Academic Records Management Practices in Africa Higher Education Institutions: Empirical Review.

Abstract:

Students’ academic records encompass all academic information related to individuals, maintained in various formats and media by educational institutions. Effective management of these records is crucial for the success of higher education institutions. This review examines the management of academic records in colleges and universities across Africa, with the aim of evaluating current practices. The scoping review method was employed to gather and analyze empirical studies from 15 African countries, published between 2001 and 2024. A total of 65 studies were reviewed, focusing on four main themes: (1) practices and processes of academic records management in African higher education institutions; (2) the efficiency and effectiveness of digital academic records management; (3) the challenges faced by these institutions in implementing and maintaining digital record systems; and (4) measures taken to ensure the integrity, privacy, and security of students' records in digital formats. The findings indicate that while many African higher education institutions have developed robust systems for managing academic records, these systems are not always fully aligned with institutional policies. Furthermore, institutions that have established records management policies often encounter challenges in effectively implementing the processes outlined in these policies. The findings also highlight that the adoption and effective management of digital record systems can significantly enhance the overall efficiency of academic records management. However, challenges such as inadequate IT infrastructure, lack of digital skills, resistance to change, and security threats hinder the smooth adoption of digital systems. The absence of clear policies, strategic planning, and integrated systems further complicates efforts to achieve successful digital transformation in these institutions. Additionally, the review underscores that African higher education authorities are taking proactive measures to protect students' academic records, including the implementation of blockchain technology, credential-based authentication, and security frameworks such as the PIEM model. Key practices, such as conducting risk assessments and employing robust encryption techniques, are identified as essential for safeguarding sensitive student information. This study advocates for higher education institutions to develop clear and comprehensive records management policies that address both manual and digital processes. These policies should establish standards for the creation, storage, retrieval, disposal, and security of records, alongside a system for regular review and continuous improvement.