A preservation policy for records at Kiwatule Preparatory School

Abstract

This project report outlined the development of a comprehensive preservation policy for records at Kiwatule Preparatory School, a growing institution in Uganda. The objectives were to; identify the existing records preservation methods at Kiwatule Preparatory School and their limitations; find out the various types of records preserved at Kiwatule Preparatory School; identify the requirements necessary for implementing a preservation policy that addresses the school’s unique context; develop a formal policy framework for preserving records at Kiwatule Preparatory School, including clear guidelines on retention, access, and eventual disposal; test and validate the implemented preservation policy at Kiwatule Preparatory School. Drawing on a mixed-methods research design, the study begins by examining existing gaps in recordkeeping practices through interviews, surveys, and document analyses involving teaching staff, administrative personnel, and external stakeholders. Quantitative data, such as retrieval times and frequency of record usage, further clarified operational bottlenecks. Key findings revealed that Kiwatule Preparatory School manages a diverse range of academic and administrative records, including admission registers and curriculum documents. The study identified several threats to the longevity of these records, including dust, pests, high humidity and mishandling by users. Staff also cited inadequate storage space, lack of trained personnel, and insufficient digital infrastructure as major challenges affecting effective preservation. In response to these findings, the project recommends several strategic interventions: establishing regular cleaning and environmental controls to minimize dust and humidity implement pest management and use acid-free storage materials to protect records from biological and chemical deterioration, increasing investment in secure storage infrastructure. Ultimately, this initiative sought to enhance institutional accountability, protect the school’s historical memory, and streamline administrative processes, thus positioning Kiwatule Preparatory School as a model for other resource-conscious educational institutions committed to responsible and enduring record preservation.