RECORD KEEPING IN EDUCATIONAL INSTITUTIONS

The Basics of Record Keeping

A record is a written account of facts Record keeping is the art of storing information

for reference purposes

Why keep records

For accountability For providing evidence For reports writing For decision making For planning purposes For guidance and counseling

Types of Records

Students records Staff records Administrative records Financial records Inventory and stores records

Student Records

Individual records Attendance records Assessment records Co-curricular records

Uses: Guidance and

counselling Keeping discipline Keeping track of

students Making reports Checking academic

progress

Staff Records

Credentials Application letters Appointments Warning letters Thank you letters

Uses: Promotions Disciplinary action Training needs

assessment Salary adjustments Decision making

Administrative Records

Policy documents Minutes of meetings Insurance policies Agreements Certificates Correspondences Projects

Administrative Records (Cont.)

Admission records Graduation records Staff list (Teaching and non-teaching) Courses, workload, timetables Visitors Book, Mail Book Staff attendance Register Others

Administrative Records (uses)

For decision making For control purposes For legal security For general knowledge

Financial Records

Cash Books Ledgers Bank Statements Cheques Vote Book Vouchers

Uses:– For accountability– For planning

purposes– For budget control– For decision

making

Inventory and Stores Records

Stock card Invoices Proforma invoices Delivery notes Goods received

notes

Uses:– For accountability– For stock control– For budget purposes– For planning

purposes– For decision making

How to Keep Records

Written Form of Records– Notebooks– Files– Books

Oral Form of Records– Tapes– video

Principles of Good Record Keeping

Records must be kept safely They should be easy to access The method should be economical They should show a sense of order They should be under control Centralised or

decentralised

Records Classification Systems

Alphabetical Numerical Geographical Chronological Subject

Record Storage Systems

Where to Store:– In drawers– In cupboards– In cabinets– On shelves

Types of Files: Folders, Box Files,

Active files, Dead Files.

Conclusion

Records are an important management tool Take time to read all records that you keep Keep only documents you need for reference Keep a record system that saves time and

facilitates decision making Never underestimate the importance of your

signature on any document. Read before you sign