Dear Editor,
I write as a former educator who taught in the public sector for 7 years under the Ministry of Education, a ministry that manages a high volume of administrative and operational records. As with several public-sector agencies throughout the 10 administrative regions, many of these records continue to be managed primarily in hard copy, creating challenges related to retrieval, continuity and long-term accessibility.
The Government of Guyana has taken steps toward digital engagement through platforms such as the recently launched GovConnect, Citizens Connect, AskGov (an AI app) and the forthcoming iMatter human services app. These initiatives will continue to improve communication and service delivery between the citizens and the Ministries themselves. However, there is a lack of focus on record storage, retrieval and management. Guyana, a country aiming to move into the digital stage of development by mid-2026, must not forget that the documentation and storage of governmental official data are also important. Where are the systems designed to be used as comprehensive record management and to provide access to archived documentation and transactional records? In practice, although individuals write requests to access information, these requests are ignored, contrary to Section 18 of the Access to Information Act 2011. For the individuals seeking official records for professional and policy research, when told to visit the Ministries in person, they are turned away because (1) the information was not archived or properly stored, (2) the absence of centralized data or (3) employees refuse to provide that data without reason.
A fully developed digital government framework, consistent with the objectives and disclosure of the Access to Information Act 2011, would be beneficial for all Ministries. Case in point, the Ministry of Education, operating through 11 education districts, currently has a record of approximately 15,000 teachers, on paper and partially on their systems, I hope. In instances like this, those 15,000 plus teachers could have benefited from having online managed profiles, for easy retrieval of scanned documents and to avoid losing access to these important documents. The regional education departments, the Headteachers and the teachers would have authorized access to these documents. These should include scanned copies of the teacher’s personal file documents, leave of absence documents, medical reports and approved resignation letters. The same applies to the Ministry of Public Works; documentation of contracts, receipts, invoices, deadlines, approvals and reports must be archived, where structured records management supports auditing, research and public confidence.
Act No. 21 of 2011, Access to Information Act 2011, states that citizens have the right to access information controlled by the public authorities to promote transparency and accountability. Robust digital records systems would strengthen compliance with this framework by improving traceability, institutional memory and oversight capacity. Digitalization that incorporates comprehensive archiving and records access would therefore enhance governance outcomes while supporting transparency, administrative efficiency and a better Guyana.