The Ethics and Anti-Corruption Commission (EACC) has directed all governors and speakers of the county assemblies to submit a comprehensive action plan on streamlining records management within 60 days.
In a circular to counties signed by EACC CEO Twalib Mbarak and obtained by Kenyans.co.ke, the Commission conducted a corruption risk assessment across the counties which exposed loopholes for corruption to thrive.
Specifically, most of the counties and the county assemblies relied on a poor state of records management.
During the exercise, EACC exposed 10 weaknesses through which graft could thrive including a lack of record management policies and procedure manuals as well as a lack of designated registries to centralise receipt and dispatch of mail.
The Commission further exposed that most counties lacked records management professionals, kept an inappropriate classification system and lacked inventories for records and related assets leading to pilferage and loss of resources.
"Records are vital organisational assets that underpin transparency, accountability and good governance. Additionally, good Records Management Systems ensure that accurate, complete and authentic records are created and are easily accessible for timely decision making," the circular read in part.
"Despite the critical role that records management function play in the achievement of organisational mandate, it is notable that the accounting officers have not taken measures to institutionalise and integrate this function into the business systems and processes. Opportunities for corruption are manifested where document capture, tracking, control, maintenance, retrieval, storage and disposal systems are not structured."
EACC further exposed poor tracking, control and retrieval system practices, lack of retention and disposal schedules, inadequate and congested storage facilities as well as a lack of sound planning and failure to streamline processes.
The Commission was also concerned about the brazen lack of budgets for record management across the counties and county assemblies.
"The purpose of this Advisory is to bring to your attention the above concerns which hinder transparency, accountability and good governance in the conduct of public affairs and service delivery," added the circular.
"Each County Government (Executive and Assembly) is required to develop and operationalize policies, procedures and manuals to streamline records management."
In August last year, the Commission announced that it was investigating 21 sitting and former governors accused of engaging in corrupt practices.
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