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FACTORS
MILITATING AGAINST EFFECTIVE MANAGEMENT OF SCHOOL RECORDS BY SECONDARY SCHOOL
PRINCIPALS
CHAPTER ONE
INTRODUCTION
Background
of the Study
Information
is every organization’s most basic and essential asset and in common with any
other business assets recorded information requires effective management.
In the past,
“record management” was used to refer only to the management of records which
are no longer in everyday use but still needed to be kept “semi current”
records often stored in basement or offsite. More recent usage tends to refer
to the entire “life circle” of records from the point of creation right until
their eventual disposal. This school records are official documents, books and
file containing essential and crucial information of actions and events which
are kept and preserved in the school office for utilization and retrieval of
information when needed. However, record management is defined as the field of
management responsible for the efficient and systemic control of the creation
receipt, maintenance, use and disposition of records, including the process for
capturing and maintaining evidence of and information about business activities
transactions in the firm of records. These school records are kept and managed
by the school principals, teachers, counselors or administrative staff. Record
management is one of the most important administrative elements of any school
organization in which the school administrator or principal must adhere to.
Hence, the purpose of record keeping and management is to ensure that accurate
and proper records of students achievements and growth, information on school
activities and matters that will promote efficiency and effectiveness of the
school activities are kept. Record management can also be defined as the
application of systematic and scientific control of recorded information that
is required for the operation of the school. Such control is exercised over the
distribution, utilization, retention, storage retrieval, protection,
preservation and final deposition of all types of records within the school.
According to Durosara (2002), records are important tools for effective
planning and administration of school, so it is impossible to effectively plan
and administer any formal organization which records are either not kept or
mismanaged. The education system as a social organization has numerous
sub-systems or levels that are managed to ensure some coherence and continuity.
To successfully achieve this, records must be safely kept and managed.
Egwumyega, (2005) suggested that not all information can be considered as
records until they satisfy such characteristics geniueity and authenticity,
that is the information that the records given must be time, correct, and
original, records must be comprehensive available, accessible and secured.
Records that are kept in any educational system are numerous some are mandatory
and others are optional or discretional such records are grouped into statutory
and non statutory records. Statutory records includes admission or withdrawal
register, attendance register, scheme of work, time table, log book, visitors
book, time movement books, school diary, lesson plan note for teachers,
examination record book etc. non statutory records includes cash book, staff
minutes book, school magazine, stock book, punishment book, school calendar,
inventory book, inspection or supervision report file, confidential report
firms and requisite book. The
aim of record management is to achieve the best retrieval and exploitation of
school record in the school system and also to improve the efficiency of record
making and keeping process. Record management helps to control the quality and
quantity of information that is created in a manner that effectively serves the
need of the school (Akube, 1991 and Fasasi 2004). School record management
according to Fasasi (2004) is meant to enhance the performance of secondary
school administrators. Adequate record management co-ordinators and protects an
institutions records, sharpens the effectiveness of records as a management
memory which controls the times equipment and space allocated to records and
helps to simplify intra-organizational and communication problems. The
management of records in secondary school, just like in any other organization
is a cyclic process involving the principals, teachers, students, messenger and
cleaners but the bulk of records are handled by principals which are kept
manually, thus processing, retrieval and utilization of records is not easy.
Since proper management of school records is essential for smooth
administration of schools, it is pertinent to examine those factors that
mutilates against the proper management of school records by secondary school
principals using the secondary schools in Oredo local Government Area of Edo
state as a case study.
Statement of
the Problem
Irrespective
of the importance of school records in the achievement of educational
objectives, these records do not seem to be adequately managed by school
principals. In Nigeria today getting accurate and reliable data has been a long
letting problem. Agbaje (1982) pointed out that Nigeria have been meddling
without facts and figures in schools. From observation, it becomes obvious that
fulfill-evidential requirements are being created but not properly managed.
Egwunojenga (2009) emphasized that record management practice in Nigerian
Secondary Schools has a number of factors militating against it. These factors
includes: insufficient skilled and experienced record management personnel, Law
priority of record management in the scheme of things. Undurable and bulky
materials for records, inadequate storage space. However, many principals
complains of shortage of trained personnel, funds and materials resources. All
these could possibly have serious effect on management of school records by
Secondary school principals in Oredo local Government Area of Edo State.
Purpose of
the Study
The purpose
of this study was to identify the major factors militating against the
management of school records by principal and to suggest possible solutions
which might help to eliminate or at least reduce the number of duet factors. It
was also hoped that the study would be of assistance to other persons who might
be interested in conducting research in this field in future.
Research Questions
Research
Question
1: What are the perceived problems associated
with record keeping by the secondary school principals in Oredo Local
Government Area, Edo State?
2: What are the causes of improper record
keeping in Secondary Schools in Oredo Local Government Area in Edo State?
3: What record keeping techniques are adopted
by the secondary school principals in Oredo Local Government Area?
4: These adopted techniques effectively aid
record keeping in these secondary schools
Significance
of Study
According to
John Dewey (1919), “the ultimate aim of Education other than the creation of
human beings is the recreation of the society. The essence of record management
is that it facilitates research activities that would promote efficiency and
effectiveness in the school system, provide useful information to an employer
of labour who may want to recruit people for jobs as requires in testimonials,
transcript, certificates and reference letters. Finally, to provide useful information
to the educational planners and administrators. It is hoped that the study
would identify the major problems facing the management of school records by
school principal and to suggest possible solutions to tackle these problems.
This study would be also be of help to those who may want to research into this
very problem in the future.
Scope of the
Study
The study
covered all the secondary schools in Oredo Local Government Area of Edo State.
Limitations
This study
was designed to cover all the secondary schools in Oredo Local Government Area
of Edo State Area due to insufficient fund and time is the researcher chose to
reduce the Area of study tom just Oredo Local Government Area.
Definition
of Terms
The researcher has decided to assign meaning
to the following terms for the purpose of this research. These terms includes:
Local Government Area, factors, insufficient, inadequate, inexperience and
undurable.
1. Local Government Area: Is a convenient
grouping of villages and towns by the government for the purpose of easy
administration in a specified geographical location, Each Local Government Area
has and administrative headquarter with a resident chairman.
2. Factors - The term “factors” here signifies
things that causes or influences the poor management of school records
3. Insufficient - This term refers to the
necessary factors needed for effective management of school records.
4. Inadequate - Also refers to the necessary
factors needed for effective management of records not being enough for the
purpose it was meant to serve.
5. Inexperienced - This refers to one having
little knowledge or experience about
something.
6. Undurable - The term “Undurable” refers to
materials used for record storage wearing out within a short period of time
owing to the inferiority of those materials.
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