A Case Study on Records Management Practices of the Open University of Sri Lanka

Records management plays a significant role in universities in effectively delivering programmes for the students, carrying out research activities, and performing all the administrative functions of the University while ensuring the quality of those services and operations. The study was carried out at the Open University of Sri Lanka with the main objective of evaluating the current records management practices adopted by the Open University of Sri Lanka and suggesting potential improvements needed for enhancing the effectiveness of records management practices. The study used the life cycle model in discussing records management procedures adopted by the Open University of Sri Lanka in its service delivery. The qualitative research method was used, taking both primary and secondary data. The primary data were mainly collected through observations and personnel experiences, and secondary data were obtained from internal university records. The study documented the records management practices followed by the Open University of Sri Lanka in compliance with the records life cycle theory. The study detailed the records numbering system adopted by the Open University of Sri Lanka which is an essential process to retrieve records effectively for different institutional purposes. Lack of awareness and proper raining on records management practices among staff members, lack of adequate resources to support records management practices, inadequate documentation and accessibility to documents on records management policies, regulations of the university, and absence of online centralized records management practices are the main challenges faced by the university in performing records management practices. Based on the challenges, the study suggested several improvements needed to be initiated at the university level to ensure an effective records management process.