ST.

VINCENT COLLEGE OF CABUYAO

Mamatid, City of Cabuyao, Laguna
Tel. No.: (049) 502-2353

Ridpath Academy of Mabuhay Inc. Research Archive System

A Research Project Presented to the Faculty of St. Vincent College of Cabuyao, In

partial

Fulfillment of the Requirements in Quantitative Methods

Member:

Anito, John Carlo

Basas, Godwin

Silao, Daniel R.

Submitted to:

FAGELA ZYRIX RYAN U. F.Y. 2021-2022

 Chapter I

Introduction

Founded by Dr.Reynaldo Gabato Trabillo, Ridpath Academy of Mabuhay is one of the

popular Education located at Block 161 L1 P2 Mabuhay City Mamatid City of Cabuyao,
Laguna .They are currently offering Pre-elementary, Elementary, Junior High school
and Senior High school.

Ridpath Academy of Mabuhay usually saved student’s research in the Thesis Section in
the Library. The manual system of archiving makes document searching more difficult.
It's difficult to say whether or not the information gathering was successful. If errors
occur or need to update the documents, it is often necessary to recreate the whole
documents from the beginning. Human error can also cause the thesis's layout to shift
in the wrong direction, it was hard to find the thesis because there is a lack of
information put on the side cover of the thesis. Students nowadays don't have much
time to devote to going to the thesis room regularly. Students' lack of time making it
difficult to obtain information about the thesis they desire. When it comes to the safety of
the thesis and projects, there is no guarantee that the entire thesis will be safe. Firstly,
the thesis arranged in the room can damage the thesis. It is difficult to retrieve a thesis
that is identical to the original. Furthermore, if the thesis is damaged, it may result in a
misunderstanding of what information should be provided to readers.

With the use of the Archive system, storing files and data will be at ease for a long
period. Archiving is the process of safely storing inactive information in any format for a
long time. Such information may or may not be utilized again in the future, but it should
be kept until its retention period expires. It’s worth noting that stored, inactive data may
be turned active again, as the prospect of not being able to access data again might
deter firms from preserving their records. If information is needed quickly, it should still
be available. Data may be archived in a variety of forms and on several various devices.
There is a benefit on computerizing system that in current time and for the future. The
system can help thesis information kept in the database and users may interact with the
system to acquire the information about the thesis their want. Each thesis was done by
SVCC college students. In the present scenario, the theses just organize in the thesis
library room and do not have the correct information to enable students to discover their
needed thesis. With a system, students can find the thesis in an easy way and safe
time.
Statement of the problem

This study aims to design and develop The Ridpath Academy of Mabuhay Research
Archive System, it seeks to answer the following question:

1. Which are some problems that exist in the manual system that can be solved by
archive system ?

2. Is there a requirement needed to develop an archive system?

3. What are the features that will be included in the proposed system?

Objectives of study

A. To design a system that can solve the most of student's time constraint and
distance by help them to find references using online method.

B. To identify the requirements which are useful to develop an archive system that
can help faculty to store the student’s thesis and project in one system and make sure it
is easy to keep track of.

C. To develop a system that is easy to use and can maintain the safety of the thesis
and avoid any physical damage

Scope of study

A. The study will be conducted in Ridpath Academy of Mabuhay Inc.

B. System can only be managed on a platform that has an operating system installed
with the webserver that provides Hypertext Preprocessor (PHP) services and MySql
database architecture.

C. The study only revolves around the implementation of the Archive system on Ridpath
of Academy Mabuhay Inc.

Limitation of the study

A. System can be view by any web browser that has a connection with the internet

B. the System can only be accessed by admins, students, and former students of
Ridpath Academy of Mabuhay Inc.

C. In searching a certain file needed, the system can only find what is stored in the
Archive.

Significant of study

A. Searching thesis files is easier compare to manual process

B. It can help to store files of college students for a long period of time

C. Duplicate files that are stored can be determined in a short amount of time.

D. With the use of our system, Files can be access by the user at any place and
time.

Technical term use

Archive - A collection of historical documents or records that provide information about a

location, institution, or group of people.

System - is a set of principles or procedures that govern how something is done; it is a

method or framework that is well-organized.

Data - is information that has been converted into a format that allows it to be moved or
processed efficiently.

PHP - is a popular open-source general-purpose scripting language that is well-suited

to web development and can be integrated in HTML.

MySQLi - is a client-server relational database management system (RDBMS) that is

open source. A relational database management system (RDBMS) is software or a
service that allows you to construct and administer databases using a relational
paradigm.
 Chapter II

Foreign Literature

Traditional archives for storing printed documents have lately been supplanted by digital
archiving and data management systems to organize and preserve all of the data
generated and used in universities and colleges. The necessity to create, acquire, store,
categorize, and increase data handled by organizations for their everyday activities
drives the usage of information management systems in educational institutions
(Maican & Lixandroiu 2016).Administrators have a variety of options for choosing the
most effective techniques and tools to use in their organizations for preserving and
managing various amounts of data, thanks to information technology, cloud computing,
and web resources (Srivastava & Misra, 2017).According to Cristani et al., 2018;
Maican & Lixandroiu, 2016. Digital resources are chosen because they eliminate the
restrictions associated with the restricted capacity for archives typical of paper-based
records and systems.

According to Joshi & Singh 2017; Van Loon et al. 2017, The absence of a single
responsibility for managing information, the use of inconsistent archiving resources, the
underdeveloped data management function, the lack of cohesion in the used system,
and the lack of users' skills to work with data archives.Despite the fact that educational
institutions, like any other organization, must handle huge amounts of data on a regular
basis, a study of current studies published on the subject of data management in
colleges and universities found a paucity of research connected to this topic.
Researchers examined several approaches to organizing data storage in various
organizations, with a focus on evaluating the efficacy of handling digital documents
using electronic management systems (Sabireen, Kirthica, & Sridhar 2017; Srivastava &
Misra 2017).

According to Srivastava and Misra (2017), Data management is frequently an

expensive operation, which leads managers and administrators to select unique tools
and software for lowering the volume of controlled data, establishing efficient
databases, and reducing data for preservation. As a result, administrators are frequently
interested in choosing cost-effective data management solutions to meet organizational
requirements.

According to Maican & Lixandroiu 2016 , When choosing hardware or software to

securely store data for a long length of time, keep in mind that technologies quickly
become obsolete, and it might be impossible to access the stored information and files
after many years. Databases used for data management should operate efficiently and
following policies that ensure data security.Databases should have a mechanism in
place for updating, accessing, altering, and removing data from archives and
repositories (Maican & Lixandroiu 2016; Van Loon et al. 2017). Document management
in organizations should also include database backups to provide data access both
online and offline, across a variety of storage systems.

Few researchers have looked at data management systems and the efficacy of their
deployment in educational settings. Maican and Lixandroiu (2016) focused on the
analysis of various models used by educational institutions while discussing the
specifics of establishing an open-source enterprise content management system in a
Romanian university.Management information systems, enterprise resource planning,
decision support systems, and knowledge management systems are used by many
sorts of organizations to manage various forms of data and ensure its movement within
the organization (Maican & Lixandroiu 2016). All of these technologies, as well as
secure internal, may be used to properly manage incoming and exiting documents.

documents, and administrators choose the system depending on their organisation‟s

specific needs.
Many colleges and universities choose data management systems and tools based on
specified functionalities as well as prices, according to those academics that
concentrated on addressing data management in educational institutions. The reason
for this is that storing huge amounts of data may be expensive, and administrators want
to keep data kept or preserved in their repositories to a minimum (Maican & Lixandroiu
2016; Soomro, Shah, & Ahmed 2016).Data management systems must be suitable for
effective and rapid data processing, which includes procedures such as converting
printed documents to digital files, categorizing documents, and organizing data in files
and folders on dedicated drives. Modern businesses must deal with huge amounts of
data, and in most situations, this data must be stored for future access and usage.
Digital archiving helps organizations to preserve electronic data in a single storage area
for a long time, avoiding instances where big database sizes hinder data management
systems from working quickly. “Archive infrastructure must enable huge amounts of
data at cheap cost, prolonged data preservation, and frequent high volume searching,”
according to Sabireen, Kirthica, and Sridhar (2017, p. 140). Data management systems
cannot function properly as a result of the buildup of data, and certain information may
be destroyed or difficult to recover (Joshi & Singh 2017).

Moving data from the primary active system to other accessible storage areas, such as
disks, servers, and clouds, is referred to as archiving. Data management through
archiving is connected with a focus on essential factors such as the availability and
quantity of data repositories, data integrity, recovery management, and the details of not
just storing but also retrieving data. Srivastava and Misra (2017) point out that
educational institutions frequently have to archive their papers utilizing software, near-
line storage, and cloud storage resources. These processes allow for the reduction of
database volumes, the preservation of all essential data, and the security of information.
Because of the potential usage of non-standardized formats and the uncertain security
of the stored data, any third-party platforms used for storing digital data are linked with a
slew of difficulties for institutions that utilize them.
Researchers also pay attention to examining the advantages and disadvantages
of cloud archiving as a new
approach to the prolonged storage of data without risks of damaging files.“Cloud
archiving is anyhow ubiquitous,” according to Cristani et al. 2018, “so it makes sense to
process the document in situ rather than moving it from one side to the other.” Other
academics, on the other hand, advocate for the adoption of cloud archiving and
comparable techniques for huge volumes of data since these systems allow for quick
retrieval of needed information (Joshi & Singh 2017). It is quite straightforward to erase
archive data when documents are not utilized or necessary for a lengthy period.

According to Sabireen, Kirthica, and Sridhar (2017), cloud data storage might be
considered dangerous for businesses due to data security concerns. Researchers
disagree on whether or not cloud computing and storing huge volumes of sensitive data
is suitable.
Using archiving for research activities and in connection to academic publications and
their archives has been the subject of several studies published in recent years.

According to Koopman and De Jager (2016) and Renaut et al. (2018) , Many
researchers do not use recommended repositories for preserving their materials, and
many educational institutions do not have efficient research data management systems,
according to the study, which focused on the methods to archiving digital research-
related data. As a result, there's a chance that papers and research-related data may be
saved and handled incorrectly in many situations, rather than being accurately and
securely archived. The authors of the studies in this instance examined the issue of
archiving from the viewpoints of both research and educational institutions, as well as
academic publications.

Local Literature

Torres et al. (2016), a study was undertaken with the expectation that the processing of
student information will save time and effort. This research characteristic is the retrieval
and updating of data after storage and access.

Cabang et al. (2017), claim that continuous school administration will greatly benefit the
user of computerized student data.

Soria (2016) Devices and equipment have been invented and reversed to satisfy the
demands of the new world as technology developed. Many systems are designed to be
reliable, efficient, and very useful to the user.
According to Alcaira (2019), the need for more timely information and data processing
comes on demand custody of the record of any manual operations needs the
application because handling it in manual will slow the process.

Quiver (2021) has built a software application that can easily access data manipulation.
He created a computerized system that minimizes record loss and workload which are
based on the design of Pajarillo, 2002

Bacala and Reano (2019) state that the many operations covered by the manual
system, including updating and adding student data, creating consultancy and
evaluation slips, and similar consideration of the institution's inefficient manual operating
system, are necessary.

According to Aquino (2016), they can build goods by using information technology
findings quickly and make a choice

Alcuaz (2018), states that the usage of computers provides a competitive edge and
enhances profitability. Computer contributes to increasing people's productivity.
Technology innovation has now affected people's jobs. Data processing, transactional
commerce, research, planning, monitoring, and even in health care. Due to the
universality of their usage, web apps are popular.

The ability to work as defined independent of the operating system present on a specific
client is an important advantage in designing web applications to support a standard
browser (Bacala & Reanno,2019)

According to Marietta (2017), In the National Archives of the Philippines, public records
include information that enables government programs to operate, gives authorities a
basis for decision-making, and ensures continuity with previous activities. These
records must be consistently handled to guarantee that significant historical material is
preserved and that critical information can be accessed readily.

According to Leetaru, Kalev (2016) Libraries are grappling with a way to reinvent
themselves in a virtual world. Beyond maintaining the internet for destiny generations,
library-primarily based internet records offer researchers one of the few locations they
can paintings with huge collections of internet content. While now no longer as huge
because the collections are held with the aid of using business seek engines, library
records are reachable to students who lack the assets to construct their personal huge
internet-scale crawling infrastructures and uniquely permit the exploration of alternate
over the years at the dimensions of the internet itself.