The Senate Hansard Department

Background

The publishing of the HANSARD Report in Kenya is based on the U.K. model and is provided for under Senate Standing Order No. 231, which states as follows:-

231 (1) There shall be published within forty eight hours, a verbatim report of all proceedings of the Senate, unless the Speaker is satisfied that this is rendered impossible by some emergency.
(2) Every Senator shall have an opportunity to correct the draft verbatim report of his or her contribution, but not so as to alter the substance of what the Senator actually said.
(3)Where there is doubt as to the content of the verbatim record of the House, the Speaker shall make a determination.

"Hansard" is the name given throughout the Commonwealth to the daily printed record of the debates of Parliament. It is a verbatim transcript of Parliamentary sittings and committee hearings.

The HANSARD Report, otherwise known as THE OFFICIAL REPORT, as enunciated by a House of Commons Select Committee on Parliamentary Debates in 1907, is:-

" A full report in the first person, of all speakers alike, a full report being defined as one which, though not strictly verbatim, is substantially the verbatim report, with repetitions and redundancies omitted and with obvious mistakes corrected, but which on the other hand leaves out nothing that adds to the meaning of the speech or illustrates the argument'." (Erskine May, 24th Edition).

 

Vision, Mision and Core functions

OUR VISION

To efficiently facilitate Senators to effectively fulfill their constitutional and statutory roles.

OUR MISSION

To offer efficient and professional parliamentary reporting and editorial services to the Senators in order to enable them achieve their mission.

OUR MANDATE

The HANSARD Department derives its mandate from Senate Standing Order No.232 which states:-

Hansard Reports

232 (1) There shall be published within forty eight hours, a verbatim report of all proceedings of the Senate, unless Mr. Speaker is satisfied that this is rendered impossible by some emergency.
(2) Every Senator shall have an opportunity to correct the draft verbatim report of the Senator's contribution, but not so as to alter the substance of what the Senator actually said.
(3) Where there is doubt as to the content of the verbatim record of the Senate, the Speaker shall make a determination.

The Department's Core Functions

  • To provide verbatim reports of the Senate Plenary and Committee proceedings;
  • To provide extracts of HANSARD Reports to Government Ministries, departments and the public at large;
  • To provide verbatim reporting services to Government commissions of inquiry and Parliamentary conferences on request, with the permission of the Clerk.

Core Values

  • Honesty and integrity
  • Professionalism
  • Team spirit
  • Accountability and transparency
  • Respect and courtesy
  • Commitment to customer satisfaction and service delivery
  • Neutrality/impartiality

The Clientele

  • Senators
  • Government Ministries and departments
  • Private sector institutions/NGOs
  • Parliamentary officers manning Senate Plenary and Committees proceedings
  • Members of the public

 

Service Benchmarks

The HANSARD Department will endeavour to meet the following service levels when normal working conditions apply:-

  • We will make sure that the daily HANSARD will be ready for distribution to Senators by 10.00 O'clock of the following day.
  • Requests from Government Ministries and departments will be met on the spot.
  • Information to private institutions and individuals on how to access the HANSARD through the website and Government Press will be available proactively on the Senate website and on demand.
  • Corrections by Senators will be effected immediately they are received by the department.
  • We will ensure that an edited version of the HANSARD Report of any given sitting will be posted on the website within 24 hours after the sitting.
  • Bound volumes of HANSARD Reports will be produced together with an index at the end of every session.
  • All complaints from our clients will be promptly addressed in accordance with parliamentary rules and regulations.

Feedback

We value and welcome feedback and suggestions from our clients to enable us sustain the provision of quality services. Our clients can provide such feedback through:-

  • Letters
  • Fax
  • E-mail
  • Telephone

For further information or enquiries, please contact:-

The Hansard Editor,
The Senate,
Parliament Buildings,
P.O. Box 41842-00100,
NAIROBI.
Tel.+254-22211291/Cell: +252722732863
Email: This email address is being protected from spambots. You need JavaScript enabled to view it. or www.parliament.go.ke

 

FAQ

1. WHAT IS THE HANSARD?

This is the name used in Commonwealth countries to refer to the official printed reports of parliamentary proceedings, and proceedings of parliamentary committees. It forms one of the Journals of the Senate, for which the Clerk is the official custodian.

It is a verbatim (word for word) account of the daily proceedings of the Senate and its committees. Allowance is made for the correction of grammar and factual errors.

2. WHAT IS THE BASIS FOR THE PRODUCTION OF THE HANSARD REPORT?

The Hansard Department draws its mandate from the Standing Orders of the Senate.

Standing Order No. 231 states as follows:-

231 (1). There shall be published within forty eight hours, a verbatim report of all proceedings of the Senate, unless the Speaker is satisfied that this is rendered impossible by some emergency.
(2) Every Senator shall have an opportunity to correct the draft verbatim record of his or her contribution, but not so as to alter the substance of what the Senator actually said.
(3) Where there is doubt as to the content of the verbatim record of the Senate, the Speaker shall make determination.

3. HOW IS THE HANSARD PRODUCED?

The Hansard Report is produced by a team of officers through the following production stages.

(a) Recording: This is the stage where the Senator's speech is captured as an audio record. Currently, both digital and analogue recording devices are used to capture the Senator's voice as he/she contributes on the floor of the house or in committee. This is done by a group of officers referred to as Audio Recorders.

(b) Transcription: This is the stage where the audio record is translated into text. This is done by a group of officers referred to as Hansard Reporters.

(c) Proof Reading: This is the stage where the transcripts of the proceedings are proof read against the audio record to ensure accuracy. This is done by a team of Assistant Hansard Editors.

(d) Collation (or merging): This is the stage where the proofread transcripts
are merged together into one document. This document is referred to as
the "first draft" or the "raw draft".

(e) Editing: This is the stage where Senior Editors check through the "raw draft" document to ensure consistency and conformity with the Hansard House Style. They ensure that the names of the Senators and other names of people and/or places that came up in the course of the debate are spelt out correctly. They make sure that the Hansard Production Manual has been adhered to in the process of transcription. They also correct any errors and omissions that may have been over-looked at the proofreading stage.

(f) Circulation: A hard copy of the Report is circulated to the Senators as per their contributions at a particular sitting of the Senate. A copy of the Hansard Report is also posted on the parliamentary website.

(g) Publication: This is the stage where the Hansard Editor prepares the Report for onward transmission to the Government Press for publication. In addition to checking for errors, he/she prepares (or oversees the preparation of) the necessary table of contents and the index of the Hansard Report.

(h) Archival: In order to facilitate future access and reference to the reports,
soft copy reports are stored by the Hansard Department and can be
accessed upon a written request to the Office of the Clerk of the Senate.
Hard copy reports are stored in the parliamentary library.

4. HOW DOES A SENATOR GET ACCESS TO THE HANSARD?

After production of the First draft (also known as the "raw draft"), speeches of individual Senators are despatched to their offices or sent to their e-mails, with a note from the Editor, indicating that corrections, if any, should be submitted within forty eight hours in order to be included in the final draft that will be published.

Any such corrections must not be so as to change the substance of the Senator's contribution, as per the Standing Orders.

Forty eight hours after a sitting, the relevant Hansard Report can be obtained from the office of the Hansard Editor, at the Senate Information/Documentation office and on the parliamentary website: www.parliament.go.ke.

The Hansard Reports of Committees, after being produced by the Hansard Department, are kept in the custody of the Clerks to the Committees.

5. IS THE HANSARD REPORT AVAILABLE TO THE PUBLIC?

Even though the Hansard Report is one of the journals of the House, kept under the custody of the Clerk of the Senate, it is also a public document, available to all who may be interested.

Any interested person can download it from the Parliamentary website. It can also be purchased from the Government Press at a subsidized fee. It can also be obtained from the office of the Hansard Editor, upon a written request to the Office of the Clerk of the Senate. A nominal fee may be charged to cover the printing costs.

6. WHO ARE THE CONSUMERS OF THE HANSARD REPORT?

Our major clients fall into two categories: Internal and External Clients. Among our internal clients are: Senators, other parliamentary departments and parliamentary committees. The external clients include government ministries and departments, the private sector, non-governmental organizations and private citizens.

7. WHO MAKE UP THE "HANSARD TEAM"?

The Hansard Report is a product of a team effort involving the following officers of the department: The Hansard Editor, The Deputy Hansard Editor, Senior Assistant Hansard Editors, Hansard Reporters and Audio-Recorders.

This team effort is complemented by support services provided by other departments within the Senate.

Contact Us

The Clerk 
Senate
Tel: 254 2 2221291 or 2848000
Fax: 254 2 2243694

The Clerk
Kenya National Assembly
Tel: 254 2 2221291 or 2848000
Fax: 254 2 2243694

Parliament of Kenya. All rights reserved.