Assessing student records management at the Law Development Centre (LDC), Kampala

Abstract

Student records contain personal and academic information and are considered highly sensitive for a combination of legal, ethical, and accountability reasons. This study assessed the management of student records at the Law Development Centre (LDC) in Kampala. The study aimed to: (1) establish the types and formats of student records managed at LDC; (2) examine how these records are processed and organised; (3) identify challenges faced in managing them; and (4) suggest strategies for improvement. A cross-sectional mixed-methods research design was employed, combining both qualitative and quantitative approaches. Data collection instruments included structured questionnaires, in-depth interviews, participant observation, and document analysis. The sample consisted of 225 respondents: 13 purposively selected staff and 212 randomly selected students. Findings revealed that student records at LDC include academic and administrative records such as admission forms, registration forms, assessment results, transcripts, and graduation lists. Most records existed in paper format and were inconsistently stored across departments in filing cabinets, shelves, and even on office tables. There was no centralized registry, and a professional Records Officer had not been appointed, despite the position being approved. Digitalization efforts were minimal due to limited ICT resources, inadequate staff training, and low digital literacy. Challenges included budget constraints, heavy reliance on manual records management systems, inadequate investment in electronic records management systems, lack of skilled Records Personnel, lack of automation and integration and inadequate records management policy framework. The study recommended; developing and enforcing comprehensive records management practices, investing in digitization, implementing Electronic Records Management (ERMS), staff capacity building and training in modern records management practices, offering regular capacity building workshops on records management principles so that they master the handling and protection of records, strengthening compliance and legal admissibility, improving physical storage infrastructure, enhancing ICT infrastructure, raising awareness and promoting a records management culture. These interventions, if adopted, will improve records security, retrieval efficiency, and institutional accountability.