Staff of the Ministry of Finance undertook a cleanup exercise to improve workplace hygiene and streamline records management.
Led by the Chief Director, Ms. Eva Mends, the initiative aimed to create a more organized and efficient working environment.
Ms. Mends emphasized the importance of cleanliness and proper documentation, noting that an orderly workspace enhances productivity. “As we reset the country, it is imperative that we keep our offices clean and properly dispose of documents that are no longer relevant,” she said.
She further highlighted that some offices would undergo improvements, including restructuring and digitizing records to enhance efficiency. “We need to start fixing some offices, and some divisions will be relocated next door. This is part of our broader plan to improve our work environment,” she stated.
The exercise also focused on proper document storage, prompting the ministry to invite the Public Records and Archives Administration Department (PRAAD) to assist in preserving essential records. Ms. Mends stressed the need for digital transformation, encouraging staff to transfer critical information onto electronic devices to prevent loss and ensure easy retrieval.
Gregory Septimus Setse of PRAAD reiterated the significance of records management in institutional memory and decision-making. He explained that records pass through different stages—current records managed internally, semi-current records requiring PRAAD’s assistance, and archival records preserved for long-term reference. “Proper record-keeping is crucial, and before destroying any documents, institutions should consult PRAAD to determine what should be kept for future reference,” he advised.
Setse also noted that retrieval challenges often indicate the need for a systematic housekeeping exercise. “Records are key in our daily activities, and when retrieval becomes difficult, it signals a need for reorganization,” he explained.
The cleanup exercise, which involved all staff, was scheduled to be completed by noon. Beyond cleaning, the ministry aims to renovate office spaces, document key records, and implement a structured preservation system.
Ms. Mends encouraged staff to embrace the initiative as part of a long-term effort to enhance workplace efficiency. “This is about more than just cleaning; it’s about improving how we manage our workspaces and records to ensure sustainability and accountability,” she said.
The Finance Ministry’s commitment to maintaining a well-organized and efficient work environment reflects broader efforts to improve government administration and service delivery.