Records Management in Federal College of Education, Zaria

Description

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Abstract

This study attempted to provide an understanding of the management of records in the Federal College of Education Zaria. The study discussed records, records management, records management program, its benefits and how these records are managed in the College.

It also highlighted the types of records created, method of distribution, storage, retrieval, access, and problems. Survey method was used to conduct the study using questionnaire, interview, and observation.

Several types of records were being created and received with Students Academic Achievement 320 (91.4%) and Academic Activities as major records created. Records were mostly distributed to internal users by sending duplicate copies 255 (7.92%) and to external users by hand delivery 270 (77.1%).

The study revealed that paper-based records of the College are mostly kept on wooden shelves 319 (91.1%) and in files314 (89.7%).

There is restriction of access to some records like those of finance, examination results, certificates and staff personal files. Self discretion was mainly used to appraise records for retention and disposition as there was no written policy to guide this practice.

Introduction

Records are generated in all organizations, educational institutions inclusive. These records document the activities and functions of these organizations and institutions.

Different types of records are created using various media for their creation and different methods and equipment are also used for their storage, retrieval, use, and eventual disposal.

According to University of California Record Management Program (Revised 2004), a record is defined as any writing, regardless of physical form or characteristics, containing information relating to the conduct of the public’s business prepared, owned, used, or retained by an institution or any of its units or employee for the benefit of the institution.

“Writing” means any handwritten, typewritten, printed, photograph, photocopying, electronic format or facsimile, and any other means of recording data or any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination of both, and any record thereby created, regardless of the manner in which the record has been stored.

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