Developing a preservation policy and guidelines for academic records at St. Margaret College

Abstract

The study aimed at developing a library preservation policy for St. Margrets College, Makerere. The objectives of the study were to; find out the various types of academic records preserved, assess the factors or enemies of academic records, investigate the existing academic records preservation methods, assess the current preservation policy guidelines, examine the requirements for implementing the preservation policy and guidelines for academic records and develop a preservation policy and guidelines for academic records at St. Margrets College, Makerere. A case study research design was used in the study while adopting a qualitative research approach of research in data collection; some aspects of quantitative research approach were used in data analysis and presentation. A sample size of 8 respondents were involved and these include the school bursar, school librarian, class teachers, secretary, director of studies and the Head Teacher were purposively selected to participate in the study. Interview, observation and document analysis methods of data collection were used in the study. The study established the various types of academic records amanaged at SMC, Makerere and these were; report cards, admission registers, attendance registers, syllabus/curriculum, teachers’ record of work, punishment book, continuous assessment book, ministry of education and sports records, UNEB records, examination records, admission forms, disciplinary records. Majority of these records were paper based records though electronic records also existed. The findings also shows that the academic records are faced with a number of threats which can lead to deterioration of academic records which include; pests and other living organisms, dust and dirty, mishandling by the users, fire and water, high temperatures and humidity, poor quality of materials among others. The research revealed that St. Margaret College, Makerere manages a variety of academic records availed to both the students and teachers. The findings also show that the school uses different preservation techniques to protect the academic records from deteriorating at a very high rate. These techniques include; cleaning of shelves and the academic records on a daily basis, digitalisation of some records, covering windows, use of rat gum to trap pests, coating of shelves with acid free paint and so on. Staff at St. Margrets College, Makerere encountered different challenges in preservation of academic records. These challenges limit them from proper preservation of academic records and these include; inadequate space for materials, inadequate finance, limited equipments and many others. Preservation of academic records at St. Margaret College, Makerere is carried out right from the time of receiving the academic records, processing, shelving and dissemination of the materials in the school. The project established that this was not effective and requires guidelines to improve on the preservation of academic records. The study concluded that developing the preservation policy and guidelines for St. Margaret College, Makerere would help the staff preserve the academic records in the school. The recommendations for the study were; maximum care of academic records, formulating a preservation committee, training of the library staff, ensuring availability of funds for preservation of academic records, using acid free boxes and follow up on the use of materials.