Evaluating students’ electronic records management practices at Jomo Kenyatta University of Agriculture and Technology, Kenyatta

Abstract

The Jomo Kenyatta University of Agriculture and Technology operates a student‟s electronic records section which is a source of student‟s information as may be required on each student. The information is provided by various departments of the university including admission, students finance, catering and accommodation, examination, health services, library and other academic departments. The section is manned by system administrators at the different departmental points. These records are vital for the management of each student‟s academic/nonacademic affairs. However, according to anecdotal evidence, the university faces numerous challenges with respect to effectiveness and efficiency of the section. The challenges include loss of student‟s marks, fraud in fee payment, and loss of library books. The aim of this study was to investigate students‟ electronic records management practices at the university with a view to enhancing them. The objectives of the study were: to find out diversity of the electronic records that is generated on each student; to establish the policy framework that guides students‟ electronic records captured; to find out how the electronic records are managed from creation to disposition; to establish the challenges facing the management of electronic records; and to suggest ways in which challenges facing the student‟s electronic records management can be addressed. The study adopted a case study research design within a mixed methods research approach. The staff in the departments concerned with students‟ affairs at JKUAT constituted the population for this study. Probability sampling method was applied to select departments that took part in the study. Purposive sampling was then applied to draw the participants from the departments selected. From an aggregate population of 312 staff members, 36 members were drawn to form the final sample size for this study. This figure (36) was arrived at, through the use of Israel‟s (1992) sample calculation formula. The data collection method used was interview and administration of questionnaire. The data collection instruments used were interview schedules and self-administered questionnaires. The quantitative data was analyzed using simple descriptive statistics such as frequencies and percentages. Qualitative data collected were analyzed using thematic descriptions. The findings of the study showed that majority of the students‟ records generated were in electronic formats and ranged from academic reports, school fees reports, attendance and admission records to name but a few. At the time of the study, JKUAT did not have a policy guiding the management of students‟ electronic records. This meant that the management of these records was below acceptable standards as was seen through a myriad of challenges faced including but not limited to insecurity, data loss and storage inadequacies. The study therefore concluded that students‟ electronic records were not properly managed at JKUAT. Consequently, the study made the following recommendations: The university management should develop a students‟ electronic records management policy; the records managers should adhere to standard procedures as spelt out in the Records Continuum Theory; and that the staff should be retooled in order to acquire the requisite skills so as to manage the students‟ electronic records properly.