1

SENIOR HIGH SCHOOL RECORDS MANAGEMENT SYSTEM OF APARRI

SCHOOL OF ARTS AND TRADES

A Research Proposal presented to the Faculty

of Graduate School
Cagayan State University
Maura, Aparri, Cagayan

In Partial Fulfilment of the Requirements

for the Subject

PABLO FERRER
 2

CHAPTER I

Introduction

The Problem and its Background

We are now living in the world of modernization, Computer has turned into a

lifestyle in this advanced age, it is clear that a larger part of the nation’s foundation still

don’t adjust the high advancement of technology. Especially in most government funded

school, their everyday transactions are still done manualy. We all realized that a portion

of the schools these days are more solid in the advances to reduce their works and make it

all the more quick and effective.

Learners’ records are often viewed as paperwork produced for the education

bureaucracy. However, a well-designed learners record management system, whether

using paper documents or automated system, yield many benefits. The most important of

these is the ability to report information for decision making about individual learners,

schools, programs, and school districts. A second benefit, particularly with automated

systems, is efficiency in processing and exchanging learners’ records among schools.

Learners record management system, thus, play a key role in the overall functioning of

the education system; but more importantly, they increase a school’s ability to meet the

needs of learners.
 3

In Aparri School of Arts and Trades – Senior High School, the institution is still

using the manual and computerized learners’ record. According to Newman 2017, a

digital registration solution can help both parents and staff make the registration process

paperless, secure, and efficient. Switching from a manual, paper-based enrolment system

to an online registration solution will mitigate risks like misplaced student files and data

entry errors. Here are the most common errors of manual registration that can be

automatically corrected and prevented by utilizing a digital system. First is to prevent

incomplete data while increasing parent confidence.

Digital solutions actually make parents feel more involved and confident about

their student’s registration, while simultaneously preventing them from making mistakes

and disrupting the whole process. Second, to prevent illegible data while saving time for

staff. Everybody’s handwriting is different, and what is legible to one person is not

always legible to the next. This means no more translating parents’ handwriting, and no

misspellings in the data as a result. It also saves hours and hours of time and redundant

effort for the staff. Third, it is better control and regulate the student data. There are many

different modes that data can be relayed when you hand a client a pen instead of offering

them options to choose from. With a digital registration process, the input of data is

regulated according to the administrator’s preference. The data relating to each individual

student can be managed on a grand scale to make sure that the data is logged and stored

in the most consistent manner possible. This prevents problems you might not expect,

such as issues with mailing addresses, contact information, and student transportation
 4

information. Fourth, Paper is vulnerable – make your data safer. Paper is an incredibly

vulnerable substance. It can burn, it can be torn, it can turn to mush during a flood, and it

can be stolen or misplaced. In cases of fire or flood, school systems that rely on paper

files are left without a back-up plan; the data is simply destroyed. Natural disasters do

happen, but the threat of being handled by man is much more common issue and can

even be more detrimental to school security. Storing these files electronically not only

ensures safety in case of tragedies or computer malfunctions, but it also protects them

from the eyes and hands that shouldn’t be handling them, as well as making sure they are

constantly in the correct place and easily accessible. Lastly, to ensure that parents submit

all the necessary documentation and eliminate appointments with parents (or bring it

down to the bare minimum) many documents have to be submitted to enrol a child for

school before they can actually attend school and be sorted into the correct classes. Birth

certificates, social security cards, proof of residence, vaccination and allergy records, and

other documentation are the parent’s responsibility to provide for the school. Neglecting

to bring one of the documents to the scheduled registration appointment means they have

to schedule another time to come in and complete the process.

This proposed system, Senior High School Record Management System of Aparri

School of Arts and Trades will surely be a great help especially to the registrar, teachers,

learners and parents, as well as to the school. It will give accurate, efficient, reliable

information about the leaners. The system has also the security features that will only be

accessible to the intended user of the system.

5
 6

Research Paradigm

INPUT OUTPUT
PROCESS

Add
List of Information
Edit of Students
Information of the
Save
Learners List of Records of
Update the Learners
Form 137 of the
Learners Cancel Accomplishment
Report
Exit

View

Figure 1.0 Represents the Input – Process – Output (IPO) Diagram. The box on

left represents the input which contains data to input or process. The middle box

represents the process to operate the input. The right box represents to produce an output.

An arrow is used to connect the three boxes when an error occurs, just go back in

the input box to correct necessary things and do the process again.
7
 8

Conceptual/Theoretical Framework

The systems theory is one of the modern management theories to study the

relationship between organization and its environment. This theory considers all elements

in the whole organizations as well as its component parts. The theorists view organization

as an adaptive system, which must adjust to changes in its environment if it is to survive,

(Massie, 2009). Zanders (2002) refers to these modern management theories as

integrative management theories in the sense that they study the relationship between

organization and its environment thereby attempting to understand organization as a

whole system.

However, Nwankwo (2005) argued that it is not enough to understand the parts,

that it is also important to understand the relationship among the parts. Describing a

system as a series of interrelated and interdependent parts, such that the interaction of any

part (sub-system) affects the whole system. That is to say, in as much as principals’ work

is towards achieving the set goals, he still needs the cooperation of teachers in the system.

That means they cannot work without each other.

School records has to be processed, stored and retrieved when needed at the

various departments. Peretomode (2002), and Nwankwo (2005), stated that the systems

theory rests on the belief that all in systems, all the parts perform different functions but

their interaction are dependent on each other. The system theory is relevant to records

management because the educational system or even a single schools unit or child, is a
 9

system, and concept of interaction and interdependence of parts with the others and the

wider system is applicable.

In conclusion, the review in this section shows that management theory is relevant

to school management and to promote efficiency. The system theory, on the other hand

concentrated on the interrelationship and interdependence of various segments of the

organization. The systems theory makes it clear to the principals, as it relates to school

records management, as the superior that they must relate very well and work with the

subordinates through delegating authority to them (teachers) to make proper record

management a foundation for the future of educational system. This theory provides

information to the principals/manager on strategies for leadership, works or staff within

an organization.

The obvious relevance of this theory to these work boarders in the strength of

school administrators, principals to adopt the principle of interrelation and

interdependence in school management. This could promote delegation of duties respect

and value of various functions among department in the school, thereby introducing new

dimension in school record management.

10
 11

Statement of the Problem

The research study aims to de prove whether the developed system entitled

“Learners Record Management System of Senior High School in Aparri School of Arts

and Trades” is significantly superior to the existing system specifically; it seeks to answer

the following questions.

1. What is the assessment of the existing system as viewed by the Users and Experts

in terms of the accuracy, efficiency, reliability, security, and user – friendliness?

2. What is the assessment of the developed system as viewed by the Users and

Experts in terms of the accuracy, efficiency, reliability, security, and user –

friendliness?

3. Is there a significant relationship between the assessment of the present system

and the developed system in terms of the accuracy, reliability, security, and user-

friendliness?

4. Is there a significant difference between the assessment of the present system and

the developed system in terms of the Users and Experts?

 12

Significance of the Study

This study will be conducted with the aim of improving the traditional operation

and providing them a faster, more accurate, efficient and reliable system.

It will beneficial to the following;

Learners: Through the help of this proposed system, it will make their task easier

in finding their records.

Registrar and Teachers: To make their task easier and faster in processing and

accomplishing the document management. Also to avoid problems in finding the

different documents.

Future Researchers: The proposed study will benefit and help the future

researcher as their guide. The study can also open in development of this study.

System Developers: This will serve as a reference for system developers that will

guide them in making more innovative records management system.

 13

Definition of Terms
The different terms were operationally used in the completion of the study.
Accuracy refers to the correct information that is recorded to the system.

Assessment is the opinion in the study.

Computer is a machine that performs tasks such as calculations or electronic

communication.

Efficiency refers to the system produces a desired result.

Experts showing a special skill on what you have experienced.

Form 137 is an important record of the learners.

Input is the things that will be processed.

Output is used to display the information made on a computer or monitor and the

paper that is already printed.

Process is used to operate data.

Record is a paper that is stored.

Record Management is how the papers arranged.

Reliability the system provides what is needed.

 14

Senior High School Record Management System is an electronic record

management system.

System group of objects.

Users is the person using the system.

User Friendliness is easy to use or understand

Scope and Delimitation of the Study

This study focused on the development of the computerized Senior High School

Record Management System as an alternative to their traditional procedure.

The participants to this study are the Senior High School Learners. This study will

be conducted at Aparri School of Arts and Trades during the S.Y of 2018 – 2019.
 15

CHAPTER II

Review of Related Literature

This chapter reviews the existing literature pertaining to document handling and

storage. Prior researches conducted in this domain are thoroughly and exhaustively

reviewed. Capabilities and features of the existing document management systems were

reviewed and critically analyses.

An Introduction to Records Management

University of Portsmouth also stated that managing records effectively makes it

easier for staff to carry out their work because they are able to find the information they

need whenever they need it. The benefits of having a record management effectively are,

it saves time by ensuring that records can be found easily and quickly, saves space by

preventing records from being kept longer than necessary, saves money by reducing

storage costs and maintenance costs, improves efficiency by ensuring records are readily

accessible, improves compliance by keeping records in line with legal and regulatory

requirements, keeps records under control by preserving important data and preventing

the accumulation Control of ephemeral material, improves the quality of information,

providing staff with access to accurate and reliable Quality records, increases the security

of confidential records, and supports business continuity and risk management.

 16

Record Management

Recent research by (USW, 2017) asserts that a records management programmer

will bring many benefits to the University and its staff including: better use of physical

and server space, better use of staff time, improved retrieval systems in place, reduction

in duplicate on compliance with legislative requirements and standards, protection

against litigation, more effective management and control of information resources, better

delivery of service, and preservation of corporate memory.

Importance of Record Management

ISO standard 15489 defines Records Management (RM) 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 information about business activities and transactions in the

form of records.

It’s so “simple” as managing the records of your organization throughout their

lifecycle, from the time they are created to their eventual disposal. This includes

identifying, classifying, storing, securing, retrieving, tracking and destroying or

permanently preserving records.

 17

The key word in RM is “evidence”: managing the evidence of activities as well as

the reduction or mitigation of risk associated with it.

 18

Personal Privacy in an Information Society. Record Keeping in an Education

Relationship

According to the ASPE (1997), an individual's relationships with educational

institutions help shape his personal development and may substantially affect the degree

to which he can enter into and benefit from all other social and economic activities and

relationships. The records about individuals that the education relationship generates

affect almost everyone, for nearly every American has or will have spent some time in at

least one educational institution.

Within an educational institution, education records form a back-ground against

which decisions about an individual student's status or progress are made, not only at the

major turning points in his educational career, but also on a daily basis where they shape

unobtrusive but significant decisions about him. Educational record-keeping practices,

however, vary substantially by size of institution and sophistication of administrative

practices.

Over the last fifteen years, the Federal government has affected all levels of

education through financial assistance programs aimed at helping educational institutions

to meet their responsibilities, and also at using educational institutions to further other

social purposes, such as equal opportunity. This has reinforced the educational system's

own gravitation toward bureaucratic administration and professional specialization. It has

 19

also altered record-keeping requirements and practices, modified power balances within

educational institutions, and made many educators wary of Federal regulation.

The combined impact of all these changes on record keeping about students has

been the focus of Commission concern. Educational institutions make and keep more

records about students today than ever before. More people participate in making and

keeping education records, and more people outside the educational system want access

to them for other than educational purposes. Moreover, the emphasis in educational

record keeping has shifted from reporting progress to parents and supplementing personal

contact in instructing and making decisions about students to serving not only as a

management tool but also as a means of justifying an educational institution's actions and

budget, and as a surrogate for personal contact with students. These changes have

elevated the importance of education records in American society, and thus the

importance of good school record-keeping practices.

The importance of educational record keeping today was formally recognized in

1974, when the Congress enacted the Family Educational Rights and Privacy Act

(hereinafter FERPA). [20 U.S.C. 1232g] This legislation gives parents of minor students,

and students who are over 18, the right to inspect, correct, amend, and control the

disclosure of information in education records. It obliges educational institutions to

inform parents and students of their rights, and to establish policies and procedures

through which their rights can be exercised.

 20

Document Management System of Development Band of the Philippines – Aparri

Branch

A research study by (Antonio et. al 2018), keeping of documents is an essential

part of many business types today. Whether you work in medical office, university, legal

firm or other institution. Managing the forms that keep these businesses running is often a

full – time job in itself. At times, the amount of paperwork generated by the institution

can appear overwhelming. Common problems faced by record management may be

alleviated by having systems in place to handle them.

Antonio et. al (2018) also said that one of the common problems faced by record

management is the lack of storage space and equipment. When these documents are not

properly stored, it results to misplacement and loss of some essential documents. It also

prone to damage, over time paper deteriorates. Also, natural calamities/disasters can

happen at any place. Since in manual paper based – documents storing there is no

arrangements of backing up of records, so once a records is lost, it’s gone forever. Other

problems are encountered in handling mails, delay in giving of documents, problems in

retrieved and disposal of document.

Record Management in Education

Student records – transcripts, admissions, & registrations, board minutes, and

human resources make up a good part of the documentation collected, stored, and
 21

interacted with in the education sector. Given the unique retention requirements, many of

these documents must be securely stored for years. With that comes a similar level of

resources devoted to management of it all. Over time, paper-based records management

in educational settings has become an expensive, complicated, and resource intensive

task – from school districts through higher education settings. Coleman Data has and

continues to go through their archived records, sort and scan them, then put them into a

searchable electronic index for both secure storage purposes and easy future use.

(Coleman Data Solution 2017)

What are the Advantages of a Good Record Management System?

The latest work by (Kokemuller, 2017) asserts that a records management system

is a software-driven solution for gathering, storing and leveraging various types of

business records. It commonly is used in several functional areas, including accounting

and finance, distribution and logistics, and sales and marketing. A technology-driven,

organized records management system provides numerous benefits to companies.

Compared to historical pen-and-paper filing systems, records management solutions are

much more efficient and user-friendly. In some cases, records are automatically gathered.

For example, when a customer places an online transaction, the purchase is often

recorded directly in a customer relationship management software program. In

accounting and finance, a single transaction record may contribute to an invoice,

accounting record and financial statement updates. In marketing and sales, you can
 22

perform queries of customer records to target specific types of customers with specialized

promotions or advertising messages.

Student Record Management System

One study of Nandutu (2016) state that student records management system

(SRMS) is basically concerned with the process of collecting, processing, storing and

transmitting relevant information to support the management operations in any

organizations. It is “the application of systematic and scientific control to all the recorded

information that a University needs to do business. Poor record management results in

difficulties in administering, planning and monitoring an education system. In fact, poor

records management and the lack of staff development along the entire information cycle

are responsible for problems with management and policy implementation in University.

Nowadays, speed of communication being primary requirement of any

organization, no one can depend on slow and inefficient paper-based record maintenance.

There are also concerns about safety and security of paper documents. We all need a kind

of system, where the following should be taken care of: Store the documents for both

short- and long-term use, retrieve quickly and easily as and when needed, restrict access

to only appropriate people and keep a “safe copy” to handle disaster / damage.

Record Management
 23

The above goals can be achieved by digitizing the paper documents and storing in

an organized manner, so that it’s fast and easy to retrieve, as well as access to the

digitized documents can be controlled as needed. Since only the digital version is being

used on a regular basis, the original paper documents can be safely stored away and

protected from day-to-day access and common disasters. (Majunder 2015)

Web-Based Records Management and Monitoring Application for a Tutorial

Company

The study by Dacanay et. al. (2008) explain that the application shall be web-

based and shall be utilized by the administrators and authorized employees of the

company. It is the aim of the proponents to come up with an application that has

features which are fit for certain daily business processes done with IELTP. It is

their aim to provide a means of organizing profiles and other essential details

regarding the company’s employed tutors as well as their clients who are basically the

students. Another aim of the web application would be making data retrieval, student

endorsement and report management more convenient. It should also be able to provide a

central data storage for all records that is within the scope of the study.
 24

Digital Student Records

By 2020, at least 50% of K-12 organizations will be using some type of digital

content management. With digital student records, you can access, use and share

information easily throughout your school or district. Make the transition with Ricoh's K-

12 Records Management solution, which includes assessment, consulting services,

hardware (if needed), software, implementation and support. With our K-12 Student

Records Management solution, you can better serve students and families because digital

records are easy to access and share. Store records in a digital repository instead of

allocating valuable real estate to paper files. Save time by completing document-handling

and record-updating tasks with a few keystrokes. (Ricoh, 2016)

 25

CHAPTER III
Materials and Methodology

Materials

Hardware:

 CPU at least INTEL premium dual core CPU

 Memory at least 2gb

 HDD at least 10gb hard disk space

Software:

 Operating system at least windows 07

 Php: Hyper Text Preprocessor

 LARAGON

Others:

 Microsoft word 2007

Research Design

The developers will make use of descriptive type of research through observation,

interview and documentary analysis. The researchers will observe the basic processes that

takes place in paper-based and semi-computer based operation of Senior High School
 26

Record Management System of Aparri School of Arts and Trades and noted the problems

and weaknesses were recognized and these were assimilated in the development.

The information will be gathered through direct observation. The observation will

focus mainly on the processes of paper-based and semi-computer based operation. The

researchers will identify the problems and weaknesses of the system to be improved and

included all these in the making of the system.

The researcher will also observe the actual flow of the existing system. The

researcher observed how the personnel-in-charge kept records using the paper-based and

semi-computer based Senior High School Record Management System. The process they

used is good, only it takes a long period of time.

Technology to be used

The researcher will use the programming language PHP: Hypertext Preprocessor.

PHP: Hypertext Preprocessor is a server – side scripting language designed primarily for

web development but also used as a general – purpose programming language. Originally

created by Rasmus Lerdorf in 1994, the PHP reference implementation is now produced

by THE PHP Development Team.

PHP Programming at Wikibooks PHP code may be embedded into HTML or

HTML5 markup, or it can be used in combination with various web template systems,

web content management systems and web frameworks. PHP code is usually processed

by a PHP interpreter implemented as a module in the web server or as a Common

Gateway Interface (CGI) executable. The web server software combines the results of the
 27

interpreted and executed PHP code, which may be any type of data, including images,

with the generated web page. PHP code may also be executed with a command-line

interface (CLI) and can be used to implement standalone graphical application.

The researcher will use LARAGON as the server in doing the proposed system. It

is a lightweight, fast and convenient modern LAMP server with Redis and Memcached,

extremely high performance. Laragon has an isolated environment with OS and offers

everything you need to build modern web apps. It is portable and very flexible.

Analysis

View Process:

INPUT OUTPUT
PROCESS

Add
List of Information
Edit of Students
Information of the
Save
Learners List of Records of
Update the Learners
Form 137 of the
Learners Cancel Accomplishment
Report
Exit

View
 28

This process shows the data flow of the developed system on which the

respondents exerted lesser time to monitor attendance for the students.

 29

Locale of the Study

The study will be conducted at the Senior High School, Aparri School of Arts and

Trades. The respondents will be the Senior High School year of first semester enrolled

for school year 2018-2019.

Aparri School of Arts and Trades is a Technical Vocational School offering

Academic Track and Technical Vocational Livelihood Track. Under Academic Track the

school caters three different strand namely General Academic Strand (GAS), Humanities

and Social Sciences (HUMSS) and Science, Technology, Engineering and Mathematics

(STEM). While in Technical Vocational Livelihood Track specializations Home

Economics are Bread and Pastry Production (BPP) and Food and Beverage Services

(FBS). In Industrial Arts are Electronic Product Assembly and Servicing (EPAS) and

Electrical Installation and Maintenance (EIM). And Computer System Servicing (CSS)

for Information Communication Technology.

Respondents and Sampling Procedure

The respondents of this study will be the 30 Senior High School Users/Experts

who is enrolled in this school year and 10 from the faculty at Aparri School of Arts and

Trades. This research will use Random Sampling to ensure the reliability and validity of

the study.

Research Instrument
 30

The study will utilize questionnaire as a main tool in gathering data. The

questionnaire is the rating scale questions.

 31

Users of the System

Administrator

- Manages the software parameters

- Create and manage user accounts for other user groups

Registrar

- Work in the office for communications with students

- Provide administrative services for students

- Manage learners’ data

- Coordinate work with faculty members and provide services

Faculty staff

- Teaches

- Views reports for student enrolment in courses

Learners

- Register

- Enlist for courses

- View their current status

32
 33

Data Gathering Procedure

This After the approval of research proposal, the data will be gathered from the

key informants: students. Finally, the responses that will be obtained via the quantitative

and qualitative devices will be categorized, organized, analyzed and then interpreted.
 34

LITERATURE CITED

Unpublished Thesis

Antonio et. al (2018) “Document Management System of Development Bank of the

Philippines – Aparri Branch”

Online Resources

ASPE 1997 “Personal Privacy in an information society. Record keeping in an

education relationship” retrieved from: https://aspe.hhs.gov/report/personal-privacy-

information-society/record-keeping-education-relationship

Coleman Data Solution 2017 “Record Management in Education” Retrieved from:

http://www.coleman-data.com/document-management-solutions/education/

Dacanay et. al (2008) “Web-Based Records Management and Monitoring Application for

a Tutorial Company” Retrieved from: https://ejournals.ph/article.php?id=6108

ISO standard 15489 (2016) “Importance of Record Management” Retrieved from:

https://papersoft-dms.com/records-management-what-is-why-is-important-where-to-start/

Kokemuller (2017), “What are the Advantages of a Good Record Management System”

Retrieved from: http://smallbusiness.chron.com/advantages-good-records-management-

system-68177.html
 35

Majumder (2015) “Record Management” Retrieved from:

HTTP://SARANGSOFT.COM/BLOG/IMPORTANCE-OF-DIGITIZING-PAPER-

DOCUMENTS/

Massie, J.I. (2009) Essentials of management. New Delhi: Prentice Hall. Retrieved from:

https://www.abebooks.com/book-search/title/essentials-of-management/author/joseph-l-

massie/

Nandutu 2016 “Student Record Management System” Retrieved from:

https://www.slideshare.net/JulietNandutu/student-record-management-system-1-

63051646

Nwankwo, J.I. (2005). Educational administration, Theory and practice. New Delhi:

Vikas Publishing House PVT Ltd. Retrieved from:

http://journals.sagepub.com/doi/abs/10.1177/174114329101900407

Peretomode, V.I. (2002). Educational administration: Applied concepts and theoretical

perspective, Lagos: Joja Educational Research. Retrieved from:

http://www.scirp.org/(S(i43dyn45teexjx455qlt3d2q))/reference/ReferencesPapers.aspx?

ReferenceID=1706623

Ricoh (2016) “Digital Student Records” Retrieved from:

https://www.ricoh.ca/en/industries/k-12/k12-records-management
 36

USW 2017 “Record Management” Retrieved from: http://uso.southwales.ac.uk/ig/rm/

University of Portsmouth (2017), “An Introduction to Records Management” Retrieved

from: https://storage.googleapis.com/information-governance/rm-factsheet-01.pdf

Zanders, A. (2002) Group dynamics research and theory. New York: harper and Rows.

Retrieved from: http://www.worldcat.org/title/group-dynamics-research-and-

theory/oclc/437148
 37

QUESTIONNAIRE

Name: (Optional) __________________________Sex: ___Male ___Female

Age:___
Type: ___ User/Client ____Expert/Administrator

Rating
Legend: 5 – Strongly Agree
4 – Moderate Agree
3 – Agree
2 – Disagree
1 – Strongly Disagree

EXISTING/ CATEGORY/QUESTIONS DEVELOPED

SYSTEM
PRESENT
SYSTEM

1 2 3 4 5 1 2 3 4 5

USER – FRIENDLINES/APPROPRIATENES

a. The system provides easy-to-use, easy-to-learn

features.

b. The system provides a clear and systematic process

that users can adopt and use.

c. The system process provides timeliness.

d. The system is appropriate to the needs of the

current office/agency processes.
 38

SECURITY

a. Only authorized users can access the system.

b. The information input and formatting are

sufficient.

c. There are sufficient standards and procedures in

place to ensure data security.

RELIABILITY

a. The system can be executed properly with minimal

or without support/intervention

b. The information generation yielded reliable result.

c. The system is always accessible to target users and

clients

d. The mechanisms support the user’s efficient

access of data.

e. The required functionally present in terms of tasks

supported and data items used are reliable.

ACCURACY

a. The information generation yielded accurate result.

b. The record provided by the system are updated and

precise.

c. The system provides correct information on a

timely manner.