Examining the filing and file tracking of student records in academic registry, Uganda Institute of Information and Communication Technology (UIICT)

Abstract

The study aimed at examining filing and tracking student records in the Academic Registry at UIICT. Mainly the researcher focused on establishing the current status of filing and file tracking of student records in Academic Registry at the Uganda Institute of Information and Communication Technology, how filing and file trucking of student records at UIICT is managed, identifying the challenges of filing and file tracking in Academic Registry, at the UIICT, also to make suggestions for the best practices of filing and file tracking in the academic registry at UIICT. The study further aimed at Suggesting possible solutions to the records filling and tracking system used at UIICT. Records support decision-making, organize documents, provide evidence of policies, decisions, transactions and activities, and support the university in cases of litigation. There have been many instances at UIICT whereby files were reported to be misplaced or missing and sometimes slow in locating the files, thus raising a question on how are records managed and what system and policies are used in terms of records filing and tracking. The study sampled 40 respondents which included students, lecturers, administrators and other staff. Using qualitative research method questionnaires guides were used to collect data as well as observation and interview guides to analyze data. The major findings revealed manual filling by use of filing cabinets and shelves by alphanumeric, chronological and numeric ways of filing records at UIICT a challenge came in where there are many records and some are not entered in the system thus making it difficult to track but an expanded electronic system was proposed to capture large volumes of records created at UIICT but it was recommended to upgrade the system to capture many details. Related literature was reviewed on the concepts of records, how they are created, stored and tracked and further outlined some of the challenges of having a proper record tracking system The study sampled 40 respondents which included students, lecturers, administrators and other staff. Using qualitative research method questionnaires guides were used to collect data as well as observation and interview guides to analyze data.