Management of school records at Kawempe Muslim Primary School

Abstract

This was a study concerning the assessment of records management in particular school records at Kawempe Muslim primary school, and the main aim and objective of the study was to find out the types of records managed at the school and explain the extent to which the school efficiently and effectively manages it’s records in terms of creation, storage, distribution, use, classification, security, protection against disasters and ultimate disposition with an effort to obtain and archive the objectives for which it was established. The secondary objective is to find out the records management program of KMPS. To achieve the objectives of the study, descriptive research design was applied through a qualitative and quantitative approach used with support of interview, questionnaire and observation methods in conducting the study. Purposive method of sampling was used to carry out the study, using a sample population of four (4) respondents from KMPS. The findings of the study revealed that school records at KMPS are not effectively managed because the school lacks an established records office. It was found out that the current records management system in use was manual and each school office managed its own school records. The system was ineffective as it took too long to retrieve a file, lacked a standardized records management program, inadequate trained staff, lack of adequate storage equipments and lack of established records management guidelines and procedures. The automation of the school records was the main respondents’ suggestion to improving the management of school records. It was concluded that effectiveness of records management is based on the integration of many components, information materials need to be organized and records arranged well to help serve their purpose at KMPS. When the records are organized and personnel trained, it will ease the work of the staff leading to the achievement of the objectives of the organization. In response to the above, clear records management policy and procedures were recommended to be established as they must be easy and simple to understand, and supported by the top management at the school. The policy should govern all school records regardless of their format.