ABSTRACT
This study investigated the factors
militating against the management of school record by Secondary School
Principals in Oredo Local Government in Edo State. In the course of this study,
the descriptive survey research design chosen for the study and simple random
techniques were used to get the respondents and data for the survey.
A total of sixty respondents were used
as the sample study size. The instrument was validated and tested for
reliability. Responses from the questionnaires were used to answer the research
questions that were raised in the study. From the findings, it was discovered
that there is inadequate preparation of records and acute problems in the
record keeping process in Secondary Schools in Oredo Local Government Area, Edo
State. However, majority of the principals and class teachers do not receive
first hand training and orientation in record keeping. In addition records are
still kept manually in these Secondary Schools, which in most case result
missing records. It was also discovered that modern technology like computers
has not been fully absorbed into the system for the purpose of recording
keeping.
Based on the findings, the study
recommended amongst others; the proper training and orientation of staff. Also,
full computerization of the secondary School records should be encouraged.
Furthermore, filing manual, adequate manual classification, security, storage facilities
and fund should be made available to the principals of the Schools. Lastly,
appropriate record keeping equipment like metal file cabinets, metal shelves,
rubber files, printing machines, photocopying machines should be made available
to all staff of the secondary Schools in Oredo Local Government Area.
TABLE
OF CONTENTS
Title
page………………………………………………………..…………….i
Certification………………………………………………………………….iii
Dedication………………………………………………….………………….iv
Acknowledgement……………………………………………………………v
Table
of Contents……………………………………………………………...vi
Abstract………………………………………………………………………….ix
CHAPTER
ONE
Introduction……………...…………………………….……….………………1
Statement of the
Problem………………………….…………….……………6
The purpose of the
Study………………………………………..…………….7
Research Questions……………………………………………….……………8
Significance of the
Study………………………………………………………9
Scope of the
Study…………………………………………………………..…10
Limitations of
Study…………………………………………………………...10
Definitions of
Terms……………………………………………………………10
CHAPTER
TWO
REVIEW
OF RELATED LITERATURE
Concept of record
keeping in Secondary School……………………………..13
Problems of Record
Keeping in Secondary Schools………………………...28
Effective record
keeping Practices in Secondary Schools…………………..37
Summary of
Literature………………………………………………………….43
CHAPTER
THREE
METHODOLOGY
Research
Design…………………………………………………………………45
Population of the
Study……………………………………………………...…46
Sample and Sampling
Technique……………………………………………..47
Instrumentation…………………………………………………………………47
Administration of
Instrument…………………………………………………48
Method of Data
Collection and Analysis…………………………………….48
CHAPTER
FOUR
DATA
ANALYSIS, INTERPRETATION AND DISCUSSION OF FINDINGS
Discussion of
Findings………………………………………………………….63
CHAPTER
FIVE
SUMMARY,
CONCLUSION AND RECOMMENDATION
Summary………………………………………………………………………..65
Findings…………………………………………………………………………66
Conclusion………………………………………………………………………67
Recommendation……………………………………………………………….68
REFERENCES…………………………………………………………………...73
CHAPTER
ONE
Introduction
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?
Research Question 2: What are the causes of improper record keeping
in Secondary Schools in Oredo
Local Government Area in Edo State?
Research Question 3: What record keeping techniques are adopted by the secondary
school principals in Oredo Local Government Area?
Research Question 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.
Click “DOWNLOAD NOW” below to get the complete Projects
FOR QUICK HELP CHAT WITH US NOW!
+(234) 0814 780 1594
Login To Comment