Protecting and preserving students’ examination records at the university of Dar es Salaam.

The study examined the protection and preservation of students’ examination records at the University of Dar es Salaam. Specifically, the study assessed availability of existing guidelines or policies in handling students’ examination records; examined procedures employed in maintaining students’ examination records at University and assessed records management skills of staff involved in the management of students’ examination records at the University. This study employed a descriptive case study design and applied mixed methods in collecting and analyzing data and a total of 50 respondents were available during the study. The study revealed that there was no standard way of managing students’ examination records as different policies, rules and guidelines are employed in UDSM. The study also revealed that there were no clear set policies for the management of electronic records which raises concerns on data security. It was also discovered that classification and compilation of students’ examination records is done in an ad hoc manner since multiple and un-standardized ways of classifying students’ examination records are used though not formally institutionalized. The research revealed that the examination records managers (for example course coordinators, head of departments) of academic units were not professionally trained to manage the records. The study recommends a need to update the records management policy and procedures especially on the management of electronic records and to develop stand alone policies for the management of students’ examination records. Professional training of Records Managers (for example course coordinators, head of departments) at the University is very essential for proper management of examination records.