Ghana's Public Records and Archives Administration Department (PRAAD) has warned institutions against immediately adopting Electronic Records Management Systems (ERMS). PRAAD states that technology alone cannot solve problems of poor recordkeeping. Organisations must first establish strong records governance structures.
This warning comes as many Ghanaian institutions pursue digital transformation. They often acquire electronic systems without fixing weaknesses in their current records management. This approach risks moving paper-based problems directly onto digital platforms. The success of any electronic system depends on a strong governance framework, not just the software itself.
This issue fits into Ghana’s broader push for digital transformation. This drive aims to improve public service delivery and accountability. However, improper implementation of technology can lead to wasted investment. It also creates new problems like data disorganisation and legal non-compliance. Effective digital transformation requires careful planning and foundational reforms, not just new tools.
Mr. Josiah Okyere Gyimah, Head of PRAAD's Records Management Division, stated this clearly. He said, “Technology cannot compensate for weak records management practices. You cannot automate chaos and expect order.” This highlights PRAAD's message about the limits of technology without proper groundwork.
Institutions must focus on three critical governance tools. These are a Records Management Policy, a Records Classification Scheme, and a Records Retention and Disposal Schedule. A policy defines roles and responsibilities. A classification scheme organises records systematically. Retention schedules dictate how long records should be kept. Without these, institutions face increasing operational costs and legal exposure. They also risk losing important institutional memory.
Organisations should conduct records management assessments before deploying electronic systems. They need to develop or update policies and establish clear classification and retention rules. Staff training and clear responsibility assignment are also crucial. These steps ensure that investments in electronic systems genuinely improve accountability, transparency, and service delivery. Without solid records governance, institutions risk inefficient and costly digital transformations.