CHAPTER 1

INTRODUCTION
Project Context
Any work a human can do in an hour, a machine can do in a minute. Technology

indeed has a great part in our lives. It cannot deny the fact that without technological

advancements people lives would not have been easier and faster. In today

modernization, technologies basically succeeded in reducing the human efforts and the

risk in doing a lot. As we live in technological world, we need technology in every single

matter of our life. However, some researchers noticed that some sectors in today’s society

seem to be left behind in terms of adapting the use of different technology method to

allow progress in their field.

As time goes by, we are now in modernization, our world has been innovated and

continuously innovating by technology in all possible ways. People have been replaced

by robots and different works have been made easier by the used of different software.

Computerization technology is a control system that aims to manage the process in

different institution as it can reduce human errors and processing time. In an information

management system, computerization is a software that helps to organize and analyze

data. This can result in a system with well-integrated processes that can perform much

faster and more accurate that a usual manual system.

Records Management System (RMS) is the management of records for an

organization throughout the records-life cycle. A records management system is more

than just storage. In fact, it’s a completely end-to-end solution that adheres to a strictly

defined policy for the creation, storage, and destruction of all hard and digital information
assets. It usually involves records management software as well, but it’s not just software

or scanning either. A computer-based records management system comprises an

information filter for assuring that record data units offered to the system for storage are

complete and not redundant. These record data units may be electronic in nature, scanned

from paper, digitally formed from audio, video or otherwise formed as digital data

information media, an objective of the disclosed system being to eliminate paper or

microform record keeping. If record data units comprising documents are incomplete or

redundant, the data units may be queued for special handling, returned or otherwise it will

be disposed.

Ginn (2010) defined records management as management of any information

captured in reproducible form that is required for conducting business. According to

Salaam (2000) records are very important in modern business. Also, Arora (2001) states

that modern community depends much upon records.

In the words of Kevin Smith (2012) records management can be described as a

management control of records. Kevin Smith and others defined records management in

three words; records management, broadly defined includes forms, reports, reproduction

of written materials, filling retention microfilming and related issues”. Records

management in its broadest sense concerns itself with the records creation distribution

maintenance, retention, presentation, retrieval and disposal.

Majority of the people know how to use such different technology. Despite this

undeniable progress in the field of technology, we still cannot deny the fact that there are

still some institutions that using manual process in doing their daily transaction,

recording their report manually that take a lot of time and efforts to accomplished. Even
though we live in the more modernized world where everything relies on computers and

internet, the researchers found out that most of government offices here in Zambales are

still using manual process on their daily information and data processing throughout the

province.

Provincial Disaster Risk Reduction and Management Office (PDRRMO)

Zambales is one of the government offices that still practice most of their works

manually. Although they have access on the technology like computers, they are not

using it to most useful one that might help them in their work like using information

management system. There are things that they can do with their computer yet they are

doing it manually. With only manual processing it would take a lot of time to search for

the documents. But with the aid of computers, the documents are only one click away

compared to manual processing or work done by hand. Doing most of their task

manually instead of using the aid of technology led to the most common problems like:

Their files, documents and certificates and other important information are not properly

organized; keeping important file for future usage is not an easy thing to do manually

because it cost so much space and paper; difficulty in keeping, updating and retrieving

the data due to manual storing of data; losing important files are possible because they

are not properly kept, there are times that they lose an important document and there is no

way for them to retrieve, it may cause a serious problem; there are some files that only

authorized personnel can access, but it is hard for them to secure it because some files are

just stored in an unsecured area and not most of the time, there is no personnel to oversee

it; lastly as we are facing pandemic today it will not be good to use manual system

because we are exposing ourselves to others when a lot of man power searching the
information on the storage room. Lastly, due to pandemic, most of the people are not

allowed to go outside. Therefore, not all of the employees can go to their work. Since

manual system requires a lot of man power, and the employees are only limited,

processing and some transactions takes amount of time.

In this regard, the researchers proposed an Online Records and Documents

Management System for Provincial Disaster Risk Reduction Management Office

(PDRRMO) Zambales. This system may help them resolve the current issues that they

are encountering with their current system. The researchers are determined to come up

with a system that will take place all the manual systems into computerized system. The

proposed system is way better compared with the manual system that they are currently

using. With this system, they can avoid most of the major problems that most people

encounter in manual record management. The researcher’s objectives are to develop a

records management system that will help them manage their important files and

documents properly and to make their work faster, easier and more convenient. With the

use of the Online Records and Documents Management System, it is easier for them to

store, manage and keep track of all their documents. The researcher’s aims to develop the

following features of the system. They can ensure the security of the system wherein the

only authorized personnel can access the system. The home page of the system has all the

announcement that they needed to broadcast to the public like class suspension and signal

alert. Aside from that, the home page also indicated information about MDRRMO such

as name and contact number in case of emergency that they need help from them in

unwanted events like disasters and calamities. There are four (4) types of users in the

system. Administrator, User Account, Temporary Account and Visitors. The

Administrator will be responsible for creating users as well as providing some restrictions

to the system. The administrator also has the full access to the system. The User Account

on the other hand is for authorized employees and for the thirteen (MDRRMO) in the

province. They can access the system but some features are restricted. These features

cannot be access unless authorized by the Administrator. The Temporary Account, this

type of user is almost the same with User Account. The only difference is that the

Temporary Account is more restricted and they can only access the system on a limited

time given by the Administrator. Lastly, the Visitors are the one who don’t have an

account, they can only visit the home page for the announcement that was open for

public.

The proposed Online Records and Documents Management System for Provincial

Disaster Risk Reduction Management Office (PDRRMO) Zambales aims to solve the

issues by providing innovative solutions to their current system. Since Provincial Disaster

Risk Reduction Management Office is currently using a traditional manual system, the

researcher come up with the following solutions. Transaction will be faster and easier.

The data will be organized and the user can easily access or retrieve the data. Since the

system is computerized, the man power needed will be lessen. Lost data will also be

avoided because the database is back-up and can be recovered anytime. They can easily

accept the reports of thirteen (13) MDRRMO without having a physical contact with

them. And mostly, by using the Online Records and Documents Management System for

Provincial Disaster Risk Reduction Management Office (PDRRMO) Zambales, the use

of paper will be lessened and physical storages will be irradicated. Furthermore, as we

experience pandemic today, limited employees are allowed to go their work. With the use
of the Online Records and Documents Management System for Provincial Disaster Risk

Reduction Management Office (PDRRMO) Zambales, fewer employees will be required

to utilize the system. This will limit themselves in disclosing to other people. This will

ensure the wellness of both employees and visitors.

Every day, the Provincial Disaster Risk Reduction Management Office

(PDRRMO) Zambales produces and receives a large number of documents as it carries

out its work. These record planning, communications, decisions and countless

transactions involving and affecting citizens, other government and private organizations.

Reliable records are needed by Provincial Disaster Risk Reduction Management Office

(PDRRMO) Zambales to function effectively. So, the Online Records and Documents

Management System for Provincial Disaster Risk Reduction Management Office

(PDRRMO)Iba, Zambales could be a big help to make their job more effective and

easier.

Purpose and Description of the Study

Purpose of this study to the following areas:

To Provincial Disaster Risk Reduction and Management Office (PDRRMO). This

system may help them resolve the current issues that they are encountering with their

current manual system. This system will take place all their manual systems into

computerized system. Since the system will help to lessen their work, a faster transaction

and to save more time for other activities. Lost data will also be avoided because the

database is back-up and can be recovered anytime.

To Municipal Disaster Risk Reduction and Management Office (MDRRMO). In this

system the thirteen (13) Municipal Disaster Risk Reduction and Management Office

(MDRRMO) of Zambales can easily submit their report to Provincial Disaster Risk

Reduction and Management Office (PDRRMO) Iba, Zambales by uploading PDF file

that was more convenient than submitting it physically to the office.

To Residence of Zambales. Through the system they can get the information they need

in the fastest way. They can visit the home page for the announcement that was open for

public like class suspension, weather update and MDRRMO hotline in cases needed for

emergency purposes.

To Future Researchers. This study would serve as a ready reference for the other

researchers who would embark on a similar study in the future especially on certain

aspects not derived into by the present study.

Objectives

This study aims to the development of Online Record and Document Management

System, which will be evaluated by the Provincial Disaster Risk Reduction and

Management Office (PDRRMO) Iba, Zambales and Municipal Disaster Risk Reduction

and Management Office (MDRRMO).

It sought to address the following:

1. To measure the level of system quality of the Online Record and Document

Management System as evaluated by the Provincial Disaster Risk Reduction and

Management Office (PDRRMO) staff using ISO 25010:2011 using the metrics:
 functional suitability; performance efficiency; compatibility; usability, reliability;

security; maintainability; and portability.

2. To measure the level of system quality of the Online Record and Document

Management System as evaluated by the Municipal Disaster Risk Reduction and

Management Office (MDRRMO) staff using ISO 25010:2011 using the metrics:

functional suitability; performance efficiency; compatibility; usability, reliability;

security; maintainability; and portability.

3. To measure the level of acceptability of the Online Record and Document

Management System as perceived by the Provincial Disaster Risk Reduction and

Management Office (PDRRMO) staff-respondents in terms of content, accuracy,

ease of use, timeliness and security.

4. To measure the level of acceptability of the Online Record and Document

Management System as perceived by the Provincial Disaster Risk Reduction and

Management Office (PDRRMO) staff-respondents in terms of content, accuracy,

ease of use, timeliness and security.

Scope and Limitation

This study provides information about the documentation and report of Provincial

Disaster Risk Reduction Management Office (PDRRMO) Iba, Zambales under the three

sections: admin and training; research and planning; and operation and warning.

The administrator is the one who will confirm the account of other users and give

restriction to them. The administrator can update the restrictions to its user every now and

then. Administrator can also add, edit, update, retrieve and delete items from the system.
The administrator can post announcement to the home pages such as class suspension,

signal alert and weather update. In short, administrator has the full access to the system.

The user can access some part of the system that administrator assigned to

him/her. The users are usually the staff or employee of Provincial Disaster Risk

Reduction Management Office (PDRRMO) Iba, Zambales and Municipal Disaster Risk

Reduction Management Office (MDRRMO) personnel. The user especially the

MDRRMO can submit their report through this system online.

Temporary users are almost the same with the user, the only difference is that

temporary account has more restricted and they can only access the system in a limited

time. The temporary users are the one who has a time duration in using the system and

once it reached the time span given to him/her, the account will automatically block

unless the administrator permitted.

The user account and temporary account can’t both post announcement to the

homepage unless authorized by administrator. They are the one who will going to create

their account and it will be going to fall in accounts for approval. They need to wait for

the administrator to accept them for it to be valid.

The visitors are the one who don’t have an account, they can only visit the home

page for the announcement that was open for public. The visitor can access the

emergency hotline of each Municipalities in case of disasters and calamities.

In this system the thirteen (13) Municipal Disaster Risk Reduction and

Management Office (MDRRMO) of Zambales can easily submit their report to

Provincial Disaster Risk Reduction and Management Office (PDRRMO) Iba, Zambales
by uploading PDF file that was more convenient than submitting it physically to the

office.

The system can generate and analyze reports from the data given by the users.

Reports include Provincial Disaster Risk Reduction Management Office (PDRRMO)

documentation, guidelines, memorandum, hazard zone and advisories provided to the

public when there is a disaster.

CHAPTER 2

FRAMEWORK OF THE STUDY

Technical Background

Technicality of the project

The researchers had gathered all related research about the project and had

brainstormed about what technologies will be used. As the projects is still ongoing, the

researcher will still search for tools and software that can help improve the development

of the system.

The Online Record and Document Management System is a system that will help

them to easier store, manage and keep track of all their documents. It will take all their

manual system into computerized and online one. The project will be an IT related study

so there will be terms or terminologies that only IT students and persons on the IT field

can understand. There are some of the technical terms that are being used by the

researchers in the project: Wordpress, Bootstrap, HTML 5, PHP, MySQL, PhpMyAdmin,

JavaScript, CSS, WampServer and Webhost. Some of the terminologies being stated

above are also the technology being used by the researchers in the project.

Details of the technologies to be used

The technologies are divided into four (4) part: front-end development, back-end

development, hosting upon offline development and hosting for offline purposes.

Front-end development refers to “client-side” development, where the focus is on

what users visually see first in their browser or the user interface of the system. Under

front-end development, the researchers used the following: WordPress is a free, open-

source website creation platform. On a more technical level, WordPress is a content

management system (CMS) written in PHP that uses a MySQL database. In non-geek

speak, WordPress is the easiest and most powerful blogging and website builder in

existence today, Bootstrap is the most popular HTML, CSS and JavaScript framework

for developing a responsive and mobile friendly website, HTML 5 is a revision of the

Hypertext Markup Language (HTML), the standard programming language for

describing the contents and appearance of Web pages and it was developed to solve

compatibility problems that affect the current standard, HTML4, JavaScript is

a scripting language used to create and control dynamic website content, i.e. anything that

moves, refreshes, or otherwise changes on your screen without requiring you to manually

reload a web page and CSS Cascading Style Sheets is a style sheet language used for

describing the presentation of a document written in a markup language such as HTML.

Back-end development refers to the server side of an application. It usually

consists of three parts: a server, an application, and a database. Under back-end

development, the researchers used the following: PHP which is a reflective programming

language or server-side scripting language that is used by the researchers for web

development, MySQL is an open-source relational database management system

(RDBMS) with a client-server model, PHPMyAdmin is a free software tool written in

PHP, intended to handle the administration of MySQL over the Web.

For hosting upon offline development, the researchers used WampServer which

refers to a solution stack for the Microsoft Windows operating system, created by Romain

Bourdon and consisting of the Apache web server, OpenSSL for SSL support, MySQL database

and PHP programming language.

Lastly, for hosting for offline purposes, the researchers used 000WebHost is a free

hosting platform that is powered by Hostinger and you can host your custom Html Site,

Php site and WordPress and many more apps.

Review of Related Literature (MALI)

Records and Document Management System is a computer based which provides

detailed information about the documents and the whole process of recording. It gives

accurate and efficient information that is reliable and complete. This requires records

management solutions to be integrated in the archiving of documents.

Ginn (2010) defined records management as management of any information

captured in reproducible form that is required for conducting business. According to

Salaam (2000) records are very important in modern business. Also, Arora (2001) states

that modern community depends much upon records.

In the words of Kevin Smith (2012) records management can be described as a

management control of records. Kevin Smith and others defined records management in

three words; records management, broadly defined includes forms, reports, reproduction

of written materials, filling retention microfilming and related issues”. Records

management in its broadest sense concerns itself with the records secretion distribution

maintenance, retention, presentation, retrieval and disposal.

According to the North South Wales State Records (1997) state records of south

Wales are responsible for governance role in records keeping practices of state and local

government authorities. It is also responsible for providing advice and guidance to these

agencies in the area of records management. The adequate records management frame

work grew out of the directive in the state records act (1997) which states: if a manager

(director of state records) is of the opinion that the records management practices of an

agency are adequate, the manager (director) must report the matter to the minister. Part of

the state records role is to define what adequate records management means and ensures

that agencies meet these standards.

Benefits of effective records management system

According to Cunningham (2006) an effective records management system has

many benefits to the organization and these include the following:

i. Good risk management and corporate governance

ii. Enhanced operational effectiveness

iii. Increased client satisfaction

 iv. Better management and delivery of services

iv. Increased productivity

v. Increased accountability

vi. Increased access to and sharing of corporate information

vii. Improved ability to meet community expectations

Creating official records

The South Australia State Records (1997), defines an official record as a record

made or received by an agency in the conduct of its business”. Official records provide

evidence of the functions and activities conducted by state government agencies and local

government authorities.

Agencies should be aware of paper-based and electronic records created as parts of an

agency’s business are considered to be official records for the purposes of the national

records. When an organization fully creates, he records then it will satisfy the

requirements of the analysis its business activity.

Capturing official records

According to Australian standard (2002), describes the purpose of capturing

record into a

records system as to establish a relationship between the record, the creator and the

business context that originated it. The process of capturing records can be undertaken by

the allocation of explicit metadata, embedded in, attached to or associated with the

specific record, irrespective of its format. This process should be designed into the

procedures of a record keeping system the metadata is essential for retracing, with
authority, the status, structure and integrity of the record at any time and demonstrating

its relationship to other records.

Capture may be ensured by classification and indexing, which will allow

appropriate linking, grouping, naming security protection, user permissions, retrieval,

disposition and identifying vital records. Also, arrangement in a logical structure and

sequence, whether physical file or an electronic directory which facilitates subsequent use

and reference. Registration also provides evidence of the existence or records in a records

system and systems which profile or template the actions undertaken in business.

Capture involves the organization o official records with unique identifiers in some form

of logical sequence.

Classifying official records

Records classification is the systematic identification and arrangement of business

activities and/or records into categories according to logically structured conventions,

methods and procedural rules presented in a classification system. Classification

facilitates description control, links and determinations of disposal and access status.

According to Salaam (2000), a classification system refers to the basis of arrangement of

documents in a folder. The document can be classified in five main methods for example

alphabetic, chronological, numeric and alphanumeric or some combination of them.

The classification of records is a key records management function. It ensures the

structured organization of records, the consistent description of records, agency-wide

access to records and increased speed and consistency of access to records. Staff time

when searching for official records are reduced when records are classified in a consistent
and systematic manner. Thesaurus is a common tool for classification and management

of records, usually at the file level. It ensures that classification terms are used

consistently throughout a record system. It is a

controlled language too.

Indexing

According to Arora (2001:192), indexing can be defined as a method of providing

indicator for a body of data or collection or records. Indexing is anything that points out

or indicate. It also refers to the arrangement of documents in such an order so as to

facilitate easy access to them. It may be alphabetical or numerical. Also, Saleem

(200:85), states that an index is advice for finding the position of a document or file in a

system quickly and easily, so an index serves as indicator to what and where aspects of a

collection in an information center.

Designing and implementing a records system

According to state records of South Australia (2004), defines a records system as

an information system that captures, manages and provides access to records through

time. In this context an information system is not limited to the information technology

industry concept of an information system. Records system can include software and

hardware, people, procedures and policies all relating to the storing, processing and

accessing of information. The state records (2005) definition of a records system should

not be solely equated with a central registry or correspondence filing system. All records

in all formats created or received by an agency in the course of business are official

records and should be managed in systematic ways.

Current issues
 According to Hiller (1948), the adequate management of official record is not

widespread within the government bodies. There is lack of consistent policies and

guidelines for the management of official records. Staffs are not fully aware of their

responsibilities with regard to official records. There is need for strategic management of

official records as well as sufficient corporate planning and resourcing. Official records

of permanent value are at a serious risk. Official records are not fully and effectively

utilized as part of the government corporate knowledge. According to Hiller (1948:10)

the questionnaire that was designed in Rhodesia and Nyasaland found out that the nature

and bulk of important records in both territories were found in the secretariat rather than

in records department or local offices and that kept everywhere but especially in local

office was adequate.

Digitization of official records

According to Dallor (1986:74), records managers to be successful in electronic

information age must learn both how to implement the new technologies in their work

place and how to identify opportunities for implementation. Many agencies are currently

digitizing official records by scanning or imaging technologies. Typically, the records

created and captured by imaging are managed using a database or an electronic document

records management system (EDRMS) it does not currently relate to other forms of

conversions or migration of official records born electronically, it aims at minimizing

the risks to government (state and local) in terms or records of longer term temporary or

permanent value being lost or destroyed without limiting the application of digitization

technologies for efficient office administration or other purposes.

Record keeping metadata

 According to Charles (1997), one of the key areas to be designed when

implementing a record system is the definition of metadata to be used across all aspects

of the management of the records. Metadata can be defined simply as data structured

information; database managers. Librarians, archivists, records managers, webmasters

and others in the information management business have collected and used metadata for

consistency and a standard approach to metadata is much greater.

Australian Records Management Standard (2002) defines records keeping

metadata as data describing context, content and structure of records and their

management through time. Also, metadata is defined as structured information of records

and their management through time. Also, metadata is defined as structured information

that describes, explains, locates or otherwise makes it easier to retrieve, use or manage

records. It’s often called data about data or information about information. Metadata is a

key in ensuring that records will survive and continue to be accessible into future. It

facilitates discovery of relevant information. Also helps to organize electronic records

facilities interoperability and legacy resources to organize records integration, provide

digital identification and support archiving and preservation.

Records appraisal

According to Penn (1996:107), the time to appraise a record is at its creation, by

doing this records manager is able to accomplish two important functions. The records

manager can notify the records users of the value and thereby ensure that it is handled

and maintained appropriately. Also, he or she can, when necessary, ensure that the

records are created on lasting medium or provide for future media conversion so that

information degradation doesn’t occur.

 Appraisal is the basis for retention scheduling; the process of documenting a

records value in terms of length of time it is to be retained. By establishing a record

schedule an organization ensures that records keeping laws are adhered to and

management needs met and demonstrates that a systematic program is in place to

determine records values prior to destruction of information. As a general rule, records

should be retained in the originating office as long as they are active (referred to once per

file per month) for those records which will have no archival value, disposition should

occur at the earlier possible time after the retention requirements have been met.

Traditionally, appraisal was a process of evaluating records using a number of

defined criteria to determine whether records were permanent or temporary. Traditional

appraisal focused on the records as the primary entity and therefore took a micro or

records class-based approach. The values assigned to the record were most commonly

grouped into two areas-primary (or evidential) value and secondary (or informational)

value. Records that satisfied the primary value were usually assigned longer retention

periods that records met the secondary value.

The traditional view of appraisal is being replaced by a new approach known as

‘functional’ or ‘macro’ appraisal described thus appraisal is the process of evaluating the

business activities of an agency to determine which records need to be created and

captured and how long the records need to be kept to meet business needs, the

requirements of organizational accountability and community expectations. This includes

determining which records should be kept as part of our community’s collective memory

and cultural heritage. The basis of the functional appraisal is the exploration of the

functions and activities of an organization by:

 Determining what the agency does and what its staff considers it does

 Analyzing and classifying the functions and activities of the agency

 Identifying the relationships between functions and the activities and transactions

that make up a function.

 Identifying the range of stakeholder interests in and uses of records

 Determining risk factors associated with deciding which records to keep and

which to

destroy

 Identifying legislation standards and accountability requirements that need to be

complied with.

The retention of official records

According to Salaam (2000:88) documents and all records are not expected to be

kept permanently in the filing cabinets. When records become inactive, they should

either be destroyed or transferred to reserve storage. The physical state of a record will

also be considered when it is appraised. If a record is in such a poor physical state that it

cannot be preserved or poses a threat to more stable records, then it may not be kept as

part of the organization’s archival collection. Records that lack any context and where

that context cannot be reasonably reconstructed may not be kept as part of the

organization’s archival collection. The feasibility, long term costs of storage, preservation

and accessibility also need to be considered and assessed as part of the appraisal process.

Disposal of official records

According to Penn (1994:256), records occur in two forms that is the physical

destruction of the records or their transfer to an archive for historical and permanent
retention. Records are authorized for disposal in accordance with records retention

schedules whether the records are stored in the office are or in a records center. Ideally

the retention schedule provides all the authority needed to carry out the disposition of

records. The north south wales state records (1997), defines disposal in the following

manner:

 The destruction or abandoning of a record

 Carrying out any process that makes it impossible to reproduce the information in

a record.

 Transferring or delivering ownership or possession of a record

 Selling a record

The disposal of official records also includes their permanent retention as part of

the government archival collection maintained by the government agencies. Disposal

does not; however, include transferring or delivering a record to national archives or

between one agency and another.

Database Systems

These are systems designed to manage large bodies of information (Narang, R.

2011). It is fair to say that databases play a critical role in almost all areas where

computers are used i.e. business, electro commerce and medicine among others (Elmasri

Navathe, 2004). Today more than at any previous time, the success of an organization

depends on its ability to acquire accurate and timely data about its operations, to manage

this data effectively and to use it to analyze and guide its activities (R. Ramakrishna and

J. Gehrke).
 Inability to manage this vast amount of data, quickly find information relevant to

a given situation as amount of information increases tends to become a distraction and a

liability other than an asset, thus the need for a database system (Narang, R. (2011).).

Network based Information Systems

According to Makoto Takizawa, L. B. (Ed.). (2008). network-based systems are

those capable of operation across a network, but not necessarily in a fashion that is

transparent to the user. In some cases, it is desirable for the user to be aware of the

difference between an action that requires a network request and one that is satisfiable on

their local system, particularly when network usage implies an extra transaction. In turn,

the system will be a network-based Information System spanning the various departments

of the information department.

Electronic document and records management system (EDRMS)

According to Adam, A. (2008), this is a type of content management system and

refers to the combined technologies of document management and management systems

as an integrated system. Once a document achieves the status of a record, the

organization may apply best practice or legally enforced retention policies which state

how the second half of the record life-cycle will progress. This typically involves

retention (and protection from change), until some events occur which relate to the record

and which trigger the final disposition schedule to apply to the record. Eventually,

typically at a set time after these events, the record undergoes destruction.

Integrated library systems

An integrated library system (ILS) according to Desiree W. (2010) also known as

a library management system (LMS), is an enterprise resource planning system for a

library, used to track items owned, orders made, bills paid, and patrons who have

borrowed.

An ILS usually comprises a relational database, software to interact with that

database, and two graphical user interfaces (one for patrons, one for staff). Most ILSes

separate software functions into discrete programs called modules, each of them

integrated with a unified interface.

Examples of modules might include:

 acquisitions (ordering, receiving, and invoicing materials)

 cataloging (classifying and indexing materials)

 circulation (lending materials to patrons and receiving them back)

 serials (tracking magazine and newspaper holdings)

 the OPAC (public interface for users)

Each patron and item have a unique ID in the database that allows the ILS to track

its activity. Larger libraries use an ILS to order and acquire, receive and invoice, catalog,

circulate, track and shelve materials. Smaller libraries, such as those in private homes or

non-profit organizations (like churches or synagogues, for instance), often forgo the

expense and maintenance required to run an ILS, and instead use a library computer

system.

Regular records management reporting

According to state records authority of new south wales, standard on counter

disaster strategies for records and records keeping systems (2002), regular reporting is an

essential aspect of quality management. Without this self-assessment and presentation of

findings the quality of processes cannot be assured. Regular reporting can ensure
continued senior management support for an agency’s records management programmer.

Management will remain informed about developments, processes and what is happening

to the agency’s official records. It can also ensure that the programmer is in place

working both accurately and effectively. It can help to identify areas where further

policies and practices need development or revision. Under the effective records

management, senior management is required to receive regular reviews reports on the

following records management functions:

 The creation of official records

 The capture of official records

 The disposal of official records

 The provision of access to and disclosure of information within official records

 The operation of the agency’s official records location policies, plans and

procedures

 The application of the records management plan

 The scope of the application of the records policy, plans and procedures

Disadvantages of centralized records management systems

Data Retrieval and Sharing

A leading reason why many organizations have gone paperless is the ease with

which an electronic system allows for information retrieval and sharing. When data is

held on paper and stored in a registry, retrieving it presents a challenge. Moreover, the

information can only be used by one individual at a time. While electronic systems solve

this problem, they too come

with other challenges.

Equipment Cost and Potential for Obsolescence

When an organization goes paperless, there are huge volumes of data held on

paper that have to be scanned and stored in a digital format. The hardware and software

needed for this exercise cost a substantial amount of money. Initial costs aside, a

significant disadvantage with electronic systems is that both hardware and software

become obsolete in a relatively short time. Hardware could require changing in as little as

18 months while software changes every after some time.

Electronic Systems and the People Issue

Implementation of an electronic records management system calls for a change in

the employee's attitudes. Any radical change in an organization is viewed with skepticism

by many employees who are not sure how such changes will affect them. When older

ways of organizing files are replaced by new ones, the employee feels a loss of control

and this need to be addressed by assurances from the employer and backed by the success

of the system implemented.

Security and Other Issues

With the increased info sharing that an electronic records management system

makes possibly comes the issue of security. Unless adequate measures are put into place,

it becomes possible for confidential company information to end up in the wrong hands.

Moreover, management of records could become a problem when the system is clogged

with unnecessary records (such as document copies). It is not uncommon to find

situations where a substantial number of records held are actually junk mail.

Centralized System
 A centralized record according to Catherine Hare, J. M. (2003) A centralized

system is:

 One in which the records for several people or units are located in one central

location and generally, under the control of a records staff person or in the case of large

centralized filing systems and several people.

Advantages:

 Responsibility is easily placed.

 Effective use of equipment, supplies and space.

 All related data kept together.

 Reduces duplication.

 Uniform service provided to all users.

 Improved security.

Disadvantages:

 Records may be too distant from staff for adequate services.

 Can result in increased personal filing systems.

 Requires full-time staffing.

 May require investment in more efficient records equipment and/or automation.

Decentralized System

A decentralized records system is:

 One in which the records are located throughout the office, generally at

individual work stations; and,

 Usually controlled by the person who creates and or receives them.

Advantages:
 Records located near staff creating and using them.

 Does not require extra space needed for centralized files.

 Does not require full-time staffing.

 Staff feels more comfortable knowing they are in control of their own filing and

retrieving.

Disadvantages:

 Confusion as to where information can be found, especially if staff member is

absent.

 Can result in fragmented documentation information related to the same topic or

subject filed in multiple places.

 Individual staff members may not know how to properly maintain their files.

 Lack of uniformity or consistency.

Review of Related Studies

Computerized SSC Record Keeping

This research study entitled “Computerized SSC Record Keeping” was conducted

at Romblon State University-Cajidiocan Campus during the 1st Semester of the

Academic Year 2011-2012.This study attempts to design a computerized record keeping

helping the Supreme Student Council in record keeping as well as the students as they

transact business in the SSC office as they secure the SSC Secretary’s signature. The

system provides a fast, accurate and easy way of record keeping and retrieval of

information.
 The main objective of this study is to design, develop and operate a computerized

SSC record keeping. The proponents made use of the descriptive survey type of research

in knowing the perceptions of the students in the traditional way of keeping records as

well as their expectations on the features of the proposed system. The researchers made

use of questionnaires in data gathering. The experimental method of research was also

applied in designing the proposed system. Further, this study was conducted and the

proposed system was designed for the benefits of the Supreme Student Council officers

and the students as their clientele.

Records Management for Museums and Galleries

According to C. Brunskill, P. Mellon and R. Demb, 2012, this study will

doubtless prove to be a useful guide for those responsible for records management in the

museum and gallery sector. The systematic management of records is an important

activity for ‘information businesses’ such as museums and galleries, but is not always

recognized as a core function. Record keeping activities are often concentrated on small

groups of records, and staff charged with managing them may have limited experience in

the field.

Records Management for Museums and Galleries offers a comprehensive

overview of records management work within the heritage sector and draws on over a

decade of experience in applying fundamental principles and practices to the specific

circumstances of museums. It introduces readers to the institutional culture, functions,

and records common to museums, and examines the legislative and regulatory

environments affecting record-keeping practices. The book is comprised of eight

chapters, including: a history of records keeping in the UK museum and gallery sector;
the basics of records management; making a business case for records management;

requirements of legislation for records management; how to conduct a records survey;

strategy and action planning; how to develop a file plan, retention schedule and records

management programmer; and a guide to useful additional resources.

Readership: Anyone responsible for records management/keeping in a museum

environment: professional, temporary, volunteer museum staff, etc. who want to learn

more about the discipline in principle and in practice. It is suitable for individuals

working in the public and private sectors, local and national institutions, both in the UK

and North America.

Management of School Records by Secondary School Principals in Delta State, Nigeria

In the study of N. Osakwe Regina, 2010, this study examined the management of

school records by secondary school principals in Delta state, Nigeria. As a descriptive

survey, the study population comprised all the 602 public secondary school principals.

The 602 principals were used for the sample. A structured questionnaire was used to

gather data which was subsequently analyzed using the mean scores and z-test statistics

to answer the three research questions and test the three hypotheses, respectively. The

findings revealed that secondary school principals differ in their management of school

records in terms of gender, experience and school location. Based on these findings, it

was recommended that government should provide adequate funds and facilities for the

effective management of school records, there should be adequate training and retraining

for principals through in-service programs, conferences, seminars and workshops also

effective supervision of school principals is necessary irrespective of gender, experience

and school location.

Alfresco 3 Records Management

The Alfresco Records Management feature set is so complete that it is one of the

very limited number of systems, and the only Open-Source solution, that has been fully

certified for Records Management use by the US Department of Defense. Record keeping

is important because accurate records are really the only way that organizations can

demonstrate compliance with regulatory requirements. The amount of regulation that

organizations must comply with has gone up dramatically over the last decade, and the

complexity of record management has increased proportionally.

Alfresco 3 Records Management is a complete guide for setting up records

programs within organizations. The book is the first and only one that describes

Alfresco’s implementation of Records Management. It not only teaches the technology

for implementing Records Management, but also discusses the important roles that both

processes and people play in the building of a successful records program.

Alfresco 3 Records Management starts with a description of the importance of

record keeping, especially from a regulatory compliance perspective. It then discusses

Records Management best practices and standards, and goes on to describe step by step

how to identify documents that need to be managed as records, how to use Alfresco

Records Management software to set up the File Plan structure for organizing the storage

of records, and then how to manage the lifecycle of the records.

The book provides detailed instructions for installing and configuring Alfresco

Records Management. The topics covered include setting up a record File Plan, filing

records, establishing record retention schedules, setting up security and permissions,

assigning metadata, extending the content model, using advanced search techniques, and

creating system activity audit reports. The book also provides “deep-dive” information

from a developer’s perspective about how the Records Management module was

implemented within the Alfresco Share platform.

Alfresco 3 Records Management covers features available in both the Community

and Enterprise versions of Alfresco software. By the end of this book, you will be able to

successfully develop a records policy and implement it within Alfresco Records

Management

Farm Business Records

According to the study of Richard W. Carkner, 2010, a farm business large

enough to adequately support a family is much too complex to manage from notes on a

calendar or tablet. A detailed set of records is essential to making sound farm

management decisions. This publication discusses the importance of farm records,

explains the basics of bookkeeping, and outlines other major record keeping components

and concepts including asset inventory, depreciation, profit and loss, enterprise

accounting, and cash flow. While computer software to do farm records is readily

available, a manual system is discussed here to better illustrate concepts. Understanding a

manual system will directly transfer to understanding a computer-based system.

Computer based record systems are widely available and should be considered when

setting up a record system. Software capability to support farm records has grown

dramatically in recent years. Different software packages differ in complexity and price.
 However, the output—balance sheets, cash flow, income statements and

enterprise accounts—provide the information necessary for farm business planning and

management. Computers can be used to generate these documents; however, information

on process and accounting is often absent. This publication will focus on process and

basic concepts necessary to understand computer-generated output.

Importance of Keeping Records

There are a number of reasons for keeping farm records. First, farm records are a

management tool. Farm records allow you to measure how efficiently you are using

resources and to determine whether or not you are making any money. They help you

define and evaluate success as measured by income generated for family living,

retirement, and other needs and desires. Financial success is measured by profitability; if

the farm business is not profitable it is not sustainable. Farm records are also essential for

planning and decision making. A second reason for keeping farm records is for income

tax management. Good records simplify tax reporting and facilitate tax management to

increase after-tax income. If you keep poor records, you may pay more taxes. A third

reason for keeping farm records is for obtaining credit. A good set of farm records allows

you to determine credit needs and support loan requests. Properly kept records provide

bankers financial information they need for making credit decisions, and good records

also demonstrate your management ability. Miscellaneous uses of farm records include

pricing products for sale at a farmers’ market, estimating the value of a CSA share,

evaluating land leases, deciding whether to hire services or buy equipment, avoiding

embarrassment from bounced checks, and evaluating farm insurance needs.

Record Keeping as a Determinant of SMES

 In the study of Kahhamza (Jan. 2014), the role played by small and medium

enterprises (SMEs) in the development of the economy of any nation is of great

significance. SMEs serve as a plat form for low-income earners to contribute their quota

toward the economic development of their countries. The purpose of a good

recordkeeping system is to provide management information to use in operating the

business. Because cash flow and profitability are closely tied to financial analysis, it is

vital that the entrepreneur understand the external and internal financial factors that affect

business. The recordkeeping system provides the foundations for monitoring and

measuring the progress of the business. It provides a plan for fiscal control by monitoring

and measuring sales, costs of goods sold, gross profits, expenses and taxes. The

entrepreneur should be involved in setting up the recordkeeping system and the chart of

accounts, which includes elements that are critical in managing the day-to-day operations

of the specific business. The truth is there are few things more important to any business

than keeping complete and accurate records. Without these records, there would not be

information to make important decisions that affect the business such as hiring employees

or even knowing which of your products or services are profitable or should be

discontinued. Every successful business owner needs a goal system that allows them to

use their time in the most efficient way possible.

 Chapter 3

METHODOLOGY

This chapter presents the research design in conducting this study. It includes the

research method used, procedure and technique, population and sampling, the data

gathering instrument, and the appropriate statistical treatment of data in gathering data in

order to answer specific problems in Chapter 1.

Research Method
 Descriptive method was used in this study as the questionnaire checklist in the main

tool in the gathering data. The researchers employed various data gathering procedures

such as series of interviews, observation, and the use of researcher – designed

questionnaire, and surveys to secure the much-needed information.

According to Sanchez (1998), he explained that descriptive method includes that

purport to present facts concerning the nature of anything – a group of persons, a number

of objects, a set of conditions, a class of events, a system of thought or other kind of

phenomena one may wish to study.

Van Dalen Mayer as cited by Pascua (1993) stated that the researchers used

descriptive method of research when they depict current status and sometimes identify

relationships that exists among phenomena or tends that appear to be developing

occasionally, when they attempt to make predictors about the future events.

Agile Methodology
Agile methodology is a type of project management process, mainly used for

software development, where demands and solutions evolve through the collaborative

effort of self-organizing and cross functional teams and their customers.

Agile principles are all about satisfying the client and the continually develop

software, changing requirements are embraced for the client’s competitive advantage,

concentrate delivering working software frequently, delivery preferences will be

placed on the shortest possible time span, developers, and business people must work

togefther throughout the entire project, projects must be based on people who are
 motivated, give them the proper environment and the support that they need. Agile

processes will promote development that is sustainable. Sponsors, developers, and

users should be able to maintain an indefinite, constant pace.

6 Stages of the Agile Development

1. Scope out and prioritize projects. During the first step of the agile software

development life cycle, the team scopes out and prioritizes projects. Some

teams may work on more than one project at the same time depending on the

department’s organization.

For each concept, you should define the business opportunity and determine the time and

work it’ll take to complete the project. Based on this information, you can assess

technical and feasibility and decide which projects are worth pursuing.

2. Diagram requirements for the initial sprint. Once you have identified the

project, work with stakeholders to determine requirements. From there, select

team members to work on the project and allocate resources. Create a timeline

or a swim lane process map in Lucidchart to delineate responsibilities and

clearly show when certain work needs to be completed for the duration of the

sprint.

3. Construction/iteration. Once a team has defined requirements for the initial

sprint based on stakeholder feedback and requirements, the work begins. UX

designers and developers begin work on their first iteration of the project, with

the goal of having a working product to launch at the end of the sprint.

Remember the product will undergo various rounds of revisions, so his first
 iteration might only include the bare minimum functionality. The team can

and will have additional sprints to expand upon the overall product.

4. Release the iteration into production. You’re nearly ready to release your

product into the word. Finish up this software iteration with the following

steps: Test the system. Your quality assurance (QA) team should test

functionality, detect bugs, and record wins and losses.

Address any detects.

Finalize system and user documentation. Lucidchart can help you visualize

your code through UML diagrams or demonstrate user flows so everyone

understands how the system functions and how they can build upon it further.

Release the iteration into production.

5. Production and ongoing support for the software release. This phase

involves ongoing support for the software release. In other words, your team

should keep the system running smoothly and show users how to use it. The

production phase ends when support has ended or when the release is planned

for retirement.

6. Retirement. During the retirement phase, you remove the system release from

production, typically when you want to replace a system with a new release or

when the system becomes redundant, obsolete, or contrary to your business

model.
 Figure 3. Agile Methodology

Research Locale
The study was conducted at the Provincial Disaster Risk Reduction and Management

Office (PDRRMO) Iba, Zambales. The respondents were the employees of the

Provincial Disaster Risk Reduction and Management Office (PDRRMO) Iba,

Zambales who are the main client of the Web-Based Records and Documents

Management System (ERDMS).

 Figure 4.
Vicinity Map of Provincial Disaster Risk Reduction and Management Office
(PDRRMO) Iba, Zambales

The Respondents and Sampling Technique Used

The respondents of this study were the Provincial Disaster Risk Reduction and

Management Office (PDRRMO) Iba, Zambales, and thirteen (13) Municipal Disaster

Risk Reduction and Management Office (MDRRMO) who evaluated the proposed

Electronic Records and Documents Management System (ERDMS)

 Convenience sampling method was employed in which respondents were selected

simply because they are convenient sources of data researchers (Battaglia, 2013). A

convenience sample is simply one in which the researcher uses any subjects that are

available to participate in the research study (Crossman, 2013).

The Instruments

The researchers used interviews and questionnaire to establish the profile of the

respondents and perceptions towards several item indicators.

The first part of the questionnaire dealt with the respondent’s profile. The second

part of the questionnaire covers the respondent’s evaluation in terms of system quality

using ISO 25010:2011. Software quality characteristics which include functional

suitability, performance efficiency, compatibility, usability, reliability, security,

maintainability and portability. And was about the proposed Electronic Record and

Document Management System in terms of content, accuracy, ease of use timeliness and

security. Appropriate statistical tools were used to interpret the data.

Distribution and Data Collection Procedure

Data gathering was done with the used of the survey questionnaire. Before the

researchers distributed the questionnaires, the researchers sought the permission to

administers the questionnaires to the respondents from their thesis adviser. A letter asking

permission to conduct a survey was address to the administrator or Provincial Disaster

Risk Reduction and Management Office (PDRRMO) Iba, Zambales. Upon approval, the

questionnaires were distributed among the respondents. The system was shown and tested

by the respondents before answering the questionnaire. When accomplished, the

questionnaires were immediately retrieved for tabulation, analysis and interpretation.

Moreover, were encouraged to give their suggestions.

Statistical Treatment

The statistical tools used in analysis and interpretation of data include the

following:

1. Frequency and Percentage Distribution. This was employed to determine the

frequency counts and percentage distribution of personal related variables of the

respondents using the formula:

P=f/n x 100

Where: P= Percentage

f = frequency

n = total number of respondents

2. Weighted Mean. This was utilized to determine the average of the perceptions of

the respondents in terms of ISO 25010:2011 software quality characteristics

which include functional suitability, performance efficiency, compatibility,

usability, reliability, security, maintainability, and portability and the level of

acceptability which include content, accuracy, ease of use, timeliness and

security. The formula is:

Xw = ∑f(x)/n

Where: Xw = weigthed mean

∑f(x) = summation of the product of x and f

X = weight of each proportion

f = frequency
 n = total no. of respondents

3. Analysis of Variance (ANOVA). This was used to test the significance of the

difference among several means or to test the hypothesis that several independent

samples have come from a common population.

The decision rule as follows:

Reject Ho if F – value is greater than the critical value or

Accept if F- value is less than the critical value.

4. Interpretation of Data.

Likert Scale Method. It was used to provide data interpretation on the level of

system quality and respondent’s level of satisfaction.

Table 1

Likert Scale Use to interpret the level of system quality

Point Weight Value Qualitative Interpretation

4 3.26 – 4.00 Excellent
3 2.51 – 3.25 Very Good
2 1.76 – 2.50 Good
1 1.00 – 1.75 poor

Table 2

Likert Scale Use to interpret the level of acceptability

Point Weight Value Qualitative

Interpretation
4 3.26 – 4.00 Very Acceptable
3 2.51 – 3.25 Acceptable
2 1.76 – 2.50 Moderately Acceptable
1 1.00 – 1.75 Unacceptable