Managing records and archives in a Hong Kong school: A case study

Chi Keung Eric CHENG

Research output: Contribution to conferencePapers


Aims: This study examines the principles and practices in term of functional analysis for managing records at secondary schools in Hong Kong as recommended by the ISO9001 requirement. Set up by the Geneva-based International Organisation for Standardisation, the ISO9001 addresses the requirements that schools, or any other form of organisation intending to meet the standard, must fulfil. Schools in Hong Kong are required to adhere to the education quality assurance (QA) policy, which emphasises a school’s accountability to the wider community and the development of school education in Hong Kong. The policy requires schools to collect data that can be used to report on the effectiveness of school education and to provide documents for scrutiny by government officials. In response to this (QA) policy, schools in Hong Kong have to manage their records effectively. Record management, as one of the administrative principles in schools, ensures that accurate information of all school activities is kept and can facilitate an effective and evidence-based, decision-making process. Identifying taxonomy and management practices for effective documentation in schools can support planning; assist with organising the continuity of improvement plans; and increase reporting and accountability to the public. Methodology: This study examines the records management model using a case study that focuses on the experience of implementing records management and knowledge management at school. The case study is a secondary school in Hong Kong which has adopted the ISO standard and is implementing knowledge management. The researcher conducted a series of qualitative interviews at a secondary school, where the ISO 9001 certification had been introduced. The study explores how the records were managed and classified. Findings: The results show that the case school adopted a hybrid top-down and bottom-up approach to record management, to facilitate decision making and managing knowledge. This study offers a taxonomy and management approach to the literature of records management and the practices for promoting and improving records management in Hong Kong.


ConferenceRedesigning Pedagogy International Conference 2017: “Education for the Future: Creativity, Innovation and Values”
Internet address


Cheng, E. (2017, May). Managing records and archives in a Hong Kong school: A case study. Paper presented at the Redesigning Pedagogy International Conference 2017: Education for the future: Creativity, innovation, values, Nanyang Technological University, Singapore.


  • Records management
  • Knowledge management
  • Functional analysis
  • School change and leadership
  • Secondary schools


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