Principal of a school is the ultimate responsible person for maintaining school records. However, it would be practically impossible for him/her to do so alone. Hence, clerical staff and teachers assist him/her in the maintenance of school records.
The following points should be borne in mind for maintaining school records efficiently:
(1) Keep all records up-to-date. Enter all the data promptly.
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(2) Keep a list of all registers maintained in the school. Give a serial number to all registers and indicate this serial number along with the name of the register in the above-mentioned list.
(3) Each register should carry the following information on its cover page: Name of the school, Name of the register, dates of starting and closing the register, serial number of the register and so forth.
(4) All the pages in the register should be numbered serially. No page should be torn or removed under any circumstances. If a page is unused or disfigured, write the word “cancelled” across the page. Mention the total number of pages contained in each register on the covers page.
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(5) All entries should be made in ink. A wrong entry should be crossed by a straight line and the authority concerned should put his/her signature there. Do not over-write.
(6) open a new register only after all the pages in the previous registers are used up.
(7) Do not leave any blank space in a register. Fill up all the entries required.
(8) Do not ask students to make entries in any register.
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(9) as far as possible do not take any records home.
(10) Keep them neatly and under lock and key.
(11) Each record should be accurate, reliable and valid.
(12) Records should be easy enough to refer to i.e. simple in nature.
(13) Filling up records should not be a cumbersome, time-consuming bureaucratic procedure.
(14) Each separate subject/issue should be recorded separately.
