency, transparency, and citizen convenience.
To drive this transformation, he said, the government is implementing key frameworks such as the Kenya National Digital Masterplan (2022–2032), the Ministry of ICT Strategic Plan (2023–2027), the Kenya Cloud Policy (2025), and the Kenya National Artificial Intelligence Strategy (2030).
“These frameworks are designed to accelerate digital adoption, improve service delivery, and position Kenya as a leader in the digital economy,” stated Koskei.
He added that significant progress has been made, with over 22,000 services now onboarded on the e-Citizen platform, a pilot phase of the EDRMS underway, expanded fibre optic infrastructure, and new data centres established at Konza Technopolis.
“These milestones reflect our commitment to building a Smart Government ecosystem. Yet, the success of these initiatives hinges on robust records and information management,” he said, adding that the Kenya School of Government delivers basic digital skills to over 100,000 public servants.
Koskei urged records managers to collaborate closely with ICT officers to co-create digital solutions, emphasising that; ‘The era of manual records is behind us’.
He revealed that his office has requested the Ministry of Information Communications and The Digital Economy and the State Department for Culture, the Arts and Heritage to establish joint professional development mechanisms.
“We must bridge the gap between technical systems and information governance. Joint training and cross-functional engagement should become standard practice nationally and within organisations.”
He pledged to champion the integration of records management at the highest levels of government and promote greater participation of ICT professionals in future conferences.
Principal Secretary (PS) for Culture, the Arts and Heritage, Ummi Bashir, commended Records and Information Management professionals for advancing the sector.
She said Executive Order No. 1 of 2025, placed records, archives, and knowledge management under her State Department, underscoring the government’s recognition of the function’s role in governance and accountability.
Bashir noted that proper records management reduces risks such as data loss and information breaches while supporting the shift to paperless government operations.
She added that the government, working with the Public Service Commission, has reviewed career progression guidelines for the records management cadre and promoted 204 officers this Financial Year.
She said the government aims to digitise 90 per cent of its services and is partnering with the State Department for ICT, Konza Technopolis, and KARMA, to strengthen digital transformation and ensure the confidentiality and integrity of public records.
KARMA Chairperson, Dr Cleophas Ambira, thanked the government for its support, noting that records professionals play a central role in achieving the country’s economic transformation goals.
Dr. Ambira said the Annual Conference offers a platform for professionals to evaluate progress, share best practices, and engage stakeholders on digital transformation in records management.
He revealed that KARMA is working with Parliament to anchor the profession in law to enhance accountability and safeguard practitioners.
The Doctor also urged the HOPS to support capacity building to equip officers with skills aligned with emerging digital demand and skills.
By Sadik Hassan and Sitati Reagan
