09: School Records and Data Management

Qualities and Principles of Good School Records Keeping

School records are only useful if they meet certain important conditions. Below are the key qualities, starting with the most critical:

1. Records Must Be Honest - Records must show the true facts. Events should be written down exactly as they happen, without changing or hiding anything. Honest records help build trust and make good decisions.
2. Records Must Be Complete - Records should be kept regularly and include all the needed information. If records are missing or incomplete, they become unreliable and may cause confusion or mistakes.
3. Records Must Be Easy to Retrieve - A record is only helpful if you can find it quickly when needed. Good recordkeeping means organizing files so they can be easily accessed without wasting time.
4. Records Must Be Useful - Records should be kept for a clear purpose, such as planning, reporting, or solving problems. There’s no point in keeping records that no one will use.
5. Records Must Be Backed by Originals - Where needed, records should be supported by original documents like invoices, bills, or cheque counterfoils. This helps prove that the information is real and accurate.

Principles of Effective Record Keeping

Effective record keeping ensures that important information is available when needed, organized properly, and stored safely. Schools and organizations must follow key principles to make sure records are useful, trustworthy, and protected;

1. Authenticity
   Records must be genuine and traceable. It should be clear who created the record and when. If new information is added later, it must be signed and dated.
2. Accuracy
   Records must show the correct details of the events or transactions they describe. Mistakes or false information can lead to poor decisions and loss of trust.
3. Completeness
   Records must include enough information—content, context, and structure—to fully explain what happened. Incomplete records can cause confusion or misinterpretation.
4. Effectiveness
   Records should be kept for a clear purpose and must serve that purpose well. Each record should be linked to a specific school activity or process, such as teaching, finance, or administration.
5. Security
   Records must be protected from unauthorized access, damage, or loss. They should be stored in a secure place, depending on how sensitive the information is. If records are moved to new formats or technologies, their accuracy and authenticity must be preserved.