IMPORTANCE OF RECORDS
Introduction
Records are indispensable for the effective functioning of persons, businesses, governments and institutions. They offer an organised way of documenting activities, transactions and decisions for future reference, legal compliance, historical preservation and operational efficiency. This discussion systematically explores the importance of records with practical Ghanaian and global examples.
1. Evidence and Legal Proof: Records serve as verifiable evidence of transactions, agreements and commitments. They are critical in legal disputes, audits and regulatory compliance.
Application in Ghana
- Ghana Land Commission’s Digital Land Records: The Ghana Land Commission has digitised land records to reduce land disputes by providing legal proof of land ownership. Â
Global Example
- Contracts in Court Cases (USA and UK): Legal records such as signed contracts and case files serve as evidence in legal proceedings. Courts rely on documented evidence to resolve disputes.
2. Accountability and Transparency: Records enhance accountability in governance, financial management and corporate affairs by documenting decisions and transactions.
Application in Ghana
- The Auditor-General’s Reports in Ghana: The Ghana Audit Service publishes annual audit reports to hold public institutions accountable for financial mismanagement.
Global Example
- Panama Papers Leak (Global Example of Transparency in Financial Records): Uncovered secret financial dealings of politicians and business leaders, underscoring the need for transparent financial records.
3. Historical and Cultural Preservation: Records preserve the historical and cultural legacy of a society, guaranteeing that future generations can access authentic information about past events.
Application in Ghana
- Ghana National Archives: The Public Records and Archives Administration Department (PRAAD) preserves historical documents, including colonial-era records.
Global Example
- UNESCO’s Memory of the World Programme: This ensures that historical records, such as antique manuscripts and government documents, are preserved worldwide.
4. Improved Decision-Making: Records deliver accurate data and insights that guide decision-making in organisations and government policies.
Application in Ghana
- Ghana Statistical Service (GSS) Data for Policy Formulation: The GSS collects and maintains population and economic data, which influences national policies.
Global Example
- World Bank’s Use of Records for Economic Projections: The World Bank uses economic and financial records to develop global economic projections.
5. Enhanced Efficiency in Corporate and Government Operations: Records streamline operations by providing structured data for managing workflows, decreasing duplication and improving service delivery.
Application in Ghana
- E-Government Records System in Ghana: The e-Transform Ghana Project digitalised government records, making it easier for citizens to access public services.
Global Example
- Electronic Health Records (EHR) in the UK’s NHS: The UK’s National Health Service (NHS) uses digital health records to improve patient care and lessen paperwork.
6. Financial Management and Fraud Prevention: Records help institutions track financial transactions, prevent fraud and ensure compliance with regulatory frameworks.
Application in Ghana
- Bank of Ghana’s Financial Records Policy: The Bank of Ghana (BoG) requires financial institutions to maintain detailed financial transaction records to prevent money laundering.
Global Example
- Sarbanes-Oxley Act (USA) – Financial Record-Keeping: This law mandates companies to keep financial records to avert corporate fraud.
7. Disaster Recovery and Business Continuity: Records serve as backups during emergencies, ensuring that operations can continue even after disasters.
Application in Ghana
- National Disaster Management Organisation (NADMO) Records in Ghana: Maintains disaster response records to aid in effective disaster management.
Global Example
- Cloud-Based Records Storage by Google and Amazon: Major corporations store backup records in cloud databases to ensure data security in case of cyberattacks.
8. Protection of Individual Rights and Identity: Records protect individuals’ rights, for instance, birth records, marriage certificates and citizenship documents.
Application in Ghana
- Ghana Births and Deaths Registry Digitalisation: Ensures that citizens can easily access birth certificates and other identity records.
Global Example
- Social Security Records in the USA: Used for identity verification, pension benefits, and taxation.
9. Compliance with National and International Regulations: Records help institutions meet legal and regulatory requirements imposed by governments and international agencies.
Application in Ghana
- Ghana Data Protection Act, 2012 (Act 843): Requires companies to preserve and protect customer records.
Global Example
- General Data Protection Regulation (GDPR) in the EU: Mandates businesses to manage personal data securely.
Conclusion
Records are very essential for governance, commerce and individual life. They ensure legal proof, transparency, efficiency, security, compliance and disaster recovery. In Ghana, operations of the Ghana Statistical Service (GSS), e-Transform Ghana, and Land Commission Digitalisation showcase the country’s efforts in record-keeping. Globally, organizations such as the United Nations, World Bank, and UK NHS demonstrate how structured records improve decision-making and service delivery.
References
Amazon Web Services (AWS). (2021). Cloud Storage for Business Continuity.
Bank of Ghana. (2018). Financial Sector Cybersecurity Directive.
European Union. (2018). General Data Protection Regulation (GDPR).
Ghana Audit Service. (2021). Annual Auditor-General’s Report.
Ghana Public Records and Archives Administration Department (PRAAD). (2021). National Archives Report.
Ghana Statistical Service. (2022). Population and Housing Census Report.
Government of Ghana. (2012). Data Protection Act, Act 843.
Government of Ghana. (2019). E-Transform Ghana Report.
Government of Ghana. (2020). National Disaster Management Report.
Government of Ghana. (2022). Digital Identity and Birth Registration Project.
Government of Ghana. (2022). Ghana Land Administration Project Report.
International Consortium of Investigative Journalists. (2016). Panama Papers Investigation.
ISO 15489-1:2016. (2016). Records Management Standard.
Sarbanes-Oxley Act. (2002). US Financial Regulations.
UK National Health Service. (2020). Electronic Patient Records Strategy.
UNESCO. (2020). Memory of the World Register.
US Social Security Administration. (2021). Records and Identity Verification.
World Bank. (2021). Global Economic Prospects.
