THE TRIPLE BURDEN: HOW PAPER-BASED SYSTEMS INCREASE COSTS, DELAY APPROVALS AND COMPROMISE DATA ACCURACY IN ELEMENTARY AND SECONDARY EDUCATION OF KHYBER PAKHTUNKHWA

Abstract

This study examines the inefficiencies of paper-based administrative systems in elementary and secondary schools of Khyber Pakhtunkhwa (KP), Pakistan, highlighting three major challenges: increased operational costs, prolonged processing delays, and compromised data accuracy. Despite global advancements in digital governance, KP’s education sector continues to rely on outdated manual methods for tasks such as student enrollment, staff transfers, leave approvals, and financial documentation. These processes result in unnecessary expenses, bureaucratic bottlenecks, and frequent errors, ultimately affecting the quality of education service delivery. Using a quantitative, cross-sectional survey design, data was collected from 320 administrative staff across 80 schools in urban and rural areas. Findings reveal that schools spend an average of PKR 20,300 monthly on paperwork, with critical processes like No Objection Certificates (NOCs) and staff transfers taking up to 28–35 days for approval and sometimes more than that. Additionally, 78% of respondents reported recurring errors in student records, undermining data reliability. While rural schools face more severe delays due to infrastructure limitations, 89% of staff expressed willingness to adopt digital solutions.  The study concludes that transitioning to digital systems is essential for improving efficiency, reducing costs, and ensuring accurate record-keeping. Recommendations include piloting digital interventions in urban schools, enhancing staff digital literacy, and establishing long-term funding mechanisms for sustainable implementation. The research underscores the urgent need for administrative reforms in KP’s education sector to align with modern governance standards.