FACTORS MILITATING AGAINST EFFECTIVE MANAGEMENT OF SCHOOL RECORDS BY SECONDARY SCHOOL PRINCIPALS
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CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
Every organization’s most fundamental and indispensable asset is information, and like all other corporate assets, recorded information needs to be effectively managed. In the past, the term “record management” was exclusively used to describe the management of records that were no longer needed for daily operations but had to be kept “semi current.” These data were frequently held in basements or off-site storage. The “life circle” of records, from the time of production till their ultimate disposal, is a term that has become more popular in recent years. These school records are official books, documents, and files that are kept and saved in the school office for use and information retrieval when necessary. They contain important and critical information on actions and events. Record management, on the other hand, is defined as the area of management in charge of the effective and systematic management of the creation, receipt, maintenance, use, and disposition of records, including the procedure for capturing and maintaining evidence of and information about business activities transactions in the firm of records. The school principals, teachers, counselors, or administrative staffs are responsible for maintaining and managing these school records. One of the most crucial administrative practices that each educational institution’s administrator or principal must follow is record-keeping. Consequently, the goal of record keeping and management is to make sure that accurate and proper records of students’ growth and achievements, details about school activities, and things that would foster efficiency and effectiveness of the school operations are kept. The use of systematic and scientific control over recorded information necessary for the operation of the school can also be referred to as record management. Distribution, use, retention, storage retrieval, protection, preservation, and final depositing of all forms of records inside the school are all subject to this management. According to Durosara (2002) argues records are crucial instruments for efficient planning and management of schools, it is difficult to properly plan and manage any formal organization without them. The management of the many layers or subsystems that make up the education system as a social organization helps to maintain some degree of cohesion and continuity. The management and storage of records must be done safely in order to do this. According to Egwumyega (2005), not all information can be regarded as records until it satisfies the requirements for genuineness and authenticity, which state that the records must be complete, accurate, and original as well as readily available, secure, and accessible. There are many different types of records that are kept in educational systems; some are required, while others are voluntary or discretionary. These records are divided into statutory and non-statutory records. Statutory records include the following: an admissions or withdrawal register, an attendance register, a scheme of work, a timetable, a log book, a visitors’ book, a time movement book, a school journal, a note book for teachers outlining lesson plans, and an examination record book, among other things. Cash book, staff minutes book, school magazine, stock book, punishment book, school calendar, inventory book, inspection or supervision report file, confidential report firms, and requirement book are examples of non-statutory records. The goal of record management is to increase the effectiveness of the record-making and record-keeping process while also achieving the best retrieval and exploitation of school records within the educational system. According to Akube (1991) and Fasasi (2004), record management aids in maintaining quality and amount of information produced in a way that best meets the needs of the institution. According to Fasasi (2004), school record management is intended to improve secondary school administrators’ effectiveness. A proper record management system coordinates and safeguards an institution’s records, enhances their value as a management memory that regulates the amount of time, equipment, and space allotted to records, and aids in the simplification of intra-organizational and communication issues. The management of records in secondary schools is a cyclical process involving principals, teachers, students, messengers, and cleaners, just like in any other organization. However, principals handle the majority of the records, which are kept manually, making it difficult to process, retrieve, and use the records. Since good recordkeeping is crucial for efficient school administration, secondary school principals should investigate the factors that work against good recordkeeping by using the secondary schools in the Oredo local government area of Edo state as a case study.
1.2 Statement of the Problem
Despite the significance of school records in achieving educational goals, principals of schools don’t seem to handle them well enough. Obtaining accurate and trustworthy data has long been a challenge in Nigeria. Nigeria has been meddling without facts and data being taught in schools, according to Agbaje (1982). It is clear from observation that fulfill-evidential requirements are being developed but are not being effectively managed. The practice of record management in Nigerian secondary schools is hindered by a number of problems, according to Egwunojenga (2009). These factors include: a lack of qualified and experienced record management staff; the importance of record management in relation to law. Records materials that are cumbersome and unreliable, with insufficient storage. However, a lot of principals lament the lack of qualified staff, funding, and material resources. All of these might have a significant impact on how secondary school principals in Edo State’s Oredo local government area maintain student records.
1.3 Purpose of the Study
The goal of this study was to identify the main obstacles that prevent principals from managing student records and to offer potential solutions that could help to either remove or at least lessen those obstacles. Additionally, it was hoped that the study would be useful to other individuals who might be interested in undertaking future research in this area.
1.4 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
1.5 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.
1.6 Scope of the Study
The study covered all the secondary schools in Oredo Local Government Area of Edo State.
1.7 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.
1.8 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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