THE CORE DUTIES OF RECORDS MANAGEMENT UNIT (RMU)
- Receive, record, and distribute incoming and internally created correspondence of all kinds (e.g., letters, memoranda, and faxes).
- Open and index files, attach relevant papers and pass the files to action officers
- Build up all officially registered files and other documentation in their custody so that they can be produced timeously by means of effective indexing, classification, and tracking procedures.
- Know the location of all officially registered files in their custody and be able to produce them timeously by means of effective indexing, classification, and tracking procedures.
- Provide storage, repository, and reference services for all officially registered files and other documentation in their care.
- Record and arrange for the efficient and timely dispatch of all correspondence produced by the officers they serve.
- Review and dispose all outdated files or other records in accordance with retention periods as approved by the Public Records and Archives Administration Department (PRAAD)
- Assist in preparing annual departmental budget
- Prepare and submit unit reports.
- Supervise the timely processing of all incoming and outgoing correspondence and ensure all correspondence is digitally stored and managed.
- Supervise the effective file management and control system to track all files.
- Ensure that all action officers receive correspondence for necessary action.
- Ensure that all correspondences leaving the registry have a reference number and a date.
- Ensure that all outgoing correspondences are dispatched timeously.
- Ensure that files are kept in the best shape and condition.
- Supervise the effective system of monitoring the movement, storage, and disposal of files.
Mr. Raphael Antwi
CEO-Records Management Unit