Former General Secretary of the Adekunle Ajasin University Students’ Union (AAUASU), Tolulope Adeyefa, has urged student union Secretaries across campuses in Ondo State to adopt technology-driven approaches in the administration of secretarial duties to improve efficiency, transparency and continuity in student governance.
Adeyefa made the call while delivering a lecture titled Evolving from Mere Documentation: Introduction of Technological Tools to Enhance Smooth Delivery of Secretarial Duties at an event tagged Secretarial Functions Redefined, organised by the General Secretary of the National Association of Nigerian Students (NANS), Joint Campus Committee (JCC) Ondo Axis, Oladele Emmanuel, held at Royal Birds, Akure on February 8, 2026.
He observed that the secretarial office within student unions has for long been viewed largely as a documentation unit, concerned mainly with minute-taking, correspondence and record keeping. While noting that these responsibilities remain relevant, he stressed that modern student governance requires secretaries to function as managers of information, facilitators of communication and custodians of institutional memory.
According to him, the expansion of student union activities has exposed the limitations of outdated administrative practices, including handwritten documents, poorly archived files and the frequent loss of official documents after the exit of successive administrations. He said such practices weaken institutional stability and undermine effective leadership.
Adeyefa explained that technology offers practical solutions to these challenges, adding that the role of secretaries has evolved globally with the advent of digital tools. He said contemporary secretaries are now expected to possess basic digital skills that enable them to manage records, coordinate meetings, handle virtual communications and support decision-making processes.
He identified cloud storage platforms, collaborative document tools, digital scheduling applications, virtual meeting platforms and simple databases as accessible technologies that can significantly enhance secretarial efficiency within student unions.
"These tools ensure that records are preserved, accessible, and transferable from one administration to another. This evolution has also necessitated continuous skill set development to keep pace with technological advancements. Consequently, the traditional perception of secretaries as mere support staff has shifted towards recognizing them as vital contributors to organizational efficiency and effectiveness. When properly used, technology turns the secretarial office into the engine room of effective administration", he said.
The former AAUASU scribe, however, acknowledged challenges to digital adoption, including limited digital literacy, inadequate access to technological resources, resistance to change and weak handover structures between administrations.
To overcome these challenges, he called for deliberate capacity building through training, gradual and intentional adoption of simple digital systems, and the institutionalisation of secretarial processes rather than reliance on individuals. He also emphasised the need for proper mentorship and structured handover procedures to ensure continuity.
Adeyefa noted that integrating technology into secretarial functions strengthens student union governance by promoting transparency, accountability and credibility, while also improving relations with school authorities and external stakeholders.
He commended the leadership of NANS, Ondo JCC Axis, for providing a platform to re-examine the role of the secretariat, urging student leaders to rethink their administrative structures in line with contemporary realities.
The event was prominently attended by the Special Adviser to the Governor of Ondo State on Student Affairs, Hon. Kelvin Solomon Olaolu; NANS Zone D Deputy Coordinator, Comrade Adegoke Naheem Ademola; Chairman NANS JCC Ondo Axis, Comrade Mayomi Adekanye, NANS National Director for Private Institutions Affairs, Comrade Emmanuel Segun Amos; and SUG President Adeyemi Federal University of Education, Comrade James Friday.
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