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Chapter 1 INTRODUCTION We have come a long way in terms of technology and still advancements are rapidly being established.

We have evolved from a computer as big as a room to where we can hold in the palm of our hands. To work without exerting much effort at same time not compromising the quality of work is probably the main theme technology has to offer. We can now travel long distances within hours where not so long ago took us days and maybe weeks just to arrive at our destination. We owe all of this to technology, and the people behind inventions and innovations that made life easier. Computers were then made for the sole purpose of helping military soldiers to tactically overcome their enemies, but now, computers are found everywhere. Every corner, every house, every establishment, every office and every business is using one. Not to cope up with the latest fad, but it come to a point where it become a necessity. A necessity where they cannot do their tasks without using a computer, it can do most of the things we need in our daily activities just by simply telling it to do so. A computer is the most versatile appliance to date, we can almost do anything with just a few clicks or just simply running a program that can do the work for you. Computers can now independently operate trains, monitor changes in climate, simulate a car for test driving, and much more. Performance may vary depending on the specifications a computer have, we buy the latest peripheral device to cope up with the latest innovations.

Today with the advances in technology, courts have adapted to change and in certain circumstances are accepting emails and other electronic forms of documents or correspondences as best evidence where bone-fide hard copy originals are not available. In the past when companies were looking for solutions to remove or reduce costs from their business, their first port was to remove old files from their expensive office space and put it into deep storage in a remote warehouse where the price was low and access was minimal. This type of service tended to be used for inactive archival documents, as a low cost method of keeping them safe until the end of their statutory retention period when they could be destroyed. This is the origins of Document Storage. Storing documents is not a simple as putting boxes in an empty warehouse. With the introduction of computers and the electronically created and stored data they have give rise to, we produce more paper records per head of employee than ever before. Companies increasingly find the paperless office continues to be a myth though the less-paper office is becoming a reality. The advent of a raft of corporate legislation, (from The Sarbanes Oxley Act 2002 in the USA), to the 8th Law Directive from the EU Parliament, Basel II and Financial Services Authority Regulations, have caused everyone to look more seriously at how they manage information, or records, that are generated from within their organizations. As more electronic communication takes place and courts accept electronic versions of events we find records management spanning a paper documents to electronic data. With examples of cases where courts have sent computer experts to

undelete records from hard drives records management companies have seen the expansion of documents that need to be held. The world of document storage has transformed into an industry that is unrecognizable from its origins, although the paper document continues to remain constant, in the minefield of acronyms that surround the technology that has come to encompass a full Records Management Programmed. As part of the wider picture organizations are expected to have a Business Continuity Plan (BCP) that includes Disaster Recovery Plans (DRP) all of which need to be safely secured but easy to retrieve. Enterprise content management (ECM), workflow mapping, digitization, hard copy storage web hosting of images and data mining are all part of the transformation that has come to represent the records management industry. Record Management is the practice of identifying, classifying, archiving, preserving, and sometimes destroying records. There is an International Standard on records management, ISO 15489: 2001. This defines record management as, "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records". The ISO defines a record as "information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business". It is a distinct piece of recorded information derived, accumulated or received in the preliminary, execution or completion of an activity and that constitutes sufficient composition, significance and structure to provide an attestation

of that activity. While the definition of a record is often identified strongly with a document, a record can be either a tangible object or digital information which has value to an organization. Often, a record management system helps to aid in the capture, classification, and ongoing management of records throughout their life cycle. Such a system may be paper based (such as index cards as used in a library), or may be a computer system, such as an electronic records management application. A record management system is a computer program (or set of programs) used to track and store records. The term is distinguished from imaging and document management systems that specialize in paper capture and document management respectively. Record management systems commonly provide specialized security and auditing functionalities tailored to the needs of record managers. As processed, record management starts with creating, approving, and enforcing records policies, including a classification system and a records retention policy. The next activity would be developing a records storage plan, which includes the short and longterm housing of physical records and digital information. In putting this plan into action, it is necessary to identify existing and newly created records, classify them, and then store them according to standard operating procedures. Next step is to coordinate the access and circulation of records within and even outside of an organization. And finally, to execute a retention policy to archive and destroy records according to operational needs, operating procedures, statutes, and regulations.

It is apparent that record management is an essential activity to ensure and certify the authenticity of many business transactions and government activities. The propagation and advancement of electronic documents and their probable litigation exposure have led to issues regarding privacy, data protection, and identity theft, posing some problems in record management. Managing records involves a variety of diverse disciplines. At the simplest, records must be organized and indexed. In more complex settings, record management demands expertise in forensics, history, engineering, and law. In a business environment, this is usually a matter of filing business documents and making them available for retrieval. However, in many domains, records must be identified and handled much more carefully. Record management then needs a coordination of many experts to build and maintain the system. With this, the proponents developed a Record Management System for Model Senior Citizen Center to change their paper-based process of creating records into an automated one.

System Objectives The Developers main objectives are to design, developed and test a Record Management System for Model Senior Citizen Center. The system is sought to achieve the following objectives: 1. Develop a system to make the services become more faster 2. Make the Record management system more efficient, data consistency, and

provide a comfortable and easily services for clients. 3. To control the creation and growth of records.

4. To easily track down the Model Senior Citizen Center Records stores. Significance of the Study The Record Management System was developed to help the Model Senior Citizen Center have an easy access with their records to avoid the duplication of their clients IDs which one of the major problem encountered by the company. This can also help the company personnel work easier and faster than the manual system their using before especially the one their serving are the Senior Citizens of Dagupan City. System Scope and Limitation The proposed Record Management System will replace the old paper based system used by Model Senior Citizen Center. The system shall be programmed and designed a user-friendly interface not only for the systems user to work well but also for Senior Citizens that serves as the companys clients to avoid the duplication of their IDs. The System developed was

limited only for storing records; this could not create a hardcopy of the records for their clients.

Chapter 2 Review of Related Literature and Studies Record Management System The central issue related to records management in the corporate setting is often that neither the company owner nor the employees can agree on what records must be saved, which items can be shredded and in what order when a company faces the prospect of being dissolved. Furthermore, collaborating and receiving buy-in from all parties: records manager, company owner and employees appear unrealistic. A review of the records management literature reveals a startling gap in articles analyzing the disposal of records when a company dissolves or merges with another organization. Matters related to this issue go to the very core of records management theory and practice: what records should or must be saved and who can records managers best work with corporations in this process? There are several different approaches to this query underscored by articles from the past fifteen years. I divide this literature into three categories for comparative analysis: records management theory, records management case studies and those case studies that relate specifically to a companys dissolve. From a European perspective, Antonella Bilotto presents an analysis of records management history and theory from an Italian perspective in her article The management of corporate records in Italy: traditional practice and methods and digital environment. Authors of three additional articles offer further theoretical perspectives

on records management compliance, compliance phobias and a risk management model. Mimi Dionne provides important theoretical background information for e-records management based upon her work implementing an email management program. Michael Nycyk uses an ethnographic approach in his case study analyzing one Australian construction companys records management practices. Sophia Philipson analyzes the closure of a government agency and reflects on her role as records manager. Finally, James Fogerty presents five case studies from his experiences as the head of the acquisitions and curatorial department at he Minnesota Historical Society working with companies that downsize or outsource their functions. The arguments Philipson and Fogerty present underscore that collaboration between records managers and company staff remains an achievable goal for practitioners. As the field of records management continues to evolve and as the electronic records management literature becomes infused with practice as well as theoretical approaches to collaboration issues, the gap between theory and practice will continue to close. This body of literature supports the conclusion that providing company staff with the opportunity and the encouragement to participate the process buy in results in a positive experience for both records managers and employees. System efficiency and data consistency According to Wikipedia Data consistency summarizes the validity, accuracy, usability and integrity of related data between applications and across an IT enterprise. This ensures that each user observes a consistent view of the data, including visible changes made by the user's own transactions and transactions of other users or processes.

Data Consistency problems may arise at any time but are frequently introduced during or following recovery situations when backup copies of the data are used in place of the original data. To control the creation and growth of records Despite decades of using various non-paper storage media, the amount of paper in our offices continues to escalate. An effective records management program addresses both creation control (limits the generation of records or copies not required to operate the business) and records retention (a system for destroying useless records or retiring inactive records), thus stabilizing the growth of records in all formats.

Existing System

START

Senior Citizens/ Clients arrive

Giving a form to write down their information

The company personnel will get the form and write it down to their record book for storing purposes.

END

Figure 1.0 Flowcharts

Entity- Relationship Diagram

Clients

Ask

Form

Give Write

Information

Encode

Companys Personnel

Figure 1.1 Entity-Relationship Diagrams