From Storage to Disposal: Assessing Student Records Management Practices in Tabora Municipal Secondary Schools

Musa Manyangu Migabo
Tanzania Public Service College (TPSC), Tabora Campus
Email: migmussa@gmail.com

Abstract: This study explored the practices and effectiveness of student records management in secondary schools in Tabora Municipality, Tanzania. A qualitative case study design was employed to gain an in-depth understanding of the experiences of heads of schools, records officers, and teachers. Data was collected from 36 participants through semi-structured interviews with heads of schools and records officers and focus group discussions with teachers from three purposively selected secondary schools. Thematic analysis, guided by Braun and Clarke’s framework, was used to analyze the data. Findings revealed that schools maintained diverse student records, including attendance, disciplinary, academic performance, financial, transfer andleaving, health, and admission/enrolment records, primarily using paper-based systems organized by academic year, class level, or record type. Effective records management enhanced information accessibility, supported monitoring of academic progress and discipline, facilitated administrative decision-making, promoted accountability, ensured policy compliance, and preserved institutional memory. Challenges included limited training, inadequate storage facilities, unclear policies, and inconsistent record-keeping. The study concludes that proper student records management is vital for efficient school administration and recommends training, clear policies, digital systems, and regular audits to strengthen records management practices.