Recordkeeping practices and education service enhancement in Bombo Army Secondary School in Uganda

Abstract

Recordkeeping practicesare a concerning tendency in many Ugandan secondary schools that requires careful investigation. In order to ensure easy retrieval for future use, avoid the loss of important school data, and inform policy decisions for efficient delivery of educational services, it is imperative that this issue be addressed.The study investigated the recordkeeping practices and their contribution to education service enhancement in BASS, Uganda. Four specific objectives guided the study:finding out the records presently created and kept in BASS;examiningthe recordkeeping practicesin BASS; establishing the challenges associated with recordkeeping in BASS; and establishing the strategies for overcoming the challenges faced.The study used a qualitative methodology, utilizing an exploratory case study design. A sample of thirteen participants, including three top administrators (director of studies, deputy head teacher, and head teacher), six class teachers, two school bursars, and two school secretaries, was purposively selected. Data collection methods included interviews, observations, and document reviews, with an interview guide serving as the primary tool. Thematic analysis was conducted with the aid of the NVivo software to analyze the data.The study found that BASS kept both statutory and non-statutory records in both paper and electronic format. Their creation follows the mandate of the school. Recordkeeping practices involved registering, filing, classifying, storing, tracking, retrieving, and disposing of records.Challenges in recordkeeping included insufficient skills, inadequate storage space and equipment, poor teacher attitudes, environmental hazards, inadequate funding, and limited use of ICT. To address these, the study recommended training staff in recordkeeping, hiring a records officer, conducting in-service training for leadership, improving data completion practices, creating an archive room, digitizing records, and allocating enough budgets for necessary equipment, like computers, cabinets, shelves and drawers.