Designing a records management system at Kitante Hill Senior Secondary School, Kololo (KHSS)

Abstract

The study identified a need to recommend a system for managing records at Kitante Hill Senior Secondary School. The system will help to manage information created manually and electronically by integrating all information/ records centrally into the system. This will go along with using different hardware and software components. The objectives of the study were to identify the types of records kept at the School, to study the current systems at KHSS, to identify the strength and weaknesses of the existing systems and finally to recommend a system that would manage all records at KHSS. The methods used to collect data were interviews and observation. The study was carried out through purposive sampling which constituted of 2 respondents from the school. Data was analyzed using descriptive and analytical methods. Data flow diagrams were used for statistical and descriptive representation

The findings show that KHSS mainly uses the Manual and an Electronic System to manage their records. The study concluded that in order to retrieve records easily and promote timely decision making, a central system should be implemented to integrate all records generated at KHSS so as to avoid wastage of time when retrieving records and that the staff should be trained in information communication technology capacity building and conversion of all manual records to electronic processes and finally the conclusion gave the benefits of the system once implemented at the school.