Electronic Document Archival System of STO. Niño National High School

Cuevas, Lucky Amethyst M. & Casauay, Roderic P.
College of Information and Computing Sciences/Cagayan State Univeristy-Piat Campus, Cagayan, Philippines
DOI- http://doi.org/10.37502/IJSMR.2022.560

Abstract

Despite the snags and challenges of the manual operations, some of the public high schools in the Philippines, particularly those in the provinces, still do not use computerized systems for the development of the system itself is costly. One of the operations of the schools is the manual archiving of 201 files that contain employees’ personal information and profile. As the files are hard-copy documents filed in cabinets and folders, there were incidents of loss of files, duplicate data- entry, unsecured storage, and difficulty of retrieval and updating records. Oftentimes, these records are needed to be reproduced and updated for promotion and accreditation. This study, Electronic Document Archiving System (EDAS) was conducted to design, implement, and transform the manual keeping of records into a computerized system for the public high school. Using the Waterfall Model of system development, the system utilized the data gathered to identify the needs and solutions in transforming and upgrading the existing manual system. The development of the system resulted in a well- organized, uniform, and easy-to-search records. Specifically, the electronic archiving system developed store records (documents) into a safer and secured database that can be retrieved easily and free from any damage. However, it should also be emphasized that the most efficient way to have a good process in keeping the records is to have organized manual operations aside from a computerized archiving system to automate it.

Keywords: archiving system, waterfall, documents, database, records, manual system

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