Strategies for improving students’ records management using technological advancements: a case of the university of Zambia.
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Date
2025
Authors
Daka, Harrison
Kakupa, Paul
Banda, Boniface
Chazanga, Friday Chasowa
Mulenga – Hagane, Lydia Mukuka
Tembo, Pilira
Bwembya, Ireen.
Journal Title
Journal ISSN
Volume Title
Publisher
Global Scientific Journal
Abstract
Public as well as private organizations are increasingly realizing that sound records management is linked to service delivery. However, Institutions of higher learning are yet to realize the role of records management to quality service delivery. This may be due to lack of policy frameworks on management, destruction of records and inadequate qualified staff among others. Keeping students' records is a crucial activity in every learning institution. Some learners misplace their results, and their only hope is to obtain a replacement from the institution. Records of what
students borrowed (books, equipment) become very important when students seek to clear before graduation. Learning institutions are facing challenges in how to maintain such records as numbers of students increase and years pass. This study therefore investigated the strategies that learning institutions like the University of Zambia can implement using technological advancements in different schools to enhance students’ record-keeping. A case study was conducted to collect data from 20 participants from one of the Schools at the University of Zambia. Non-random sampling was utilized to select key informants from the School of Education, Admission office, Academic office, Student registry and the Library.. Interviews were employed to gather primary data from respondents, while document analysis was used to collect secondary data to corroborate the primary data. Thematic analysis was employed to analyze the data. The findings revealed that students’ records were stored in both hard copy (files) in the school registry and soft copy using software such as Cloud gadget in the Heads of Departments, although this was only in one
department. It was also revealed that the use of Atria and Moodle was not considered very reliable by students. The study further showed that the challenges in maintaining students’ records stemmed from the type of software and gadgets used, lack of staff training, poor internet
connectivity, and slow technological advancement. Based on these findings, the study recommends that the University of Zambia should adopt advanced technology to enhance students’ record-keeping, especially in internet infrastructure. Additionally, the study suggests that staff members should undergo Continuing Professional Development in the field of Information and Communications Technology (ICT). Moreover, the study recommends that staff from the Library and CICT department should collaborate with schools to improve students’ records.
Key words: Records management, Advanced Technology, Registry, Strategies, Internet connectivity
Description
Article on Strategies for improving Students Records