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

Chi Keung Eric CHENG

Research output: Contribution to journalArticlespeer-review

16 Citations (Scopus)


Purpose: This study aims to explore the principles and practices for managing records with the lens of functional analysis and knowledge management by using a case study that focuses on the experience of implementing records management at a public high school in Hong Kong.
Design/methodology/approach: A single case study is chosen as the research method for this paper. A series of qualitative interviews and documentary analysis were used to collect and triangulate the qualitative data.
Findings: The results show that the case school adopted a hybrid top-down and bottom-up approach to record management, facilitate decision-making and manage knowledge. The school adopted the taxonomy provided by the quality assurance framework as the functional classification in a digital archive in the records management system.
Practical implications: This study provides a set of taxonomy and a hybrid top-down and bottom-up approach to schools for ensuring that accurate information of all school activities is kept and can facilitate an effective and evidence-based, decision-making process.
Social implications: Identifying taxonomy and management practices for effective documentation in public schools can support planning, assist with organising the continuity of improvement plans and increase reporting and accountability to society.
Originality/value: This study offers a taxonomy and management approach to the literature of records management and the practices for promoting and improving records management in school. Copyright © 2018 Emerald Publishing Limited.
Original languageEnglish
Pages (from-to)204-216
JournalRecords Management Journal
Issue number2
Publication statusPublished - 2018


Cheng, E. C. K. (2018). Managing records and archives in a Hong Kong school: A case study. Records Management Journal, 28(2), 204-216. doi: 10.1108/RMJ-02-2017-0004


  • Records management
  • Knowledge management
  • Functional analysis


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