A records filing system at Old Kampala Senior Secondary School
Nakalanzi, Jameo Victoria
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This study aimed at developing an electronic filing system at Old Kampala Senior Secondary School. The study objectives were; to find out the types of records generated and kept at Old Kampala Senior Secondary School, to examine the existing filing system being used at the School, to identify the challenges arising from the existing filing system, to recommend effective solutions to address the challenges identified and develop a filing system. This study used a case study design. Semi-structured Interview guide, observation guide, and Document analysis guide were incorporated. The total sample size was 10 comprising of the Head teacher, the Deputy Head teacher, 2 Records Officers, 2 ICT teacher, 2 secretaries 2 other staff and these were selected purposively. The study revealed that the school employs a manual filing system in the managements of its school records. The system has got some defects and these include; Misfiling of school records, Misplacement of files, Limited space, Insecurity, Inadequate supply of records management materials, Poor ventilation and lightening, Lack of retention and disposal schedules, Ignorance of some staff about records management activities, Backlog, Theft and Vandalism, Inadequate funding etc. These have affected the effectiveness of the School Operations. However, the study suggested some solutions to the above challenges and these include the following; timely filing of school records, setting up security and disaster preparedness plan, Motivation of records management staff, ensuring records are complete and regularly updating files, setting up records management guidelines, Designing and implementation of an electronic filing system, Provision of enough, safe and secure office space, Continuous training of the registry personnel etc. The research team agreed on designing an electronic filing system for Old Kampala Senior Secondary School as an effective solution for almost all the records management challenges being encountered through the use of the existing manual system i.e., it will ensure quick and easy retrieval, improved storage space, reduced paperwork, reduced costs buying reams of papers books etc.