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Chapter 1


1.1 Background of the study

Now, in our society all over the world technology is the most important

advancement, a necessity in bringing about progress as we move along in this

computerized world. These changes effect of man’s life easier and more

convenient. The relationship between the library and computer is constantly

changing that the use of computer contributes to the way man learns and

communicates. It easy in this world to strive for changes and since library is no

different from any firm and institution, considering the use of computer to perform

a given task will be efficient

On June 9, 2009, ASIATECH originally APTECH eventually opened its

first classes. ASIATECH a private college and high school established 8 years

ago. It is located at 1506 Dila, Santa Rosa, Laguna. After 8 years, they used

manual archiving of thesis documents. The librarian of Asiatech is in charge of

keeping of every department thesis documents. The Librarian having a hard time

to make a list of thesis, lack of shelves and it is difficult to arrange the thesis and

some students do not know how to return it properly.

Thesis Archiving System has been developed to provide a management in

records. The system gave help to maintain, preserve undergraduate and

graduate thesis. The focus of this particular system concerns electronic record

keeping concepts that need to be understood in the larger context of record

information management, electronic record management, and other aspects of

information technology. In addition this system is design for managing and

maintaining the records.

The researcher proposed Thesis Archiving System for Asia Technological

School of Science and Arts, to make the thesis more manageable and have an

electronic storage for thesis documents.

1.2 Conceptual Framework

Figure 1.1 Conceptual Framework

The Conceptual Framework shows the development of system is divided

into three phases: Input, Process, Output, and Feedback. The figure 1.1 shows

the procedures and ways to evaluate the requirements of this project, Thesis

Archiving System.

The researchers used methods to gather the data such as internet

browsing, interviews and by conducting surveys. These methods will help the

researchers to work on this project.

The researchers used internet to find information needed to gather data

for the requirements of the system and to enhance the program. And though

interview the researchers were able to know the conflicts and suggestions for

proposed system.

The researchers used Cascading stylesheet, JavaScript and PHP for the

program design, and used the PHPmyadmin with the MySQL for the Database

Management of the proposed Thesis Archiving System. Then the researchers

were able to develop the software, Thesis Archiving System.

1.3 Statement of the Problem

A. General Problem

Asiatech’s library has a big role in Asiatech College. Asiatech needs to

have a proper storage for the thesis made by the students of every department.

There are some problems encountered by the librarian; (1) it is difficult to arrange

the thesis and some students do not know how to return it properly, (2) lack of

shelves, (3) the librarian are having a hard time to make a list of thesis.

1.4 Objectives of the Study

A. General Objective

The researchers are motivated to make a Thesis Archiving System to

support the existing system. This Web Based Thesis Archiving System aims to

help the Asia Technological School of Science and Arts to have an electronic

storage for Thesis Documentation.

B. Specific Objective

1. To design a user-friendly Thesis Archiving System for the students of

Asiatech College.

2. To create an electronic storage of every departments thesis via online

database system.

3. To enlist the thesis of every department properly by using the Thesis

Archiving System.

1.5 Significance of the Study

This study envisions the development of the Thesis Archiving System of

Asiatech College. The study can bring benefits to the following:


Thesis Archiving System is a way of improving the school specifically in

the field of documentation process. It ensures more reliable, efficient and timely

sorting of every thesis documentation for Asiatech College.


Through a Thesis Archiving System, Students can easily find the thesis

without any hassle. Convenience is more visible for it is not time-consuming,

resulting to a number of accomplished works.

The Thesis Archiving System would improve the monitoring capacities of

those who maintain the library. It would be easier to determine whether a

particular document is on-shelf or not. Furthermore, the librarian would be much

guided when it comes to recognizing new inventory documents, letting them

arrange it promptly and accordingly.


It helps integrate certain processes gathered by the researchers to create

solutions and implement acquired knowledge for the students of Asiatech


Future Researchers

It provides relevant ideas, knowledge and information in conducting

related research.
1.6 Scope and Limitation

A. Scope of the Study

The study covers the development and implementation of the Thesis

Archiving System which promotes a proper archiving of documents for every

department in Asiatech College. Students can use their library card to have

permission to use the system. The system also enables the system administrator

in adding of thesis documentation. It is certainly reliable as the human effort

required in managing the archiving sessions, It can be drastically reduced

because the major processes such as archiving and sorting of documents are

properly managed by the system. It can be access through computer in library by

searching any documents that the students of Asiatech College needs. In

students of other school, they need a letter to librarian.

Back-up and Recovery

Back-up and Recovery is the process, policies and procedures related to

preparing for recovery or continuation of technology infrastructure critical to an

organization after a natural or human-induced disaster. Disaster recovery is a

subset of business continuity. While business continuity involves planning for

keeping all aspects of a business functioning in the midst of disruptive events,

disaster recovery focuses on the IT or technology systems that support business


Plan A:
Main database will be located on the area that is water proof, fire proof,

and a have maximum security for the system and database that can only be

access solely by an administrator. This is to prevent any forms of loss, leakage,

corruption and tampering of the data’s due to other uncontrollable and

unforeseen circumstances.

Plan B:

The Thesis Archiving System for Asiatech College must be stored in at

least (1) 32GB USB Flash Drives (3 pieces), (2) in administrators desktop/laptop.

Uploading in a cloud is safe but expensive.

B. Limitations of the Study

The system is mainly focus on archiving thesis documentation for every

department. It does not cover any downloading and uploading documents to

avoid plagiarism. The administrator is the one who can upload documents of

every department. Only enrolled students of Asiatech College can access this

system by using their student number. Students will have the copy of the

document by having permission to the author and to the administrator. It cannot

perform in android devices.

1.7 Definition of Terms

The following are defined operationally and technically for clear

understanding of the terms used.

A. Operational Terms

Archive – To store documents.

Department – One of the major parts of a school. (Ex. BSIT Department, BSED


Document – An official paper that gives information about something or that is

used as proof of something. (Document refers to the thesis/theses)

Plagiarism – The act of using another person’s words or ideas without giving

credit to that person.

Sort – The act of separating things and putting them in a particular order.

Storage – The act of putting something that is not being used in a place where it

is available, where can be kept safely.

Thesis – A long piece of writing on a particular subject; a statement that

someone wants to discuss or prove. (Plural from: Theses)

B. Technical Terms

Administrator – A person whose job is to manage the system.

Data - individual facts or items of information

Database - a systematically arranged collection of data

Entity Relationship Diagram (ERD) – chart that visually represents the

relationships between database entities. ERDs model an organization’s data

storage requirements with three components: entities, attributes, and


Gantt Chart – illustrates the start and finish dates of the terminal elements and

summary elements compromise the work breakdown structure of the project.

Program - The computed salary and wages of the employee

RAD – Rapid Application Development, is a software development methodology

that uses minimal planning in favour of rapid prototyping

Software - the programs, symbolic languages that organize the performance of

the hardware and through its process

System - an assembly of computer hardware, software and peripherals working