Records management in government schools in South Africa: a case study in Limpopo province

Abstract

Purpose This study aims to investigate records management in selected government schools in South Africa. Design/methodology/approach The study adopted a qualitative research approach to collect in-depth data from the principals or administrators working as records managers at the school level. In all, a sample of principals and administrators from seven schools were interviewed face-to-face to enable the researcher to visit the schools in person. Findings The findings indicate that although the principals or administrators make concerted efforts to manage school records, there is no uniform system in place for this purpose. This results in haphazard record keeping and records management at the schools. The study recommends that the Department of Basic Education in Limpopo develop a file plan or model for schools to use to manage records uniformly in a standardised manner that would support accountability, transparency and good governance. Research limitations/implications The study was limited to seven primary schools in Lebopo Circuit, Limpopo province and secondary schools were excluded. Practical implications The author obtained a thorough understanding and direct insight into how principals or administrators manage school records. This study makes recommendations for the effective management of records in government schools. Originality/value This is one of the few research papers on records management in government schools in South Africa.

Records and information management in evidence-based decision-making public schools in South Africa

“…The DBE is the overall authority for public schools at national level and works closely with nine provincial counterparts to cater to the educational needs of all learners in the country (Mojapelo 2022). The effective administration of schools is aided by records provided by the DBE and the provincial DBE over and above the records generated in the activities at the public schools themselves.…”

“…If records of who did what, why, when and how are not available, no one can be held accountable for their actions. Mojapelo (2022) studied the management of records in public schools in Limpopo and discovered that the function of records management in schools is not assigned to someone fit to manage records. School principals and administrators did not have qualifications and capacity to manage school records, leading to improperly kept records, which negatively affected decision-making in schools (Mojapelo 2022).…”

“…Although information and communication technologies can make recordkeeping easier (Hanior, Achor & Gire 2018), if they are not secured, they can be manipulated easily by mistake or deliberately, thus damaging their authenticity (Duranti & Blanchette 2004). Mojapelo (2022) indicates that public schools in South Africa use a computer information system known as the South African School Administration and Management System (SA SAMS) to capture learner details such as their grades. If computer-based information systems are not secured, electronic records stored in them can be modified maliciously or by mistake to the detriment of school administration and management processes.…”

“…Without records retention and disposal schedules, schools risk keeping records for longer than necessary or destroying records prematurely. Mojapelo (2022) realised schools in Limpopo did not have records retention and disposal schedules. According to Mojapelo (2022:33), "without procedures to appraise, retain and dispose of old records, in some cases, records with enduring value that can be used in the near future are either burnt or recycled instead of being preserved".…”

“…• Availability -Decisions made in schools are based on available records and information. According to Mojapelo (2022), there is a need to keep and store records properly and securely in storage facilities to guide and direct all stakeholders in decision-making in public schools. The administration of schools needs records to function well (Nakpodia 2009).…”