The records are the evidences which reflect: aims and objectives of the institute. Records also show its origin and growth and philosophy of the institution. As a social institution, school is answerable to parents, managing committee, education department, community and to pupils. Every school is required to keep an accurate and complete account of each and every pupil on its rolls and submit periodically report based on these records.

Records are again essential for furnishing the Department of Education with an overall picture of the school, which is based on facts and figures. These data are utilised for planning future programmes in budgetary form.

A school has to maintain computer records of each student. These records will reveal progress that each student has made and also show the weakness and strengths of the educational programme. Where computer facility is not available these records can be prepared manually with the assistance of teacher and administrative staff.

The records can broadly be classified under the following six headings:


(i) General Records

1. General register

2. Log book

3. Visitors’ book


4. Staff record

5. Public relations record

(ii) Records of Teachers

1. Service book


2. Attendance register

3. Leave register

4. Register of private tuitions of teacher

5. Confidential record


6. Teacher’s diary

(iii) Records of Pupils

1. Attendance register

2. School leaving certificate


3. Cumulative record card

4. Admission record

5. Performance record.

(iv) Equipment Records


1. Dead stock register

2. Laboratory register

3. Library register

4. Stationery issue book

5. Stock and issue of sports material

6. Inventories of infrastructural facilities

(v) Statistical Data:

Statistical information related to pupil enrolment, sex-wise distribution of pupils, pupil-staff ratio, cost per student, failure records etc.

(vi) Financial Records”

(1) Daily cash book

(2) Ledger

(3) Contingency register

(4) Register of fee collection

(5) Register of donations received.