Records processing and organizing at Makerere College School
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The purpose of the study was to analyse the records processing and organising at Makerere College School (MACOS). The objectives of the study were to; identify the different types of records managed, establish how records are processed and organized, identify the challenges in records processing and organization, and suggest strategies for proper records organization and processing at Makerere College School. The study adopted a case study research design while adopting qualitative research approaches in data collection. Purposive sampling was used to select the Head Teacher, the School Bursar, the secretary and the school librarian because they are the primary users of student records at MACOS. Interview, observation and document review methods were used to collect data from the respondents. The study established that the different types of records managed were; admission letters, report cards, lesson notes, Attendance Register, syllabus records, teachers’ record of work, the school time-table, visitors’ book and cash book. MACOS uses manual system in filing of their records and records were retrieved manually using folder matching numbers. The challenges in the records processing and organising were; misplacement of records, limited financial resources, poor records storage facilities, difficulty in using the newly acquired electronic report cards management system, poor records keeping practices by the teachers, lack of the records management policy and limited space for storage of records. The strategies suggested to improve the records processing and organising were; digitization of the records, training of the teachers on how to manage the records, purchasing more computers for offices to manage records, recruiting a qualified records staff and increasing the funds on records management. The study concluded that; there is a need to train the staff members on how to manage the records at MACOS, purchase more computers, adopting new technologies in the management of records and digitize all the records. The study recommended that; MACOS should train its entire staff on the best records management practices, design a records management policy to assist in the management of records, expand its storage space to meet the ever increasing volumes of records, purchase more computers to help in the management of electronic records and digitize all the records.