Between Policy and Practice: Challenges of Implementing Student Records Retention and Disposal Schedules in Tabora Municipal Secondary Schools

Abstract

This study examined the challenges of implementing student records retention and disposal schedules in Tabora Municipal secondary schools. A quantitative research approach was employed, and data were collected from 62 respondents, including heads of school, academic masters, records management assistants, class teachers, administrative staff, and normal teachers, using a structured survey with a five-point Likert scale. Data were analysed using descriptive statistics, including frequencies, percentages, and means. Findings revealed that inadequate training, unclear procedural guidelines, insufficient human and financial resources, limited storage facilities, and low staff awareness and motivation hinder effective records management. Notably, 57.8% of respondents agreed that insufficient training poses a major challenge, while similar proportions identified other barriers. These findings indicate a gap between policy intentions and practical execution of records management practices, compromising the retention, organisation, and disposal of student records. It is concluded that records management in Tabora Municipal Secondary Schools is constrained by both human and institutional factors. Targeted capacity-building programmes, clear and accessible guidelines, adequate storage infrastructure, proper resource allocation, and initiatives to enhance staff awareness and motivation are recommended. Implementing these measures is essential to improving compliance, strengthening administrative efficiency, and ensuring accountability in school records management.