FHASHEE Trains Administrators on Filing and Handing Over Procedures

The session was chaired by Mrs. Victoria Ghanney, Head of the Department of Family Life Management Education, who represented the Acting Dean, Prof. Fred Yao Gbagbo. She highlighted the significance of the workshop in an evolving administrative environment and encouraged participants to upgrade their skills to meet the demands of modern university administration.

Mrs. Victoria Ghanney expressed appreciation to the facilitators for their insightful presentations and commended participants for their enthusiasm and dedication to improving administrative effectiveness. She urged them to apply the knowledge gained to strengthen their work ethics and performance in their respective departments.

Setting the tone for the training, Ms. Grace Nana Ama Tsibu, Faculty Officer for FHASHEE, outlined the objectives for the workshop. She explained that the exercise sought to equip administrators with the requisite knowledge and practical techniques for proper filing, documentation and the preparation of professional handover notes in accordance with the University’s administrative standards. The initiative, she added, also aimed to strengthen accountability, consistency and efficiency in departmental operations.

The first presentation, titled “Writing Effective Handing Over Notes,” was delivered by Mr. Prince Asiedu, Deputy Registrar at the Planning Office. His presentation guided participants through the purpose, structure and essential components of effective handing over notes, underscoring the importance of clarity, comprehensiveness and timeliness.

He elaborated on the key occasions that necessitate handing over notes, the need for standardisation and the inclusion of relevant details such as departmental assets, financial records and ongoing projects to ensure smooth administrative transitions. He further emphasised the implications of poor documentation and stressed the importance of involving internal auditors in all handover exercises to promote transparency and accountability within the University system.

The second presentation, on “Understanding Filing Systems and Records Management,” was delivered by Mr. Amos Amamoo, Assistant Registrar at the Office of the Vice-Chancellor. He discussed the principles of records management and various filing systems suitable for administrative work including alphabetical, numerical, subject-based, chronological and geographical methods.

He noted that effective filing underpins institutional memory, facilitates easy retrieval of information and enhances efficiency in decision-making. He also underscored the need to adopt both manual and digital filing systems including cloud-based storage to ensure the safety, accessibility and longevity of institutional records.

Participants engaged actively throughout the workshop, sharing experiences and taking part in practical exercises that deepened their understanding of efficient administrative and records management practices. The interactive session fostered collaboration and reaffirmed FHASHEE’s commitment to professional excellence in administrative operations.

The event ended with a vote of thanks from Ms. Benedicta Mary Tandoh, an administrator within the Faculty. She lauded the Faculty’s leadership for prioritising continuous professional development and fostering a culture of administrative excellence.

The workshop formed part of FHASHEE’s broader efforts to build the capacity of its administrative personnel and enhance institutional efficiency. It reaffirmed the University’s commitment to maintaining high standards of professionalism, accountability and service delivery through effective records management and seamless administrative transitions.