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Electronic data keeping can stamp out “ghost” names

THE Director-General of the Kofi Annan Centre of Excellence in ICT, Ms. Dorothy Gordon, has advocated the use of the electronic record keeping system for effective management of government payroll.

She said electronic database, when enhanced would help stamp out “ghost” names on the payroll and ensure prompt payment of salaries which hitherto had been a challenge to government.

Ms. Gordon said this in Accra yesterday at a five-day workshop to enhance the capacity of staff of the Public Records and Archives Administration (PRAAD), on the use of technology in record keeping.

It is being held on the theme, “Record keeping for good governance”.

Ms. Gordon said there was the need for government to invest in the record systems of the country to enhance the quantity and quality of records in various ministries, departments and agencies (MDAs), as well as metropolitan, municipal and district assemblies (MMDAs).

She observed that some records officers in the Public Service colluded with corrupt public servants to falsify documents to defraud the state of its resources, adding, “Where records systems are weak, perpetrators could easily collude with insiders who are in positions to authorise transactions by deliberately destroying, suppressing and falsifying records.”

Ms. Gordon noted that poor record management did not only affect government payroll but created problems for the payment of pensions as well as the implementation of merit-based promotion and financial entitlements.

“It is therefore imperative that the nation adopts the use of digital technologies to manage the payroll and also digital record keeping system to enhance service delivery, especially in the area of information and services to citizens and businesses,” she said.

She identified records management in infrastructure, records and accountability, electronic governance and electronic records, payroll and personnel control as very key in handling public data.

She stressed that an improved human resource and payroll management should be central to current development policy implementation.

The Minister of State for Social and Allied Institutions, Mrs. Comfort Doyoe Cudjoe-Ghansah urged government to deepen accountability and transparency through effective record keeping.

She said, in an increasing information and technology-intensive environment government should be committed to strengthening strategies to enhance record keeping as part of efforts to check corruption.

The acting Director of PRAAD, Mr. Felix Ampong, urged the participants to take advantage of the opportunities provided by the workshop and put to effective use the knowledge they would acquire in their respective departments.

Source: Ghanaian Times

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