Taraba health board raises alarm over missing official records, warns staff - The Guardian Nigeria News

The Taraba State Health Service Management Board (TRS-HSMB) has warned its workforce against the loss, destruction, mutilation or mishandling of government documents, particularly personnel files, stressing that proper records management remains critical to accountability and effective administration.

The Executive Secretary of the Board, Dr Garba Danjuma, gave the warning during a general staff briefing held at the Board’s headquarters in Jalingo, where he charged employees to take greater responsibility for the management, preservation and safe custody of official records.

Danjuma, who commended staff members who had demonstrated diligence in handling government documents, said every employee had a responsibility to protect records entrusted to their custody.

He cautioned that incidents involving missing documents and personnel files would no longer be tolerated, urging officers responsible for records to exercise greater care and ensure that files were properly documented, stored and easily retrievable when required.

According to him, the importance of government records goes beyond routine administrative procedures, as properly maintained documents provide a reliable basis for verifying information, establishing accountability and resolving disputes or questions that may arise in the course of public service.

“Government documents must be properly maintained and securely kept because accurate records are essential for future verification, accountability and clarification of issues that may arise,” Danjuma said.

The Executive Secretary also drew attention to the need for prompt handling of official correspondence and mails, urging staff not to allow documents requiring action to remain unattended.

He said delays in processing official communication could affect the smooth running of government business and potentially create administrative difficulties for both the Board and members of the public seeking its services.

Danjuma further urged the staff to remain committed, diligent and responsible in the discharge of their duties, assuring them that dedication to service would not go unnoticed.

He said employees who consistently demonstrate commitment and professionalism would have their efforts recognised and rewarded at the appropriate time.

The Executive Secretary stressed that protecting government records was a collective responsibility and should not be regarded as the sole duty of registry or administrative officers.

He therefore urged every member of staff who handles official documents in the course of their duties to ensure that such records were adequately protected from destruction, loss, mutilation or damage.

The Board’s Legal Adviser, Umar Danladi Umar, also underscored the importance of proper records management, particularly from the perspective of legal and institutional accountability.

Umar explained that official documents could serve as important evidence in legal proceedings and litigation, making their preservation essential to the ability of the Board and government to establish facts when disputes arise.

He consequently advised staff to ensure that personnel files and other official documents were securely preserved for as long as required and made available whenever legitimately needed.

The emphasis on proper records management comes at a time when public institutions increasingly depend on accurate documentation to track personnel matters, verify administrative decisions and provide evidence for official actions.

Personnel files, in particular, contain information that can have direct implications for employees’ careers, including appointments, promotions, transfers, disciplinary matters and other administrative decisions.

The directive therefore places renewed emphasis on the responsibility of public servants to treat government records as institutional assets rather than ordinary paperwork.

For the TRS-HSMB, the management’s position, as observed by The Guardian, is that a reliable records system is necessary for efficient administration, protection of staff interests and the preservation of institutional memory.

The briefing consequently served not only as a reminder to staff but also as a call for greater discipline in the handling of official information and documents.

Danjuma urged the workforce to support management’s efforts by ensuring that every document entrusted to them was properly handled, preserved and processed within the required timeframe.

He maintained that diligence in the management of official records would contribute to a more accountable, efficient and responsive public service in Taraba State.