Designing an electronic records classification system for students records at St. Jude Nursery and Primary School Najjanankumbi.

Abstract

The purpose of the study was to evaluate the current records management system so as to design an electronic records classification system for St. Jude nursery and primary school. The objectives of the study were to find out the types of records received and generated at St. Jude nursery and primary school, to find out how records are classified at St Jude nursery and primary school, to identify the challenges faced due to absence of an electronic classification system at the school, to identify the requirements for designing an electronic records classification system for the school and to design and recommend an electronic records classification system for the school. In the course of the study, a qualitative research approach was employed and two data collection methods and instruments such as interview guide and observation were applied to obtain reliable information about records management at St Jude nursery and primary school. In the study, the head teacher, the deputy head teacher, the director of studies, the school bursars, the secretaries and the librarian were purposively selected to participate in the study. The study established that St Jude nursery and primary school receives and creates a number of records which include historical records, fiscal records, operational records, reporting records and legal records. The findings revealed that the school uses a poorly organized paper based records classification system. The study also revealed different challenges faced due to absence of an electronic system at the school and they included; delays in files retrieval, misfiling of records, inefficiency in records management system and ineffective control over the records management system. The requirements needed to design the new electronic system included; computer hardware and software such as desktop publishing software, operating systems such as windows 2019 and electricity. There was a need to assess and revise the current manual system in order to create a good well organised manual records classification system to use in designing the new electronic records classification system to cater for both paper and electronic records. The study recommended that; Adopting the proposed electronic records classification system, holding workshops to train the staff about the use of the new system, purchasing and installation of the latest operating systems such as windows 2019 and 2016 in order to favor the usage and operating of the new system will improve both classification of paper and electronic records at St Jude nursery and primary school.