Module 2: Effective Records and File Management
In every ministry, records are the memory of the office. They show what has been done, when, and by whom. When a file goes missing, work stops, effort is repeated, and decisions are delayed. This module opens with a story that is familiar in many offices. A Permanent Secretary needs a staff record urgently, and the registry officer cannot find it. The file turns up in another department, misplaced because it was never properly recorded.
The course shows civil servants how to prevent this. It covers how to create, store, retrieve and protect records so that information is always accurate and accessible. Learners work through realistic registry situations and practise the habits that make an office run smoothly. These habits apply to paper files and digital systems alike.
The course is designed for registry officers, administrative staff and anyone who handles official records. Learners need no prior knowledge. The module takes about 45 minutes, and a final quiz confirms understanding.