Introduction

Records Management is the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage and retrieval to their ultimate disposition. Because information is such an important resource to organization, the records management function also includes information management. Therefore, records management is also known as Records and Information Management or RIM (Magnus, 2006).

Records management may also be used to define as the way official records (correspondence files, information) are organized in such a way that they have a meaning, and can be used continuously by the users such as managers, records professionals, educational institutions, https://www.ziabis.com/

Importance of Records Management in Government Agencies

Establishing a records management programme, in government agencies for example, the Meteorological Department may result in both immediate and long-term importance to the department. Below are stated some of the importance of records management in the government agencies, civil service, companies and businesses as a whole:

• Records management reduces lost or misplaced records. Because the human element is always with us, even the best system in the world will occasionally have misplaced records. But properly designed document management systems can gradually reduce misfiles. Most often misfiled records can cost the clerical staff a huge wastage of time in searching for records;

• Records management act as evidence in the time of dispute. It is important for the settlement of dispute because it can be shown as proof in court;

• It helps in evaluating progress of organization. It helps in the preservation of history of the organization. The past records shows direction to organization. It helps in finding out the weaknesses and strength of organization. Records management gives the account of progress and direction in which organization is giving on;

• Records management is the memory of business. It is useful for future decision making process. The study of past records shows direction for future. It supplies information to organization whenever it is needed therefore, it helps in taking decision;

• Records management helps to evaluate business progress and performance. It helps in comparison between one period of time and another or between sometime of businesses;

• Records management helps in management and control of important records. It helps to protect necessary records with care and disposes useless records;
• To minimize litigation risks. Organization implement records management programmes in order to reduce the risks associated with litigation and potential penalties. This can be equally true in government agencies. A consistency applied records management programme can reduce the liabilities associated with document disposal by providing for their systematic, routine disposal in a normal course of business;

• It increases accountability. A records management will put in place a system for tracking actions on each record, therefore increasing accountability and providing access reports; and

• To improve working environment. Implementing records management programme improves the working environment through the organization of records and storage offsite. Organized working environment can then improve the perception of the business by clients and potential employees. New employees are also easily trained to manage the company’s records when an efficient records management programme is in place (Jackson, 2008).

The Historical Background of the Meteorological Department Sierra Leone

Sierra Leone was the headquarter (HQ) of the West African Meteorological services which was established in 1923.Meterological services were provided for four West African countries namely Sierra Leone, Ghana, Nigeria and The Gambia respectively. The Sierra Leone Meteorological department is an offshoot of the British West African Meteorological services founded on the 27th April 1961. Since the establishment, the department has been governed by series of directors and the presently director is Alpha Bockari who has served in this capacity from 2012-to date. The headquarter is located at F18 Charlotte street Freetown.

The Meteorological Department exist to provide cost effective weather and climate services by collecting, processing, archiving and disseminating meteorological and climatological information and services to support end user contributing to the management of Sierra Leone’s economy with special regard to protection of lives and property and safeguarding of the environment and recovering the costs of the services so rendered so that it expenditure will not exceed it income.

As a department under the ministry of Transport and Aviation, they are charged with the following mandates /responsibilities:

• Safety and well being of citizen and their protection against severe weather situation and devastation from natural disasters;

• Provision of reliable climate data to facilitates project design for agricultural planning and implement, water supply systems, infrastructure, and tourism;

• Contributing to the socio- economic (including providing end user services for agricultural activities, marine) development of the country;

• Carryout weather and climate related activities e.g. Clean Development Mechanism (CDM), Climate Change Services (CCS), Reduction of Emission from Deforestation and Degradation (REDD), and National Communication (NCS) (Meteorological Department, 2014).

Objectives of the Meteorological Department Sierra Leone

The overarching objective of the Meteorological Department established as the sole authority, which issues weather and climatological warnings and services are, to:

• Forecast, plan and deliver meteorological and climatological services which meet national socio- economic development needs.

• Collect, process, store and disseminate meteorological and climatological information both nationally and internationally in accordance with rules and practices and procedures established under the WMO Convention of the International Civil Aviation Organization (ICAO), International Maritime Organization (IMO), etc and other relevant conventions of the United Nations systems such as the Frame work Convention on Climate Change (UNFCC), and Convention to Combat Desertification, Drought etc.

• Provide a range of customer/ sector specific operational meteorological services to such major sub sector as those for aviation, water resources, agriculture, defense, marine, tourism, sports and recreation, and construction;

• Provides advice on meteorological and climatological matters to the national community and other governmental and non- governmental agencies.

• Develop adequate manpower to enhance functional effectiveness and efficiency of agencies.

• Reduce its reliance on the national budget and generate its own revenue by charging for services rendered to other clients;

• Arrange for and manage surface and upper air observation networks and accurately and effectively record the weather and climate condition for Sierra Leone’s economic development;

• Provides meteorological services for search and rescue operations during disaster and relief operations as well as during national emergencies; and

• Participate on behalf of Sierra Leone in the activities of relevance international organizations to which its belongs, in particular the World Meteorological Organization (WMO), International Civil Aviation Organization (ICAO), World Weather Watch (WWW), Global Climate Observing System (GCOS), Global Atmospheric Watch (GAW), Inter- Governmental Panel on Climate Change (IPCC), African Centre of Meteorological Applications for Developments (ACMAD), United Nation Environment Programme (UNEP) etc role in all climate change activities of the country (Meteorological Department, 2014).

Methods of Managing Records at the Meteorological Department

Records keeping are of great importance to any institution. One of the most crucial decision managers, directors or heads of organization have to make is to choose the suitable methods of managing their organization’s records. There of two methods that is significantly used. These include centralized and decentralized methods of managing records.

Centralized Methods

A Centralized method of managing records is the one in which all physical documents are located in one central location or office. The location is controlled by the records management office staff. The number of employees in the records department will depend on the size of the organization. In a centralized method, end users have the comfort of knowing all physical documents relating to a particular case are held in the same location. If for instance, end user needs to reference a file he/she would be required to contact the records office staff. The file would then be checked out to the end user. A complete claim of custody of file is captured, so the location of file is known at all times.

A centralized method has a heightened level of security. For example, the entrance is locked so only the records staff has access to the files in the records office. This process yields much more control over physical document than the decentralized methods. For efficiency of purpose, uniform office procedures are documented and circulated to all end user. These procedures address topics such as hours or operation, file request and delivery times.

By yanam49

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