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2022

An Assessment of students’ records management system and

preservation as a determinant for the effective retrieval and
dissemination of information in tertiary institutions in kogi State,
Nigeria.
Emmanuel Adeniyi Oloniruha
[email protected]

Khalimat Oyiza Momohjimoh

Confluence University of science and Technology, Osara, Kogi State, Nigeria,
[email protected]

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Oloniruha, Emmanuel Adeniyi and Momohjimoh, Khalimat Oyiza, "An Assessment of students’ records
management system and preservation as a determinant for the effective retrieval and dissemination of
information in tertiary institutions in kogi State, Nigeria." (2022). Library Philosophy and Practice (e-
journal). 7540.
https://digitalcommons.unl.edu/libphilprac/7540
An Assessment of students’ records management system and preservation
as a determinant for the effective retrieval and dissemination of
information in tertiary institutions in kogi State, Nigeria.
By
Oloniruha, Emmanuel Adeniyi (CLN)
University Library,
Confluence University of Science and Technology,
Osara, Kogi State.
[email protected]

&
Momohjimoh, Khalimat Oyiza (CLN)
University Library,
Confluence University of Science and Technology,
Osara, Kogi State.
[email protected]

Abstract
The main purpose of this study is to assess students’ records management system and
preservation as a determinant for the effective retrieval and dissemination of information in
tertiary institutions in the state under study. The objective of the study is to determine how
students’ records are organised, preserved, managed, retrieved, and the challenges
encountered. The study sample population comprised of 9 2 selected records management
personnel from some randomly selected tertiary institutions in Kogi State,
Nigeria. Descriptive survey method using simple random sampling techniques is used for the
study; observation and questionnaire are the instrument used for data collection. The major
findings of the study revealed: ineffectiveness in s t u d e n t s ’ record management
s y s t e m , incompetent personnel, inadequate infrastructural facilities, constant power
failure, minimal ICT facilities, inadequate space and preservation facilities. Based on these
findings, the following recommendations were made; effort should be made for provision of
standby generator/inverter/Solar energies as an alternative to power supply, training of staff
especially on ICTs, digitalisation of their records, provision of adequate funding, enough
infrastructural facilities such as storage facilities including electronic storage devices and
adequate preservation apparatus.

Keywords: Assessment, students,Record Management, Tertiary Institutions, Kogi State,

Nigeria.
 • Introduction

Tertiary institutions are seen as the factory for producing the high man-power needed in every field of
human endeavour in the country. Nigerian tertiary institutions are characterised by multiple goals and
objectives which are pursued through their main functions and activities of learning, teaching, research
and public service for the advancement of knowledge. Accordingly, the internal functions of tertiary
institution system include the task of admitting students, management of students’ profile, course
administration, welfare services, discipline and certification of studies. These aforementioned tasks are
documented as official records containing essential and crucial information of actions and events which
are kept and preserved for easy retrieval and utilisation when needed. Records are essential resource of
tertiary institutions which are highly needed daily for problems solving and decision making. Students
records, whether physical or electronic are very important and should be harnessed through effective
records management system. Azim et al (2018) defined records as a vital document that are created,
received, maintained and used by an organisation or individual in the cause of discharging legal
responsibilities or in the pursuance of business activities. The smooth running of any higher institution
depends on effective and efficient records management. Suffice to say that the planning, coordinating,
organising, controlling and implementing of organisational activities, particularly institutions of higher
learning, would be a leap in the dark in the absence of accurate and accessible students records keeping
system. Accurate and updated students records protect tertiary institutions from litigation, preserve
their corporate memory and foster accountability and good governance.

Tertiary institutions as human organisation, functions mainly through the registry; the custodian of
rules, regulations, records and extra-ministerial circular assisted by retinue of officers to carry out the
function of the later. Consequently, the role of these officers and their understanding or knowledge of
records keeping, management, retrieval, preservation, and information dissemination is a sin-qua non
to effective students’ records management system. Information has been regarded as an indispensable
asset of any organisation, whether public or private, it’s presently a parameter for classifying the
countries of the world into two main classes, namely information poor and information rich countries.
Evidently, information availability, accessibility, and utilisation have a strong relationship with the
national development of any country. Hence, information is a national resource that can be used to
produce value added goods and services. Records and information are inseparable, since they contain
information needed for planning, decision making, and control in any tertiary institutions.
It should be noted therefore, that the personal and unpleasant experience of the main author in getting
his first-degree academic transcripts from his formal University to another for post-graduate
programmes in the same country (Nigeria) took him almost a year. This is partly one of the reasons this
research is been carried out.
 • Statement of the Problem

Observations have shown that there is growing complexity of tertiary institutions administrative system
which enhances information generation of students from admission, registration, matriculation,
examination, discipline and graduation, among others. The volume of information generated yearly by
tertiary institutions are heavy and hence require effective records management system and preservation
that are grounded with effective policies and procedures that inform the records management personnel
as to the nature of managing students’ records from creation to their final disposition. But this is hardly
the case in Nigerian tertiary institutions despite extant researches and literatures, cases of misplaced or
misfiled documents as well as mutilated, brittled, incomplete students file or loss of records in transit
are common occurrences in most tertiary institutions under study. Delayed release and access to vital
records and documents creates lapses in students’ profile while in school, coupled with non-release of
certificates to graduates as when due and delay in producing academic performance through transcripts
to graduates for postgraduate programmes both home and abroad, referral, Visa application, litigation,
legal or employment purposes, etc.

This is to the extent that poor student records management system inhibits good planning and
management of scarce resources. Consequently, records are difficult to retrieve. There is a loss of man
hour input in searching for information especially misfiled or misplaced records of students. The essence
of records preservation is to allow for effective planning and to prevent records from deteriorating.
Records preservation is facing a lot of issues such as technology obsolescence, media fragility and
possible physical damage to hardware and storage media. These challenges pose major risks of
difficulties in maintaining the persistent integrity, originality, dependency and usability of records. This
has been a challenge in tertiary institutions particularly in developing countries such as Nigeria and this
is the reason this research is been carried out.

• Objectives of the study

The main objective of this study is to examine students’ records management system and preservation
as a determinant for effective retrieval and dissemination of information in tertiary institutions in Kogi
State, Nigeria. The specific objectives are to:

• identify the types and format of students records created/received, maintained and used in
tertiary institutions in Kogi State, Nigeria.
• examine the methods of managing students records in terms of organisation, retrieval and
preservation.
 • identify the problems associated with effective management of students’ records in tertiary
institutions in Kogi State, Nigeria.

• Literature Review

A record is either created or received by an organisation in pursuance of or compliance with legal

obligations, or in the transaction of business. Records can be either tangible objects, such as paper
documents like birth certificates, drivers’ licenses, and physical medical x-rays, or digital information,
such as electronic office documents, data in application databases, web site content, and electronic
mail. Records are the vital resources that an organisation needs to conduct their operations efficiently
and effectively. (Bakare, Abioye and Issa, 2016). Without records, no tertiary institution could operate
successfully. In other words, records are needed as a proof in any tertiary activities. Records help
tertiary institutions to:
• Provide a corporate memory
• Formulate policy
• Make appropriate decisions.
• Achieve greater efficiency, productivity and consistency
• Meet statutory and regulatory requirements
• Protect the tertiary’s interests and those of its students, staff and clients.
• Document all the tertiary activities and achievements.

Administrative transparency can only be achieved through the aid of good records keeping. It is through
these records that tertiary institution administrators can be held accountable for their actions on
decisions they take while in office. Records management aids tertiary institutions in creating students
records in order to preserve information for future reference and processing. Therefore, these records
that are created help guarantee accountability by the later and thus safeguard evidence of its activities,
while allowing timely administrative access to information and the subsequent preservation of the
records from their creation until their planned time of destruction (Mukred, Yusof, Asma’Mokhtar &
Fauz 2019).

A set of activities required for systematically controlling the creation, distribution, use, maintenance,
and disposition of recorded information maintained as evidence of business activities and transactions
is regarded as record management (Mosweu and Rakemane 2020). Students’ records occupy strategic
position in the effective and efficient organisation and administration of tertiary institutions because
they document the planning and implementation of appropriate course of actions thereby allowing
proper monitoring of activities or tasks. Students’ records are important because they serve as major
information tools that sustain the school and aid in achieving educational goals and objectives
(Mohamed and Bunawan 2022). Therefore, students’ records are universally acknowledged
fundamental tools in the business of tertiary institutions and their absence or mismanagement could lead
to inefficiencies, failures in operational procedures or jeopardize information retrieval and
dissemination processes. Allison and Otuza (2017) posited that lot of students’ have suffered in the
hands of many tertiary institutions owing to missing records in terms of credentials, exam scripts, results
and the like. These phenomena has added extra years to their maximum mandate with the institution
and while this ugly menace is not only deterrent to the student but also to the later and parents as it has
led them to litigation in some cases.

However, students’ records are classified according to their purposes which includes,
admission/matriculation records, enrolment/registration records, academic cumulative records-
results/transcripts, convocation-degree award and student disciplinary records. These records are
important because they serve as major information tools that protect students’ rights of degree/certificate
with the right class, documented through academic cumulative records (scholastic performance).
Organisations and institutions in the world in general and Nigeria particularly for instance, rely on
tertiary institutions authentication of certificate and transcript claims. Otherwise, employment or
admission for postgraduate study could be denied, delayed or compromised as a result of incorrect or
lack of authentic students records or failure to retrieve records (Nwaohma, 2014).

Proper records management could help tertiary institutions to manage their information efficiently,
fulfill their mandate, protect them from litigation, preserve their corporate memory, and foster
accountability and good governance. Records management as asserted by Oyebo (2016) involves the
effective, efficient and systematic control of the processes of creating, receiving, maintaining, and
disposing valuable information about the organisation. It is the means of processing information for
optimum accessibility and usability, concerned with the origination, collection, organisation, storage,
retrieval, interpretation, transmission, transformation and use. Records management is all embracing
activity which involves form control, correspondence control, reports management, file management,
records inventory and appraisal. When students’ records are created or received, the user must ensure
that they are correctly filed and recorded so that they can be tracked, retrieved and used by the tertiary
institution concerned in the future (Azman, 2009).

However, on the other hand, Seniwoliba, Mahama and Abilla (2017) asserted that manual record-
keeping is prone to errors and is vulnerable to harm one's business. They further maintained that manual
record-keeping is negatively affected by water, fire, and other hazards. It was also reported that the
amount of paper kept may be excessive, particularly in Nigeria, where students can request for records
of many years. Therefore, Electronic or digital record-keeping has the potential to alleviate the problem
of manual record-keeping. Critical examinations of student’s records in tertiary institutions under study
indicate the needs to ensure that records are well preserved for effective usage as long as possible.
Preservation can be defined as all managerial, technical and financial consideration applied to retard
deterioration and extend the useful life of collection or information materials to ensure their continued
availability (Hussain and Yusuf, 2021).

Preventive measures can considerably extend the usefulness of records, and are usually much more cost
effective than interventive measures taken to remedy damage after deterioration has taken place. The
essence of preservation of students’ record is to allow for effective planning and to prevent materials
from deteriorating. Balogun and Adjei (2018) maintained that preservation of records faces a lot of
issues such as technology obsolescence, media fragility and possible physical damage to hardware and
storage media. These challenges pose major risks of difficulties in maintaining the persistent integrity,
originality, dependency and usability of records. Preservation of records has been a challenge in tertiary
institutions particularly in developing countries such as Nigeria. Information and data generated from
an effective records management system serves as a determinant in aiding the educational institutions
to plan and make useful decisions, preserve facts and figures for future references and accessibility
thereby enhancing the effectiveness of the organisation and administration of the school.

Similarly, Ayanda, Oloniruha and Ogungbade (2014) defines records management as the application of
systematic and scientific controls to recorded information required in the operation of an organisation’s
business. From the above therefore, records management can be defined as “the field of management
responsible for the efficient and systematic control of the creation, receipt, maintenance, use and
disposition of records, including the processes for capturing and maintaining evidence of and
information about business activities and transactions in the form of records.” It states that records
management includes activities such as: setting policies and standards; assigning responsibilities and
authorities; establishing and promulgating procedures and guidelines; providing a range of services
relating to the management and use of records; designing, implementing and administering specialised
systems for managing records; and integrating records management into business systems and
processes.

However, records management is the systematic control placed over the life cycle of recorded
information from creation to its ultimate disposition or permanent storage. The life cycle of a record
includes its conception, creation, distribution, usage, maintenance, storage, disposition, and the archival
preservation stage. Records management can play an important role in charting the course of policy and
determining program priorities. It can also introduce a sense of unity of purpose into the whole
administration. Thus, it seeks to create records necessary for the efficient and successful running of
tertiary institutions; to produce the records when they are needed; to preserve records relevant to the
continued operation of the later; and to create only those records which are necessary. Accurate and up-
to-date records are also required to ensure discipline, equity, fair-play and justice in degree award for
graduations. One can imagine a tertiary institution without records or inaccessible records of student
enrolment statistics by programme/departments, grades earned by students per semester, etc. Without
records, the administrators/government will not be able to make adequate provision of basic services as
well as accurate decision taking.

Records management practices in an organisation according to Bake (2015) is to controls, manage and
utilise records of organisation for the purpose of the organisation. This is done through the creation to
disposition of records, that is, throughout the records life-cycle which includes identifying, classifying,
prioritizing, storing, securing, archiving, preserving, retrieving, tracking and destroying of records. The
fundamental concept behind records management is the idea that each record has a life cycle. “Life
cycle” refers to the stages that every official records must go through. After a record is created, it must
be filed according to a defined, logical scheme into an aged repository where it will be available for
retrieval by authorised users. When the information contained in records no longer has any immediate
value, the record is removed from active accessibility. Depending on the nature of the record, it is either
retained, transferred, archived or destroyed. Allison and Otuza (2017) affirmed that students records
management practices in tertiary institutions is crucial mostly for all record managers and when their
records are well kept, it will help in achieving the institutional goals and objectives.

In today’s ever-shifting technology landscape, with the proliferation of new technologies including
mobile devices, online services and discovery models for research, the ease of access to information
relies on a user’s familiarity with and access to new technologies. The most common and modern device
that emerges in record keeping in recent times is computerisation. This has made information and its
management easy and efficient in terms of generation, organisation, storage, utilisation, retrieval and
even destruction (when necessary). While advancements in technology provide new ways to access
information, undeveloped technology skills may result in unused or overlooked information. In
academic environments, the inability to use technology successfully may act as a barrier to accessing
vital students records and its management. Knowledge has become a critical determinant of
competitiveness in the world economy of today given the prevalent globalisation and rapid
technological change.
Otobo and Alegbeleye (2021), posited records as barometers for measuring the performance of an
organisation which means that without records, no organisation can function. In addition, records are
the by-products of managerial and administrative activities, and they mirror the over-all quality of the
organisation’s business performance. To be meaningful, it must be accompanied by a detailed set of
definitions that identify when a record is created and what type of evidence is required to create reliable
and authentic record. Every existing organisation globally is a product of records as they depend on it
holistically to execute their plans. The ability of tertiary institutions to create and manage their records
successfully will definitely distinguish it from their likes on positive note. Records are information put
into a temporary or permanent physical or electronic medium. It could be seen as any instance of a
physical medium on which information was put for the purpose of preserving it and making it available
for future reference (oxford online English Dictionary, 2022). Records management relates to three
stages through which records pass, namely the current, semi-current, and non-current stages. At the
current stage, records are created and used frequently. In the semi-current stage, which is the
intermediate stage, records are refers to sparsely. At the non-current stage, they are no longer referred
to but are sent to the archives after appraising them. One of the concepts of records management is
accessibility. Records of students in tertiary institutions can only be useful if they are accessible to the
members of the institutions who need to use them. This implies making sure that they are readily
retrievable when required. Ensuring that files are constantly retrieved by proper sorting, modification
or outright destruction or archiving some before filing and storage. The need for records preservation
is, therefore, paramount to the cultural heritage of the past and for future generations obtainable in any
organisation (Abdulkareem, Isah, & Issa, 2013). The availability of information for use, retrieval and
dissemination by those staff depends on the way records have been physically, digitally and
intellectually organised and managed.

• Methodology

The research design adopted for this study is the descriptive survey methods using simple random
sampling techniques. Six tertiary institutions were randomly selected from eleven tertiary institutions
in the State under study using random sampling techniques. The population of the study comprised 92
staff of registry, faculty officers, Heads of departments officers who are in charge of students’ records
and level coordinators. Questionnaire was used as instrument of data collection. 92 copies of
questionnaire were administered, and 81 copies were successfully filled and returned, making a return
rate of 91%. Two research assistants were employed to assist in the distribution of the questionnaire.
Discussion of findings

The types and format of students records created/received, maintained and used in tertiary institutions in Kogi
State, Nigeria.

Table 1. Classes of student's records and their formats

Names of Tertiary Active records Vital records Semi-active Inactive Total

institutions under study No. % No. % records records
No. % No. %

Federal College of
Education Okene 15 18 10 05 48 (100)

Federal Polytechnic 14 14 09 06 43 (100)

Idah

Federal University 20 22 04 03 49 (100)

Lokoja
Kogi State College of
Education Ankpa 13 12 02 01 28 (100)

Kogi State Polytechnic, 16 13 10 03 42 (100)

Lokoja

Kogi State University 12 14 07 02 35 (100)

Ayingba

Total 91 93 42 20 246(100)

Records formats
Names of Tertiary Paper-based records Electronic Film-based Tape Total
institutions under No. % records records records
study No. % No. % No. %

Federal College of
Education Okene 13 08 09 02 32 (100)

Federal Polytechnic
Idah 13 10 08 05 36 (100)

Federal University 16 20 09 - 45 (100)

Lokoja
Kogi State College of
Education Ankpa 18 14 03 05 40 (100)

Kogi State
Polytechnic, Lokoja 19 10 04 03 36 (100)

Kogi State University

Ayingba 18 22 03 02 45 (100)

Total 97 84 36 17 234 (100)

Researcher fields work, 2022

Data collected regarding the types and format of students’ records created and received by tertiary
institutions under study indicated that they have very high numbers of active records (91%) and in
paper format (97%). While electronic records (84%), filmed-based records (36%) and Tape records
(17%).
Table 2. Records Storage and preservation method

Names of Computer Metal Shelves Wooden Steel file cabinet CD-Rom Flash drive Total
Tertiary No. % No. % Shelves No. % No.% No.%
institutions No. %
under study
Federal
College of 18 10 18 10 05 02 63 (100)
Education
Okene
Federal
Polytechnic 16 09 10 09 07 04 55 (100)
Idah
Federal
University 17 08 09 10 06 04 54 (100)
Lokoja
Kogi State
College of 14 10 07 06 03 02 42(100)
Education
Ankpa
Kogi State
Polytechnic, 13 12 05 11 04 01 60 (100)
Lokoja
Kogi State
University 18 12 08 16 03 02 54 (100)
Anyigba

Total 96 61 57 75 28 13 328 (100)

Preservation methods
Names of microfilming Digitalization Fire-prove Environmental Chemical Security measures Total
Tertiary No. % No. % cabinet control de in place
institutions No. % No. % acidification No.%
under study No %
Federal
College of 10 04 11 09 04 10 48 (100)
Education
Okene
Federal
Polytechnic 14 02 10 08 03 13 50 (100)
Idah
Federal
University 15 13 14 10 07 12 61 (100)
Lokoja
Kogi State
College of 16 09 10 12 02 13 62 (100)
Education
Ankpa
Kogi State
Polytechnic, 06 07 09 11 05 11 49 (100)
Lokoja
Kogi State
University 13 10 07 04 06 10 50 (100)
Anyigba
75 45 64 54 27 69 320(100)
Total

Computer is the major means used in the storage of students’ record (96%). Metal shelves (61%),
wooden shelves (57%), steel cabinet (75%), CD-ROM (28%) and flash 1(3%) drives are also used
minimally. The research also reveals that preservation measures such as microfilming (75%) is the
major preservation methods used, digitalisation (45%), fire-proved cabinets (64%) environmental
control (54%) and chemical deacidification (27%). While security measures in place to prevent theft is
(69%). All these are the preservation method put in place for students records in the tertiary institutions
under study,
Table 3. Data collected as regards the problems associated with effective student’s records management

Names of Inadequate Lack of Lack of Inadequate Poor Erratic Total

Tertiary finance skilled infrastructure storage maintenance power
institutions No. % personnel No. % facilities culture supply
under study No. % No. % No. %

Federal College
of Education 18 12 11 10 09 10 70 (100)
Okene
Federal
Polytechnic Idah 15 08 14 07 04 13 61 (100)

Federal
University 13 06 11 16 04 10 60 (100)
Lokoja
Kogi State
College of 12 04 09 10 08 06 49 (100)
Education
Ankpa
Kogi State
College of
Education 10 07 11 16 05 09 58 (100)
(Technical)
Kabba
Kogi State
University, 11 05 08 06 02 10 42 (100)
Anyigba

Total 79 42 64 65 32 58 340 (100)

From the above table, inadequate finance (79%) is the major challenge coupled with inadequate
storage facilities (65%), lack of infrastructure (64%), erratic power supply (58%), lack of skilled
personnel and poor maintenance culture are (42%) and (32%) respectively.

Conclusion and Recommendations

The finding of the study has discussed a number of challenges confronting the management of student’s
records, preservation, retrieval and disseminations in tertiary institution studied. The experience
generated from the study indicates, among other things, that there are lapses in the generation and
management of students records because of lack of skilled or professional record managers, lack of
comprehensive and uniform policy has hampered the management, retrieval, utilisation, dissemination
as well as inadequate finance, storage and infrastructural facilities, obsolete equipments, poor
maintenance culture and erratic power supply. Based on the findings of the study, the following
recommendations are therefore put forward for immediate consideration to ameliorate the
aforementioned.

The findings indicate that student’s records are majorly on paper format. When students’ records are
saved electronically, there is a high reduction in the use of papers and as such, many trees are saved in
the process hence a general minimization of deforestation. Therefore, it is recommended that student’s
records should be digitalized to avoid manual system of keeping records and less paper to meet ICT
challenges and remedied loss or misplacement of physical records. Besides, it saves time, money,
energy in terms of retrieval, dissemination among others. Tertiary institutions should map out strategies
for the long term maintenance and preservation of students records according to established retention
periods and the creation of backups as part of the disaster preparedness program

Professional records manager should be engaged coupled with regular and special training for
management of records and not the normal civil service training with no consideration for records. Its
therefore high time tertiary institutions begin to see and treat students’ records as an asset. Provision of
an alternative source of power supply with legal and regulatory compliance in records management
should strictly be adhered to. Adequate provision of finance or proper budgetary allocation of funds
should be directed and monitored towards proper and efficient management of students’ records such
as the purchase of enough and modern storage and preservation facilities in tertiary institutions studied.

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