Technology

Diploma in Records Management and Information Technology

The Diploma in Records Management and Information Technology is offered through Kenyatta University's TVET directorate and trains graduates to manage both physical and digital organisational records throughout their lifecycle.

Students study records management principles, archival practice, information systems, data protection, and increasingly digital records management, bridging traditional records-keeping with IT skills. Skills RequiredRecords Management PrinciplesArchival PracticeInformation SystemsData Protection ComplianceDigital Records ManagementKey SubjectsRecords Management PrinciplesArchival PracticeInformation SystemsData ProtectionDigital Records ManagementCertificationsKenya National Qualifications Authority (KNQA) RecognitionSpecializationsArchival PracticeFocus on long-term preservation and management of historical records. Digital Records and Information SystemsFocus on electronic records management and data protection compliance. Skills RequiredArchival PracticeData Protection ComplianceDigital Records ManagementInformation SystemsRecords Management PrinciplesKey SubjectsRecords Management PrinciplesArchival PracticeInformation SystemsData ProtectionDigital Records ManagementResearch MethodsCertificationsKenya National Qualifications Authority (KNQA) CertificationSpecializationsArchival PracticeFocus on long-term preservation and management of historical records. Digital Records and Information SystemsFocus on electronic records management and data protection compliance.

Kenya's data protection regulations and the shift toward digital government and business records create growing demand for professionals who can manage records compliantly and securely.

Training combines classroom records management theory with practical records-handling and computer-lab exercises on digital records systems, plus a supervised industrial attachment.

Graduates work as records management officers, archivists, and information/data management assistants across government offices, corporates, and NGOs, with progression into a Bachelor's degree in Records and Information Management.

The programme suits students interested in organisation, compliance, and information management who want a role combining traditional records-keeping with growing digital information governance needs.

Duration: 2-3 years
Public, up to: Ksh 100,330
Private, up to: Ksh 88,650
Job market: Moderate

The programme

What you study, how long it takes, and how it is delivered.

Practicalities

Study mode: Full-time
Attachment: 3 months
Average class: 30 students
Award: Diploma

What you study

6 subjects

Records Management Principles
Archival Practice
Information Systems
Data Protection
Digital Records Management
Research Methods

Modules

10 in the programme

Database Management
Year 1Semester 13 creditsCore
Database systems for records including planning, organising, staffing, and controlling operational activities and resources.
Communication Skills
Year 1Semester 12 creditsCore
Written and oral communication skills for professional workplace communication and effective correspondence.
Entrepreneurship Education
Year 1Semester 12 creditsCore
Business planning and enterprise skills for enterprise development, business planning, and venture creation skills.
Records Management
Year 1Semester 13 creditsCore
Filing systems and records administration for professional practice and competency development in the field.
Records Management Principles
Year 1Semester 13 creditsCore
Core principles of managing records through their lifecycle for professional practice and competency development in the field.
Archival Practice
Year 1Semester 13 creditsCore
Preservation and management of historical and archival records for professional practice and competency development in the field.
Information Systems
Year 2Semester 13 creditsCore
Basic information systems relevant to records management for professional practice and competency development in the field.
Data Protection
Year 2Semester 23 creditsCore
Legal and compliance requirements for handling personal and organisational data.
Digital Records Management
Year 3Semester 13 creditsCore
Managing electronic records and digital archiving systems for professional practice and competency development in the field.
Industrial Attachment
Year 3Semester 26 creditsCore
Supervised placement in a records or information management department for professional practice and competency development in the field.

Specialisations

Archival Practice
Focus on long-term preservation and management of historical records, with emphasis on practical application in Kenyan industry contexts and compliance with relevant national standards and regulatory requirements.
Digital Records and Information Systems
Focus on electronic records management and data protection compliance, with emphasis on practical application in Kenyan industry contexts and compliance with relevant national standards and regulatory requirements.
Records Digitisation
Focus on records digitisation projects, document scanning, digital archiving, and electronic document management systems within Kenyan information management frameworks.
Information Governance
Focus on information governance, data protection, access to information, and records compliance within Kenyan legal and regulatory frameworks for information management.

A day as a student

Days combine records management theory with practical filing and archival exercises, plus computer-lab sessions on digital records and information systems.

The trade offs

In its favour

Growing relevance as Kenya's data protection law increases demand for compliant records management.
Combines traditional records-keeping with transferable digital information skills.

Against it

Entry-level records roles are sometimes viewed as administrative rather than specialised, affecting starting pay.
Fewer institutions offer this specific diploma title, limiting location options.

What it costs

Tuition at both ends of the market, and how to pay for it.

What it costs, and where

Against 191 technology courses

Public67k to 100k

67k at Kabete National Polytechnic100k at Kenyatta University

Private69k to 89k

69k at Gretsa University89k at Mount Kenya University

Annual tuition in Kenyan shillings, rounded. The upright tick is the median for this field, so a bar sitting entirely to its right is an expensive programme by the standards of its own subject.

The fine print

KU 100,330/yr (webhostingvoice.com). Gretsa 69,400, MKU 88,650/yr (mku.ac.ke).

Students can access HELB loans and county bursaries; government agencies occasionally sponsor students for guaranteed placement.

Funding options

HELB TVET/Diploma Loan
Loan
Needy Kenyan students enrolled in accredited diploma programmes.
County Government Bursaries
Bursary
Bursaries for needy students from their respective counties.

Scholarships

2 recorded

County Government Bursaries
BursaryKsh 20,000Kenyan
Bursaries for needy students from their respective counties.
HELB TVET/Diploma Loan
LoanKsh 60,000Kenyan
Needy Kenyan students enrolled in accredited diploma programmes.

Getting in

The grades, the alternatives, and who accredits the award.

What you need

KCSE mean grade: C-
Alternative entry: A relevant certificate in records management, business, or IT from a recognised institution.

How you are assessed

3 components

Continuous Assessment Tests
Coursework30% of the mark
Tests across records management and information systems units.
Practical Records Handling Assessments
Coursework20% of the mark
Assessed physical and digital records management exercises.
Final Examinations
Examination50% of the mark
End-of-semester written examinations.

Accreditation

Offered through Kenyatta University's TVET directorate; recognised under Kenya's diploma qualifications framework.

Accredited by

Kenya National Qualifications Authority
Qualification recognitionRequired
Recognised under Kenya's diploma qualifications framework.

Where it leads

The roles it opens, and what you leave with.

Where graduates go

4 roles

Information Governance Officer
Moderate demandKsh 38,000 to Ksh 70,000
Manages information governance, implements records policies, and ensures data protection compliance for organisations in Kenya.
Records Management Officer
Moderate demandKsh 27,000 to Ksh 44,000
Manages organisational records and archives for a company or government office.
Archivist (Junior)
Low demandKsh 26,000 to Ksh 42,000
Preserves and organises historical records at an archive or institution.
Data/Information Management Assistant
Moderate demandKsh 28,000 to Ksh 45,000
Supports digital information systems and data protection compliance.

Graduate outcomes

Graduates work as records management officers, archivists, and information/data management assistants.

Where these fields lead

8 careers

Tools you will learn

Microsoft Office Suite
Productivity softwarePrimary
Word, Excel, and Outlook for records management, document creation, and information handling.
Microsoft Access
Database softwarePrimary
Database management tool for organising, storing, and retrieving records and information.
Adobe Acrobat
Document management
PDF creation and document management tool for archiving and sharing official records.
SharePoint
Document management system
Collaborative document management and records storage platform for organisational information.
Google Workspace
Productivity software
Cloud-based tools for document collaboration, email management, and digital records storage.

Industry links

Common misconceptions

Records management is just physical filing.
The programme includes digital records systems and data protection compliance, reflecting the shift toward electronic records.
Any office worker can manage records without training.
Proper records lifecycle management, retention scheduling, and compliance require specific training taught in this diploma.