assessment of the student records storage and retrieval system in private secondary school: a case study of revival grammar secondary school, matugga (rgss) registry

Description

The major purpose of this study was to assess student record storage and retrieval systems at Revival grammar Secondary school, Matugga.In carrying out this study, four (4) research objectives which includedto identify the categories of Student records generated,to examine the current student records storage and retrieval system used,to find out the challenges faced in student records storage and retrieval system,to suggest solutions to improve Student records storage and retrieval systems at Revival Grammar secondary school, Matugga from which the four research questions where generated. A sample size of five respondents was selected using purposive sampling technique involving the school head teacher, the records officer, the school nurse and the school. It was qualitative in nature and data was collected using the interview and observation method. Data was analyzed and presented qualitatively. And the validity and reliability were used to improve on the quality of data presented The major findings of the study were that, the records storage and retrieval system composed of storage equipments like metallic lockable cabinets, cupboard wooden shelves and others, the filing systems like alphabetical, alpha-numerical and the numerical filing systems and the subject classification systems, records storage procedure and practices and it was mainly manual and it was characterized by challenges like on inadequate record storage equipments and space, lack of a disaster management plan, poorly dust records management personnel thus leading to the delays in service delivery with some solutions to the challenges as suggested by respondents like allocating resources to records management, recruiting specific records officer, developing records policies and others. Basing on the study findings study was concluded that, the storage and retrieval systems at the school were in inefficient and the recommendation to improve it included creation and prioritizing an independent records management system, repairing the broken lockers of cabinets and cupboards to improve on the security, developing policies like records policy, disaster management plan and a records storage and retrieval schedules, recruiting a professional records officer to manage the school records and others.