Assessment of records storage and access system a case study at Namirembe Hillside High School Gayaza

Abstract

A study was carried out to assess the records storage and access systems of school records, a case study at Namirembe Hillside High School located in Gayaza , This was conducted within the school library which serves as School central registry, School bursars ‘office and also in the administrative secretary’s office, all within the school premises. The objectives of the study were; to indentify different types of records generated and kept within the school, to establish the current status of storage and access system of the school records, to find out how storage and access system of school records is managed most especially staff, to identify the challenges associated with storage and access system of the school records and to suggest possible solutions to the indentified problems of records storage and access system within the school. The researcher used a qualitative research approach with a case study research design. In this case, data was collected using interview, observation and document analysis as data collection methods. The major findings of the study discovered that school deals with largely paper records media compared to electronic media. During the research, few problems were discovered and these include failure to return the borrowed information materials on time, Poor document classification, delays in records operations, inadequate storage equipments, absence of records management procedure manual and also lack of knowledge about records handling. The study finding also discovered that, records storage and access system plays a vital role in management of school records, however the system needs to be improved for better services s suggested in conclusion section of this research. This is because it helps in sustaining legitimacy, accountability and transparency so to enable effective and efficient functioning of the school activities. Lastly, from the conclusion section, the researcher recommends that the school management should establishment of well developed records management policies, records disposition system, digitization of all records generated, sensitization of staff about how to handle records and many others. This is to help the school advance its system of records storage and access thus boosting all school business related activities.