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