Executive Secretary Orders Proper Custody of Personnel Files, Official Documents
JALINGO — September 22, 2026: The Taraba State Health Service Management Board (TRS-HSMB) has warned its staff against the loss, destruction, mutilation or improper handling of government documents, particularly personnel files.
The Executive Secretary of the Board, Dr. Garba Danjuma, gave the warning during a general staff briefing at the Board’s headquarters in Jalingo, where he stressed the importance of proper records management to effective administration and accountability.
Danjuma urged staff members who handle official documents to take responsibility for their safe custody, stressing that government records must be properly documented, securely stored and easily retrievable whenever required.
He said incidents involving missing documents and personnel files would no longer be tolerated, urging officers responsible for records to exercise greater care in handling official files.
According to him, government documents are not merely administrative paperwork but important institutional records that provide a basis for verifying information, establishing accountability and resolving disputes 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 directed staff to ensure prompt handling of official correspondence and mails, warning that delays in processing documents requiring action could affect the smooth running of government business and create difficulties for members of the public seeking services from the Board.
Danjuma further encouraged workers to remain committed, diligent and professional in the discharge of their duties, assuring them that dedication to service would be recognised and rewarded.
He emphasised that the protection of government records should not be seen as the responsibility of registry or administrative officers alone, but as a collective responsibility of every staff member who handles official documents.
Records Crucial to Legal Proceedings
The Board’s Legal Adviser, Umar Danladi Umar, also emphasised the legal importance of preserving official records.
Umar explained that government documents could serve as evidence in legal proceedings and litigation, making their proper preservation essential whenever the Board or government is required to establish facts in a dispute.
He therefore advised staff to ensure that personnel files and other official documents are securely preserved for the required period and made available whenever legitimately needed.
Personnel files, in particular, contain important information relating to employees’ appointments, promotions, transfers, disciplinary matters and other administrative decisions.
The Board’s management said a reliable records management system would help improve administrative efficiency, protect staff interests and preserve the institution’s records for future reference.
Danjuma urged the workforce to support management’s efforts by ensuring that every document entrusted to them is 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.
