Examining the records capturing and tracking system for Kawanda Secondary School
Nassuna, Jamilah Umar
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The purpose of the study was to examine the records capturing and tracking system for Kawanda Secondary School so as to propose the strategies for effective management of the school records. The objectives of the study were to; find out the types of school records generated and managed, analyse the capturing and tracking of school records, find out the challenges faced in the management of school records and examine the records capturing and tracking system for Kawanda Secondary School. A case study research design was used in the study while adopting a qualitative research approach of research in data collection, analysis and presentation. A sample size of 11 respondents were involved and these include the school bursar, 6 class teachers, secretary, director of studies and the Head Teacher were purposively selected to participate in the study. Interview and observation methods of data collection were used in the study. The school generated various types of records such as admission forms, administrative records, minutes of meetings, report cards, financial records, admission registers, attendance registers, the log book, syllabus/curriculum, teachers’ record of work, cash book, stock book, punishment book, staff minutes book, continuous assessment book, medical records, human resource records, examinations records which exist both paper and electronic formats. The study established that after the creation and receipt of records at school, these are captured into a Microsoft excel program and retrieved at any convenient time. Records in the office were given alphanumerical codes that assisted in locating records which are required. Forexample a code on the Folder REP/2022/S5 could mean that these records are report cards for 2022 class senior five. The findings revealed that challenges in the management of school records and these included; records insecurity, misplacement of records, poor records storage facilities, dust, pests and rodents, limited space for storage of records, inadequate finance, lack of a disaster management plan, inadequate staff, and inadequate funding. It was resolved that developing a records capturing and tracking system will improve the registration and location of records whenever required. Furthermore it was established that; acquiring enough records handling equipment, inspection of pests and rodents, proper maintenance of the records storage room, training of staff, recruiting qualified records staff and increased funding. The study concluded that Kawanda SS should implement the proposed system in order to improve the capture and tracking of records. The study recommended that; establishment of an offsite storage center, provision of more storage equipment, digitization of records, recruiting professionals in records management, ensure file tracking, establishment of a disaster management plan, introduction of retention and disposition schedule, improved budgeting and establishment of a records management programme.