Assessment of records management practices at Standard College School, Nsangi

Abstract

The study was an ‘Assessment of records management practices at Standard College school, Nsangi.’ The study was guided by five research objectives: To identify the types of records generated at Standard College School, Nsangi; To find out how records are managed at Standard College School, Nsangi; To identify the records management practices followed at Standard College School, Nsangi; To identify the challenges in the management of records at Standard College School, Nsangi and; To suggest recommendations for effective record management practices at Standard College School, Nsangi. A case study research design was used to obtain information from 14 respondents in all, who included 1 Principal, 2 Deputy Principal, 1 DOS, 3 Secretaries, 2 school Bursars and 6 teachers. An interview guide and observation guide were used to collect data. The study employed qualitative research methodology during data collection, analysis and presentation. Data were analyzed qualitatively through thematic analysis meaning that data were analyzed using content analysis techniques to obtain the major themes running through respondents’ ideas. These were reported qualitatively through narratives, direct quotations and paraphrased responses. The study found out that school records included books, documents, minutes of school meetings, students’ academic records, human resource records, and files that contain information on what goes on in the school as well as other relevant information pertaining to the growth and development of the school among others. Stakeholders can both learn about and develop skills in school record keeping aimed at enhancing school management planning and supervision. The study also found that the records at Standard College School, much of the records are in paper format; much of the available practices are manual, not fully automated, hence explaining why there have always been complaints of poor record management in the school. The study concluded that poor records management results in difficulties in administering, development and supervision of educational systems. In fact, poor school records management and the lack of staff development with regards to the entire information cycle are responsible for a number of management and policy implementation problems in schools. The study recommends that the working environment for staff also be improved upon in terms of salaries and wages, as well as the availing the necessary equipment for work. Equipment/materials like paper files, file folders, Manila paper, computers and internet connectivity should be availed to the record officers to facilitate their smooth operations in their daily activities. This shall induce them and boost their efforts in the management of records, especially using an automated system. The study also recommends that there is a need for development of clear and sound records management standards and polices which help to reduce on misfiling and misplacement of files.