Resource 6: Record Management Tools
Digital Tools for School Record Keeping
1. Microsoft Excel
A widely accessible spreadsheet tool used to record, calculate, and analyze learner data. Excel is ideal for schools with limited ICT infrastructure, allowing teachers to manage records without advanced systems.
Common uses:- Creating digital mark books and class registers
- Calculating totals, percentages, and averages
- Assigning grades and student positions
- Generating remarks and performance summaries
- Sorting and filtering learner records
- Creating attendance sheets and progress charts
2. Microsoft Access
A database tool used to store and manage large sets of structured school data. Access is useful when a school needs more organization and automation than a spreadsheet can provide.
Common uses:- Designing learner information databases
- Linking tables for subjects, marks, and attendance
- Running queries to retrieve specific information
- Automating reports and certificates
- Creating small-scale school information systems
3. Moodle LMS Grading & Records Tools
Moodle provides built-in tools to support both teaching and data management in blended or online learning environments.
Common uses:- Recording assignment and quiz grades
- Automatically calculating totals and averages
- Tracking learner participation and activity logs
- Generating grade reports and feedback
- Exporting gradebooks to Excel or other formats
4. School Information Management Systems (SIMS)
SIMS platforms help schools manage academic and administrative records in one place, offering greater automation and reporting capacity than spreadsheets.
Examples used in Africa:- OpenEMIS (used in Tanzania; UNESCO-supported)
- EduCloud / EduLink Africa
- SchoolBase
- Fedena (open-source)
- M-School & Mwalimu Digital (East Africa)
- NEMIS (Kenya – national reference model)
- Student registration and biodata
- Attendance and discipline records
- Examination and report card generation
- Timetable and staff management
- Parent/learner communication
- Secure data storage and ministry reporting
Choosing the Right Tool
| School ICT Level | Recommended Tools |
|---|---|
| Low-tech / few computers | Excel + paper-based records + phone apps |
| Developing ICT capacity | Excel + Access or Moodle LMS |
| Well-connected / ICT-enabled school | Full School Management System (e.g., OpenEMIS, Fedena, EduCloud) |
Tip: Begin with familiar tools like Excel, then gradually adopt structured databases and SIMS platforms as skills and resources improve.