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Introduction
Data Administration is the systematic management of all information from their creation or receipt, by their processing, distribution, group, storage and retrieval to their final disposition. As a result of data is such an essential useful resource to group, the information administration operate additionally consists of data administration. Subsequently, information administration is often known as Data and Data Administration or RIM (Magnus, 2006).
Data administration may be used to outline as the best way official information (correspondence recordsdata, data) are organized in such a manner that they’ve a which means, and can be utilized repeatedly by the customers similar to managers, information professionals, academic establishments,
Significance of Data Administration in Authorities Companies
Establishing a information administration programme, in authorities companies for instance, the Meteorological Division might end in each speedy and long-term significance to the division. Under are acknowledged a number of the significance of information administration within the authorities companies, civil service, corporations and companies as a complete:
• Data administration reduces misplaced or misplaced information. As a result of the human ingredient is at all times with us, even one of the best system on this planet will often have misplaced information. However correctly designed doc administration techniques can regularly scale back misfiles. Most frequently misfiled information can value the clerical employees an enormous wastage of time in looking for information;
• Data administration act as proof within the time of dispute. It is necessary for the settlement of dispute as a result of it may be proven as proof in courtroom;
• It helps in evaluating progress of group. It helps within the preservation of historical past of the group. The previous information exhibits course to group. It helps to find out the weaknesses and energy of group. Data administration provides the account of progress and course through which group is giving on;
• Data administration is the reminiscence of enterprise. It’s helpful for future determination making course of. The research of previous information exhibits course for future. It provides data to group at any time when it’s wanted subsequently, it helps in taking determination;
• Data administration helps to judge enterprise progress and efficiency. It helps compared between one time frame and one other or between someday of companies;
• Data administration helps in administration and management of essential information. It helps to guard crucial information with care and disposes ineffective information;
• To reduce litigation dangers. Group implement information administration programmes to be able to scale back the dangers related to litigation and potential penalties. This may be equally true in authorities companies. A consistency utilized information administration programme can scale back the liabilities related to doc disposal by offering for his or her systematic, routine disposal in a traditional course of enterprise;
• It will increase accountability. A information administration will put in place a system for monitoring actions on every file, subsequently growing accountability and offering entry studies; and
• To enhance working atmosphere. Implementing information administration programme improves the working atmosphere by the group of information and storage offsite. Organized working atmosphere can then enhance the notion of the enterprise by shoppers and potential workers. New workers are additionally simply skilled to handle the corporate’s information when an environment friendly information administration programme is in place (Jackson, 2008).
The Historic Background of the Meteorological Division Sierra Leone
Sierra Leone was the headquarter (HQ) of the West African Meteorological companies which was established in 1923.Meterological companies have been offered for 4 West African international locations particularly Sierra Leone, Ghana, Nigeria and The Gambia respectively. The Sierra Leone Meteorological division is an offshoot of the British West African Meteorological companies based on the twenty seventh April 1961. For the reason that institution, the division has been ruled by collection of administrators and the presently director is Alpha Bockari who has served on this capability from 2012-to date. The headquarter is situated at F18 Charlotte avenue Freetown.
The Meteorological Division exist to offer value efficient climate and local weather companies by accumulating, processing, archiving and disseminating meteorological and climatological data and companies to assist finish consumer contributing to the administration of Sierra Leone’s economic system with particular regard to safety of lives and property and safeguarding of the atmosphere and recovering the prices of the companies so rendered in order that it expenditure won’t exceed it revenue.
As a division below the ministry of Transport and Aviation, they’re charged with the next mandates /obligations:
• Security and effectively being of citizen and their safety in opposition to extreme climate state of affairs and devastation from pure disasters;
• Provision of dependable local weather information to facilitates venture design for agricultural planning and implement, water provide techniques, infrastructure, and tourism;
• Contributing to the socio- financial (together with offering finish consumer companies for agricultural actions, marine) improvement of the nation;
• Carryout climate and local weather associated actions e.g. Clear Growth Mechanism (CDM), Local weather Change Companies (CCS), Discount of Emission from Deforestation and Degradation (REDD), and Nationwide Communication (NCS) (Meteorological Division, 2014).
Goals of the Meteorological Division Sierra Leone
The overarching goal of the Meteorological Division established as the only authority, which points climate and climatological warnings and companies are, to:
• Forecast, plan and ship meteorological and climatological companies which meet nationwide socio- financial improvement wants.
• Acquire, course of, retailer and disseminate meteorological and climatological data each nationally and internationally in accordance with guidelines and practices and procedures established below the WMO Conference of the Worldwide Civil Aviation Group (ICAO), Worldwide Maritime Group (IMO), and so forth and different related conventions of the United Nations techniques such because the Body work Conference on Local weather Change (UNFCC), and Conference to Fight Desertification, Drought and so forth.
• Present a variety of buyer/ sector particular operational meteorological companies to such main sub sector as these for aviation, water assets, agriculture, protection, marine, tourism, sports activities and recreation, and building;
• Gives recommendation on meteorological and climatological issues to the nationwide neighborhood and different governmental and non- governmental companies.
• Develop satisfactory manpower to boost practical effectiveness and effectivity of companies.
• Cut back its reliance on the nationwide finances and generate its personal income by charging for companies rendered to different shoppers;
• Organize for and handle floor and higher air statement networks and precisely and successfully file the climate and local weather situation for Sierra Leone’s financial improvement;
• Gives meteorological companies for search and rescue operations throughout catastrophe and reduction operations in addition to throughout nationwide emergencies; and
• Take part on behalf of Sierra Leone within the actions of relevance worldwide organizations to which its belongs, particularly the World Meteorological Group (WMO), Worldwide Civil Aviation Group (ICAO), World Climate Watch (WWW), International Local weather Observing System (GCOS), International Atmospheric Watch (GAW), Inter- Governmental Panel on Local weather Change (IPCC), African Centre of Meteorological Functions for Developments (ACMAD), United Nation Atmosphere Programme (UNEP) and so forth function in all local weather change actions of the nation (Meteorological Division, 2014).
Strategies of Managing Data on the Meteorological Division
Data preserving are of nice significance to any establishment. One of the vital essential determination managers, administrators or heads of group must make is to decide on the acceptable strategies of managing their group’s information. There of two strategies that’s considerably used. These embrace centralized and decentralized strategies of managing information.
Centralized Strategies
A Centralized methodology of managing information is the one through which all bodily paperwork are situated in a single central location or workplace. The situation is managed by the information administration workplace employees. The variety of workers within the information division will depend upon the dimensions of the group. In a centralized methodology, finish customers have the consolation of understanding all bodily paperwork referring to a selected case are held in the identical location. If as an illustration, finish consumer must reference a file he/she can be required to contact the information workplace employees. The file would then be checked out to the top consumer. A whole declare of custody of file is captured, so the situation of file is understood always.
A centralized methodology has a heightened degree of safety. For instance, the doorway is locked so solely the information employees has entry to the recordsdata within the information workplace. This course of yields far more management over bodily doc than the decentralized strategies. For effectivity of goal, uniform workplace procedures are documented and circulated to all finish consumer. These procedures tackle matters similar to hours or operation, file request and supply occasions.
Decentralized Methodology
A Decentralized methodology is one through which the bodily paperwork are situated throughout the whole workplace. This may occasionally imply they are often present in each employees places of work or different work room house. Not like centralized strategies, the place the recordsdata are managed solely by the information workplace. A decentralized methodology is managed by the employees that created the file. The bodily recordsdata are saved on the worker’s desk not in a centralized location for all to entry. Thus, the strategy wouldn’t require a full time file employees.
Workers would have entry to their recordsdata always and can be accountable for sustaining accuracy. The decentralized methodology of managing information has its demerits. As an illustration, suppose group of workers are engaged on the identical case on the similar time all of a sudden, the worker who’s accountable for sustaining the file is absent. The remainder of the group might have hassle in finding the file if the group doesn’t have declare of custody process in place. Alongside the identical strains, a decentralized methodology of managing information may have little or no safety over recordsdata. This will show problematic particularly if a company handles excessive delicate circumstances.
Nonetheless, within the meteorological division, a centralized methodology of managing the division’s information is adopted. That’s to say, each bodily and digital or different information are centrally managed by the division’s workplace clerk. Though, there are challenges as regards to the preserving and managing of information, however the strategy is effectively utilized. (Meteorological Division, 2014).
Forms of Data generated by Meteorological Division
The information generated by the meteorological division workplace performs an important function in managing the operations of the division. The division paperwork previous actions, phenomenon and occasions that serves the idea for additional actions. The information are each guide and digital in nature. Examples of guide information embrace:
• Workplace administrative information;
• Human useful resource information;
• Monetary/ fiscal information;
• Meteorological information/ information;
• Materials information;
• Public data information;
• Convention/seminar service information; and
• Common applications.
Digital Data: These digital or machine readable information are information in a kind that may be learn and processed by a pc and that satisfies the authorized definition of a file. On the Meteorological Division in Sierra Leone these are information referring to divisions and out stations within the division and these embrace:
• Electronic message and messages;
• Digital spreadsheet;
• Major information recordsdata and information bases;
• Machines readable indexes; and
• Phrase processing recordsdata.
Customers of the Data on the Meteorological Division in Sierra Leone
The customers of the Meteorological Division information in Sierra Leone embrace:
• Administrative personnel;
• Analysis/ exterior customers;
• Human Useful resource Administration Workplace (HRMO);
• Authorities ministries and companies;
• Worldwide organizations e.g. United Nations Growth Programme (UNDP), World Meteorological Group (WMO); and
• Purchasers to which Meteorological Division data is given. For instance, the media in Sierra Leone similar to: Sierra Leone Broadcasting Company (SLBC), African Younger Voices (AYV), and Star Tv).
Submitting System on the Meteorological Division in Sierra Leone
Submitting System in Data Administration is the method of classifying, arranging, sorting and storing information so they could be simply situated and retrieved when wanted. It’s the classification and management of fundamental file teams, materials assortment procedures, file preparation, sorting, indexing, upkeep and cross referencing. A effectively outlined and maintained submitting system permits important data to be accessed rapidly and saves firm cash by saving time. Enterprise, colleges, authorities companies and even daily, individuals use submitting techniques to maintain their affairs organized. Thus, the next numerous forms of submitting techniques might allow company to hold out correct submitting system effectively.
Alphabetical Submitting System
Within the alphabetical submitting system, information are organized in accordance with identify that’s from A-Z both the identify of an individual, firm or topic in accordance with the letters of the alphabet. There are two strategies contain in alphabetical submitting system.The topical alphabetic submitting system, often known as a dictionary system. On this system recordsdata, particular person file are in alphabetical order. This submitting system works effectively when storing a small variety of information. It proves to be problematic when particular person has quite a lot of consumer sharing the identical identify.The opposite methodology is the geographical submitting system; additionally know as encyclopedia or classification system. This technique is used to prepare bigger quantity of information. It teams topic collectively below broad classes primarily based on a location similar to a metropolis, nation or state. The classes and the recordsdata inside every class are organized alphabetically.
Numerical Submitting System
Within the numeric submitting system, numbers are assigned to every file and organized the numbers in segmented order. Information of individuals with the identical identify will not have duplicate headings as with the alphabetical system. This technique additionally affords higher submitting confidentiality since names are displayed within the recordsdata and work effectively when handing a big quantity of recordsdata.
Terminal Submitting System
Within the terminal digit submitting system additionally, numbers of assigned recordsdata are in sequential order however filed in accordance with the final two digits. For instance. If a person is submitting quantity 18547; first the person go to 47 part of the submitting system then search for the 85 space of the part and eventually search for the primary (1).
Alphanumeric Submitting System
The alphanumeric submitting system, each letters and numbers are used to organized recordsdata. For instance, two letters are used to suggest the consumer recordsdata in, adopted by a quantity to indicate his account quantity.
The meteorological division submitting system, have adopted the alphanumeric submitting system. In that file, they use the end-tab folder and pockets that merely stand on cabinets and submitting cupboards. No hanging pocks with a use of workplace house. The meteorological division has some challenges however the submitting system is organized and use effectively.
Data Storage Programs
File must be saved in good order, in a safe location. These containing confidential or private information similar to employees recordsdata should be saved in lockable items and shouldn’t be left on desks in a single day or view of holiday makers. Solely information that are required incessantly must be saved within the workplace. These which should be retained for authorized or different causes must be saved offsite with the information workplace offsite, whereas these which have outlived their usefulness must be destroyed. Nonetheless, information that are lower than one 12 months won’t be saved offsite.
Storage techniques utilized in information workplace most present acceptable safety for information primarily based on format and quantity of information, how incessantly they’re used, how rapidly they should be accessed and safety requirement. The principle forms of information storage techniques used embrace:
Vertical Submitting Cupboards
These are satisfactory for small submitting techniques, however are much less appropriate for big runs of information and information that require frequent entry. Entry is gradual, since drawers must be opened, and these can important impression the place there’s a excessive quantity of information exercise. The cupboards require great amount of house and drawer house is commonly not use to full capability.
E book Cabinets
These are appropriate for books or recordsdata which are saved upright, similar to field recordsdata and lever arch recordsdata.
Lateral Submitting Models
These have lengthy drawer for storing recordsdata laterally and use house extra effectively than their vertical counterparts. Alternatively, static unit with out drawer could be use, the place recordsdata are saved in hanging pocket or cradles. The place immediate submitting and retrieval are required open unit would be the most effective. If file entry is to be restricted, items with lockable doorways or shutters can be utilized.
Cellular Shelving
This can be appropriate the place a big quantity of information should be saved close to at hand, because it reduces the variety of entry aisles require. It’s the most costly kind of shelving, and may be very heavy. The ground should have adequate structural capability to assist these cabinets.
Open Shelving System
This often present in giant places of work and in central file rooms, it permits for fast retrieval and refilling. This sort of lateral file, which resemble open e book cabinets permits recordsdata to be retrieved horizontally. It additionally affords full viewing of the folder tabs, which makes for fast retrieval. And there may be an estimated 50 p.c saving house when recordsdata are moved from vertical system to an open shelve system. This unit often requires skilled set up, which could be negotiated with the seller is an inclusion in the price of the gear. These are probably the most environment friendly sorts of recordsdata out there. In addition they have doorways and could be locked. A few of these with doorways have flush backs and can be utilized as engaging room dividers with a built-in benefit of offering a great deal of sound- proofing. These doorways and 6 openings are simply accessed over 200 inches of submitting. These with out doorways present much more submitting capability and must be think about, even when there’s a perceived must lock them.
Data Storage Programs on the Meteorological Division in Sierra Leone
The principle forms of information storage techniques used on the Meteorological Division in Sierra Leone is the open Shelve System which is talked about above the place recordsdata contacting information are often present in giant places of work and in central file rooms which permits for the fast retrieval and refilling. This sort of lateral file, which resemble open e book cabinets permits recordsdata to be retrieved horizontally.
Data Retrieval on the Meteorological Division in Sierra Leone
Retrieval is the method of finding and eradicating a file or file from storage. It’s also the motion of recovering data on a given topic from saved information. It offers with requirements and procedures in retrieving paper, digital and picture information. For instance, discovering a reputation and phone quantity in a phone listing or information base is a typical storage and retrieval exercise. Data or data could be retrieve in 3 ways:
Manually: individuals go to a storage container and take away by hand a file needed or make a remark of knowledge requested from it.
Mechanically: an individual makes use of some mechanical means, similar to urgent the right buttons to rotate movable cabinets to right location of a file, take away the file manually, or file data requested from it.
Electronically: an individual makes use of some means, similar to a pc, to find a file. The bodily file might not should be faraway from storage. The requester is knowledgeable as to the place it may be discovered, or the knowledge requested is confirmed to the requester not directly, maybe on a display screen in a knowledge base or piece of email file.
Request for saved information could also be made orally over the phone or by a messenger or in writing memo, letter and so forth. The request could also be delivered in particular person, despatched by mechanical, similar to a conveyor system, or despatched electronically by e mail. The file should be retrieved from storage and given to the requester rapidly. Each minute of delay to find a file is dear in consumer or requester losing time and in filers looking out time and will presumably result in lack of cash for the enterprise (Stephens, 2009).
Nonetheless, guide and mechanical procedures are usually utilized in retrieving information on the Meteorological Division since majority of their information are in paper primarily based kind.
Challenges dealing with Data Administration on the Meteorological Division in Sierra Leone
The Sierra Leone state of affairs in enterprise of file preserving and administration particularly within the Meteorological Division system has not been too profitable due to the dearth of administration element. Writing in assist of the above discovering, I’ve famous that a few years of neglect had achieved nice harm to meteorological sector and file preserving isn’t an exemption. The next are a number of the challenges of correct information administration confronted by the Meteorological division in Sierra Leone:
Insufficient Funding
The issue of insufficient funding of information workplace within the meteorological division is extra intensive than the opposite departments. This can be a downside that was not solely skilled in the course of the colonial period however has handed on even to at present’s information administration applications. Cost of worker’s salaries, buy of contemporary preservation gear and chemical substances among the many different day- at present actions that facilitates information preservation are important actions that decision for correct satisfactory funding to allow the establishment to realize its aims will not be fairly seen. Because of this, the meteorological information workplace observe is deserted with unqualified personnel thus affected by inefficiency and ineffectiveness.
Inadequacy of House and Tools
The information workplace on the Meteorological Division is fairly too small to comprise present and non- present information. The gear used is in some way crude in nature and likewise of insufficient capability. The file employees wouldn’t have entry to trendy gear on account of mix downside of insufficient funding and know- how expertise.
Problematic Nature of Format
Most file supplies are nonetheless natural nature, most of them been paper primarily based. This implies they’re able to ageing, advancing, deteriorating with time. Because of this, they want gear to be handled and dealt with with for the aim of preserving them. For such a rustic like Sierra Leone which lies inside the tropics such circumstances are worsen by excessive degree of humidity within the environment and excessive temperature throughout the 12 months. All these circumstances mix work to hasten the character chemical technique of decaying information. Moreover, information preserving services within the Meteorological Division wouldn’t have climate management preservative the place all climate circumstances could be managed to boost file preservation thus, making the entire preservation course of much more troublesome.
Absence of Data Administration Legal guidelines
The Nationwide Data act of 1964 is outdated and is now not serving its usefulness. Data wouldn’t have authorized description, backing or definition of their service. Authorized legal guidelines present for authenticity, which serves to advertise and likewise supplies confidence to the general public and people training within the career concerning the service being supplied. These are the crucial components that the Meteorological Division’s file preserving facility lacks.
Lack of Understanding and Appreciation
The information administration program within the Meteorological Division isn’t appreciated and its function within the provision and administration of knowledge understood by solely a handful of employees. That is additionally true as it’s the tradition in lots of different private and non-private sectors that generate important information every day don’t have any fundamental understanding of information life cycle and requirement of the information disposal act. They’re extraordinarily blind to the important function that may be performed by the information workplace to assist them correctly managed and protect file each on the present and semi- present phases. Employees is completely uninformed concerning the information actions and for that reason it is suggested that the information workplace ought to interact in applications that can assist to teach employees and different customers within the requirement and content material of the actions.
Conclusively,File preserving in a company arrange is essential and can’t be over emphasised. It’s because continuity depends upon availability of helpful information of the previous actions. In a posh group like that of the Meteorological Division, it isn’t potential to maintain each single data within the mind, as a result of the amount of knowledge is heavy, subsequently information should be saved. In Sierra Leone, meteorological legal guidelines demand that each meteorological station ought to hold sure meteorological information similar to climate fore solid information, personnel information, customer’s e book, stock e book, account e book. File preserving occupies a strategic place within the environment friendly and efficient administration of meteorological system. Actually, it’s central within the administration of establishment of studying as a result of it doc the planning and implementation of acceptable course of service permitting monitoring of labor.
Sadly, the Sierra Leone state of affairs in enterprise of file preserving and administration particularly within the Meteorological Division system has not been too profitable due to the dearth of administration element. Giving credence to this assertion, information administration observe within the Meteorological Division has plenty of issues as indicated above. By paying shut consideration to all these issues and addressing them one by one we assist resolve the issues and improve good administration of information within the Meteorological Division in Sierra Leone.
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Source by Solomon Sellu
