Management of school records

Abstract

The purpose of the study was to examine the management of school records at Standard High School, Zzana. The objectives of the study were to; find out the types of school records generated and managed, analyse the management of school records, the benefits of good management of school records, the challenges faced in the management of school records and the strategies for improving the management of school records at Standard High School, Zzana. 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 10 respondents were involved and these include the school bursar, 6 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 school generated various types of records such as admission forms, administrative records, minutes of meetings, report cards, financial records, admission registers, attendance registers, the log book, syllabus/curriculum, teachers’ record of work, cash book, stock book, punishment book, staff minutes book, continuous assessment book, medical records, human resource records, examinations records which exist both paper and electronic formats. The study findings reveal that the management of records at Standard High School, Zzana follows the records life cycle from creation to disposition. The benefits of proper management of school records which include efficiency in the retrieval of information, protection of vital records, decision making, and proper accountability. The findings revealed that challenges in the management of school records and these included; records insecurity, misplacement of records, poor records storage facilities, dust, pests and rodents, limited space for storage of records, inadequate finance, lack of a disaster management plan, inadequate staff, and inadequate funding. The study concludes by calling for a well laid and implemented records management programme. The recommendations of the study were; acquiring enough records handling equipment, controlling dust, training of staff, establishment of a blowing program, recruiting qualified records staff, increased funding and training of staff.