ASSESSMENT OF RECORDS CREATION AND MAINTENANCE FOR PROPER ADMINISTRATION

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RESEARCH INFORMATION

✎: ASSESSMENT OF RECORDS CREATION AND MAINTENANCE FOR PROPER ADMINISTRATION

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Keywords: ASSESSMENT OF RECORDS CREATION AND MAINTENANCE FOR PROPER ADMINISTRATION

 

RESEARCH BODY

ABSTRACT
This study focused on Assessment of Records Creation and Maintenance in for proper administration in Islamic Schools in Zaria City. Five (5) research questions were raised to find out the types of records that are created in Islamic Schools in Zaria City, the medium used in records creation, how are records maintained in Islamic Schools among others. The research design adopted was cross-sectional survey; the population of this study consisted of all the teachers and headmasters in the Islamic Schools in Zaria City located in wards of Zaria City. Giving the total number of (391) in the (30) Islamic schools studied. Questionnaire was used to collect data. The data obtained from the copies of questionnaire was analyzed using simple percentages, and frequency. The findings of the study among others revealed that records created in Islamic Schools in Zaria City are financial records, contract records, promotion records, demotion records, PTA records, examination records, students certificates, staff records, attendance register, staff duty book, newly admitted students records, attendance register, are the records which are mainly generated. The medium through which records are mostly maintained in the Islamic Schools in Zaria City are Papers, Computer, Video Camera, and Handset. The study concluded that Islamic Schools in Zaria City creates and receive records through some of the events happening in the schools but the way they maintain such records leads to inability to provide them when needed. It was recommended among others that, school administrators should come up with a written and clearly spelt out records keeping and disposition policy which every teacher should be familiar with. Adequate computers, printers, scanners, flash dives, and other ICT facilities should be provided in the whole schools for creation and maintenance of records.

CHAPTER ONE
INTRODUCTION
1.1 Background to the Study
Records creation is a continuous process taking place in organizations. Examples of such
records include Annual Parent Teachers’ Association meeting records, admission letters to new
intakes, forms for new intakes, school fees receipts are created on term basis. These records are
the ones created after every three (3) months. They include terminal examination results,
terminal continuous assessment records, students’ terminal school fee receipts, staff terminal
minutes of the meeting, general school terminal reports etc.
However, in school system there are records that are created whenever the need arises. For
example, emergency meeting leads to the creation of minutes of that meeting. Also, other
records of unscheduled visitation by some people in the community such as parents, group of
elders in the community etc. Mukhtar et al (2014) had a view that in schools generally, records
such as punishment book, records cards, examination time-table, school revenue and
expenditure book, duty roster (staff duty roster) students duty visitors book, staff attendance
book and the rest of school records are created. These records are created and kept in schools
for many purpose.
Records are created on daily basis in all organizations including Islamic schools.
Records in Islamic schools are documents that contain information about students, staff; parent
teachers’ association. Mukhtar et al (2014) asserted that the essence of record creation and
storage in Islamic schools is for reference purpose. Also, Pino (2000) maintained that proper
record keeping in Islamic schools provides information needed on ex-students by higher and
other related institutions and employers of labor for admission or placement. Islamic schools
records are used as reference materials by the teachers. Many Islamic schools create and store
records which are retrieved for future use. These records are created and kept in Islamic
schools for many purposes.
Administrative value is one of the purposes of creation and keeping of these records in
Islamic schools. Administrative value has to do with utilization of records to make planning’s
such as the next number of students to be admitted, the number of chairs or tables to be
acquired for the next set of students and the rest (Adikwu, 2007). Other purposes of records
creation in Islamic schools include financial, research, legal, informational and evidential
purposes. Evidential purpose is very critical among these purposes. Pino, (2000); Opara and
Nnadozie, (2006); Aduku and Sanusi, (2012) opined that evidence is an important value of
records created by individuals or organizations. This is because records have the capacity of
given account of the event that took place.
Maintenance of the records is done in the organizations in order to preserve the intellectual
contents of such records. For example, in schools as organizations records are preserved and
conserved in order to protect such records against damage. The records created in such schools
are filed, arranged, using devices such as file, drawer, and box. In order to preserve such
records through activities such as filing, storage, shelving, dusting among others in order to
elongate the life span of such records Adcock,(2006); Osayuwa and Eneh, (2011); Mincika,
(2012). These activities are carried out in schools on Students’ payment receipts, Parent
Teachers’ Association records, minutes of the meeting, students’ examination results, and
attendance register. These records are preserved for future use by students and teachers of
particular schools. Furthermore, Balloffet and Hille, (2004); National Archives of St. Kitts,
(2014) showed that preservation of records involves steps taken to prevent records from losing
3

their physical as well as intellectual set up. Physical set up of the records includes the color of
the records, the texture of the pages, and the strength of the cover etc. while intellectual set up
of the records includes the appearance of the text in normal way, and the arrangement of words
sentences in relation to the schools activities.
Furthermore, apart from the preservation of both physical and intellectual content of the
records, maintenance of records includes proper organization, labeling, filing, storage and
retrieval of such records owned by an individual or organization. Borglund and Oberg (2008)
opined that records maintenance involves keeping of such records in a proper condition from
the time the records are created, distributed, used and disposed. These comprise the stages of
the life cycle of the records where maintenance is included. Records maintenance is a
continuous process, this is because, filed, stored, arranged, dust, shelved and retrieved basis
when a business transactions are being carried out in both profit and non-profit organizations.
Records maintenance determines the success or failure of the individual or organizational
operations. This is because effective records maintenance enables the individual or
organization to preserve its corporate memory that is needed for future decision making. While
poor records maintenance leads to the experiencing of litigation risk by individual or
organization. All these are applicable to the records created in the schools.

Keywords: ASSESSMENT OF RECORDS CREATION AND MAINTENANCE FOR PROPER ADMINISTRATION

 


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Keywords: ASSESSMENT OF RECORDS CREATION AND MAINTENANCE FOR PROPER ADMINISTRATION

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