Public institutions urged to strengthen information and record management structures

Delegates at the just concluded Africa Regional Conference on Freedom of Information Implementation which took place in Abuja recently have identified a lack of understanding of the access to information laws by public officials and citizens.

The participants made up of over 100 state and non-state actors from Cote d’Ivoire, Kenya, Liberia, Niger, Nigeria, Sierra Leone, South Africa, Uganda and Zimbabwe, observed the need for public institutions to document their activities, operations and businesses to ensure that the access to information law was not deliberately undermined through the non-creation of records.

The event held in Abuja, Nigeria covered emerging positive trends and clear challenges impeding effective implementation of freedom of information laws in the respective African countries.

Some fundamental issues which came to fore at the conference include, a growing recognition on the continent that citizens have a right of access to information, a lack of understanding of the access to information laws by public officials and citizens, a burgeoning access to information community of practice that is willing to offer assistance both in-country and across the region, the need to adopt a Model Access to Information Law by the African Commission on Human and Peoples Rights, and a need to encourage speedy passage of progressive access to information laws.

Participants also identified poor documentation, record-keeping and archival processes; inadequate funding of oversight mechanisms and freedom of information units in public institutions, and non-compliance with access to information law obligations by public institutions, as some of the critical challenges in the implementation of FOI laws across Africa.

According to the delegates, this non compliance is largely on the issue of proactive disclosure and timely reporting about the extent to which they have implemented the laws.

It was identified that in most of the countries, there are no dedicated oversight mechanisms and where there are, procedures of appeal are not well spelt out. The conference reiterated the need for countries without comprehensive access to information laws to speedily pass such laws. It also pointed out the need for amending and/or repealing laws and policies that continue to hamper access to information regimes.

Also highlighted was the need for oversight bodies and mechanisms in the various countries to take the lead in their promotional mandate to run outreach, education and awareness programmes clearly targeting different sections of society to raise awareness and understanding of the law.

According to the speakers, illustrative tools that could be employed include train-the-trainer programmes, stakeholders/key operators-analysis, town hall meetings, town criers, road shows, serialised dramas and plays in various languages, social media, visual aids, and experience sharing.

A critical focus of the conference was the activities of public institutions, with the audience stating the need for institutions to document their proceedings and formally keep records about all their activities, operations and businesses in order to ensure that the access to information law is not deliberately undermined through the non-creation of records. In addition, it was suggested that public institutions strengthen existing internal information and record management structures to ensure they are digitised for ease of archival and retrieval processes.

The assemblage also encouraged public institutions to develop and make specific budgetary requests to help in proper discharge of their obligations under the freedom of information laws. And to take advantage of this important mechanism in national laws to make information available to the public as this will also enhance citizens’ trust in them, as steps towards proactive disclosures.

Not left out of the process, the media and a broad section of civil society were also urged to embrace access to information laws as a necessary tool in advancing its work.

The conference organised by Media Rights Agenda (MRA), Nigeria was backed and supported by the United Nations Development Programme (UNDP) Democratic Governance for Development (DGD) II project; the European Union; the UK Department for International Development (DFID), the Canadian International Development Agency (CIDA), and the Korea International Cooperation Agency and the UNDP.

Organisations and institutions present at the event include the military, anti-corruption agencies, civil society organisations, professional bodies, academic institutions, the media and other interest groups.