INFORMATION MANAGEMENT UNIT

The Information Management Unit, is a unit of the Human Resource Management and Administration (HRMA) Division. It came into operation in November 2001. The registries and the library are part of the unit.

The unit is headed by an Information Manager. However, this job title is to be changed so as not to create confusion with the position of Information Officer. The proposed change is Records and Information Management Unit with the head being the Records and Information Management Manager. This position, or its equivalent, is to be in all ministries of Government, first, to facilitate the implementation of the Access to Information Act and second, to implement or improve the Records Management Programme of each ministry.

Main Functions

• Managing the Schools and Confidential registries at the National Heroes Circle office.
• Managing the reference library at the Caenwood Centre.
• Providing advice and ensuring that the registries at the six regional offices are properly structured and maintained.
• Providing a “quick reference” information service to the Ministry’s public.
• Preparing the Ministry for the implementation of the Access to Information Act.
• Managing the implementation of a Records Management Programme in the Ministry.

Present Focus

The present focus of the Unit is the smooth implementation of the Access to Information Act. The main activities to facilitate this are:

• An inventory of the records of the Confidential Registry and some selected divisions and units at the Heroes Circle head office and Caenwood Centre have been conducted by the Information Manager and Registry staff.
• A database of records has been developed using Access Database.
• A directory of these records has been developed, and will be published in the Gazette and on the Ministry’s website.
• A wide cross section of the Ministry’s staff and its agencies have participated in two training and sensitisation seminars, put on by the Access to Information Unit of the Office of the Prime Minister.
• Sensitisation presentations have been made at senior management meetings by the staff of the Access to Information Unit and the Government Records Centre.
• The regional offices have been visited and mobilised to prepare themselves for the implications of the Act.
• Registry staff of the head office and the regional offices have been sensitised and trained to assist in the preparation and implementation of the Act.

Future plans to facilitate the Access to Information Act

• Guide the agencies in their process of preparation for the implementation of the Act.
• Acquire equipment to meet the needs of the Ministry’s clients, when the Act will be implemented.
• Improve the operations of the registries so that records can be more easily retrieved.
• Identify an office to accommodate those persons who wish to have access to the Ministry’s documents.