Assessment of records storage and security practices at Namungoona Parent’s Secondary School

Abstract

The major purpose of this study was to assess record storage and security practices at Namungoona Parent‟s Secondary School. In carrying out this study, four (4) research objectives which included to identify the kinds of records managed, to assess the methods used in record storage and security practices, to find out the challenges faced in records storage and security of records, to suggest possible solutions to the problems faced in the storage and security of records from which the four research questions where generated. A sample size of five respondents was selected using purposive sampling technique involving the, Head teacher, Director of studies, Secretary, Bursar and the librarian because they were fully involved in records storage and security practices. It was qualitative in nature and data was collected using the interview and observation method. Data was analysed and presented qualitatively. Reliability was used to improve on the quality of data presented.

The major findings of the study were that, there are the different types of records that are created, generated and stored and they included the following; Administrative records i.e. Compline file, Discipline file, School contacts, Audit report polices and annual budget project report, the school year calendar and minutes of different meetings. Financial records that is to say School fees collection Records, Financial Statement Records, Budgets, Student ledger records, cash book records, creditors records and Debtors records. Academic records that is to say Reports, Exams, Notes, Cumulative file, Attendance file, Graded tests and homework, Records about subjects offered, student enrolment report, and many others.

In the study there exited challenges associated with record storage and security system in the liberty and the school at large and they included; no funds are allocated to records management, records being in different locations, limited records storage space and many others The study recommends that Namungoona Parent‟s Secondary School has to develop a records Management Policy which will help to govern all the records management activities including the new technologically generated records like social media records covering the protection of the whole Records Management Unit with a well disaster management plan this will also involve computerization of its records which are still in paper form. This will make records retrieval and storage easy and also improving on the security system of records such as using passwords in protecting records.