PITFALLS BEDEVILING ADMINISTRATION AND MAINTENANCE OF ELECTRONIC RECORDS IN KENYAN UNIVERSITIES

Abstract

: In higher education institutions such as universities, educational records are important assets and must be managed appropriately. The purpose of this study was to understand the pitfalls bedeviling the administration and maintenance of electronic records in Kenyan state universities perspective with a specific objective to determine the problems encountered in the existing electronic academic records management systems in public universities in Kenya, The study was anchored on The Big Bucket Theory. The study adopted descriptive statistics design method. The target population was drawn from; Registrar Academic Affairs, Deans of students’ affairs, Deans of schools/Faculties, Chairmen of Departments, Librarian, Departmental Examination Officers and Lecturers from Masinde Muliro University of Science and Technology-Kakamega. The sample population size for this study was obtained using Slovin’s formula n=N/ (1+Ne^2). The researcher sampled at least 150 respondents using purposive sampling technique. Data collection was done through questionnaires and interviews. The primary analysis of the collected data was done using descriptive statistics. Respondents cited challenges such as a lack of documented manuals, archiving policies, inadequate computer terminals, difficulties in locating records and retention options, inadequate manual classification, and lack of security. Blockchain is one of the emerging trends in records management and should be prioritized and practiced to make electronic records management easier.