ONLINE RECORDS AND DOCUMENTS MANAGEMENT SYSTEM FOR

PROVINCIAL DISASTER RISK REDUCTION AND MANAGEMENT OFFICE

(PDRRMO) IBA, ZAMBALES

A Thesis
Presented to
The Faculty of the College of Communication and Information Technology
President Ramon Magsaysay State University
Masinloc, Zambales

In Partial Fulfilment
Of the Requirement for the Degree
Bachelor of Science in Information Technology

By:
Afable, Kristyl E.
Asia, Mary M.
Balonso, John Hollan P.
Sangalang Reggie Jr. D.

July 2021
 CHAPTER 1
INTRODUCTION
Project Context
Any work a human can do in an hour, a machine can do in a minute. Technology

indeed has a great part in our lives. It cannot deny that without technological advancements,

people's lives would not have been easier and faster. In today's modernization, technologies

succeeded in reducing human efforts and the risk of doing a lot. As we live in a

technological world, we need technology in every single matter of our life. However, some

researchers noticed that some sectors in today's society seem to be left behind in adopting

different technical methods to allow progress in their field.

Records Management System (RMS) is the management of records for an

organization throughout the records-life cycle. A records management system is more than

just storage. It's a complete end-to-end solution that adheres to a strictly defined policy to

create, store, and destroy all hard and digital information assets. It usually involves records

management software as well, but it's not just software or scanning either. Electronic

Records Management System (ERMS) is an electronic system for managing paper records

in a records center or registry. ERMS could also be a system for managing electronic

records. (Johnston and Bowen 2005)

The Provincial Disaster Risk Reduction Management Office (PDRRMO) of

Zambales, is responsible for formulating, implementing, monitoring, and evaluating

Disaster Risk Reduction (DRR) programs, plans, projects, and activities of the province.

They are also responsible for developing strategies on disaster risk reduction and

management through better partnership and working relationship among the departments
within the Local Government Unit, civil society organizations, private sectors and other

volunteers.

For many years, the PDRRMO Zambales has been using traditional way of storing

and managing files and records. Although they have access to technology like computers,

they are not using it to the most useful ones that might help them in their work, like using

the computerized record management system. There are things that they can do with their

computers, yet they are doing it manually. With manual processing, it would take much

time to search for the records and files. But with the aid of computers, the documents are

only one click away compared to manual processing or work done by hand. And due to

the COVID19 pandemic, the PDRRMO limits the number of employees allowed to work.

Since the manual record system requires many human resources, and the employees are

only limited, consequently, processing and some transactions take time.

In this regard, the researchers aim to develop an Online Records and Documents

Management System for Provincial Disaster Risk Reduction Management Office

(PDRRMO) Zambales. The researchers are determined to develop a system that will take

the manual record system into an Online Records and Documents Management System.

The proposed system will help employees manage their important files and documents

properly and make their work faster, easier, and more convenient. It can also ensure the

confidentiality of the files and documents since only authorized employees can access the

system.
PURPOSE AND DESCRIPTION

The proposed system will be beneficial to the following entities:

To Provincial Disaster Risk Reduction and Management Office (PDRRMO). This

system may help them resolve the current issues that they are encountering with their

current manual system. This system will take place all their manual systems into Online

Information Systems. Since the system will help lessen their work, a faster transaction

saves more time for other activities. Lost data will also be avoided because the database is

back up and can be recovered anytime.

To Municipal Disaster Risk Reduction and Management Office (MDRRMO). In this

system, the thirteen (13) Municipal Disaster Risk Reduction and Management Office

(MDRRMO) of Zambales can easily send and request files directly to the PDRRMO office.

TO EMPLOYEES OF PDRRMO AND MDRRMO – By the study, the propose online

record and document management system will help both the employee of PDRRMO and

MDRRMO in terms of utilizing and managing their files and documents.

To the Zambaleños. In this system, the Zambaleños can easily acquire information

through the PDRRMO website.

To the Researchers. This study will help the researchers increased their learning

experience by using their knowledge and skills to develop the system.

To Future Researchers. This study would serve as a ready reference for the other

researchers who would embark on a similar study in the future, especially on certain aspects

not derived by the present study.

OBJECTIVES OF THE STUDY

This study aims to develop an Online Records and Documents Management

System.

Specifically, the study aims:

1. To determine the level of system quality of the Online Records and Documents

Management System as evaluated by the employees of Provincial Disaster Risk

Reduction and Management Office (PDRRMO) using ISO 25010:2011 using the

metrics: Functional Suitability, Performance Efficiency, Compatibility, Usability,

Reliability, Security, Maintainability, and Portability.

2. To determine the level of system quality of the Online Records and Documents

Management System as evaluated by the employees of Municipal Disaster Risk

Reduction and Management Office (MDRRMO) using ISO 25010:2011 using the

metrics: Functional Suitability, Performance Efficiency, Compatibility, Usability,

Reliability, Security, Maintainability, and Portability.

3. To determine the level of acceptability of the Online Records and Documents

Management System as perceived by the employees of Provincial Disaster Risk

Reduction and Management Office (PDRRMO) in terms of Content, Accuracy,

Ease of Use, Timeliness and Security.

4. To determine the level of acceptability of the Online Records and Documents

Management System as perceived by the employees of Municipal Disaster Risk

Reduction and Management Office (MDRRMO) in terms of Content, Accuracy,

Ease of Use, Timeliness and Security.

 Scope and Limitation of the Study

Scope

The Online Records and Documents Management system is an online system which

requires internet connection to use or generate. This study provides information about the

documentation and report of Provincial Disaster Risk Reduction Management Office

(PDRRMO) Iba, Zambales under the three sections: admin and training; research and

planning; and operation and warning.

The Online Records and Document Management System has four types of users:

Administrator, User Account, Temporary User Account and Visitors.

The administrator has the full access to the system, they are the one who will

confirm and give restriction to the other users. They can also add, edit, update, retrieve and

delete items from the system and post announcement to the home page such as class

suspension, signal alert and weather update.

The users are usually the Municipal Disaster Risk Reduction Management Office

(MDRRMO) personnel. In this system, the thirteen (13) Municipalties of Zambales can

easily submit their report to Provincial Disaster Risk Reduction and Management Office

(PDRRMO) Iba, Zambales by uploading PDF file that was more convenient than

submitting it physically to the office.

Temporary users are almost the same with the user, the only difference is that

temporary account has more restricted and they can only access the system in a limited

time.
 The visitors can access the emergency hotline of each Municipalities in case of

disasters and calamities. They can also inquire or ask the information, files and documents

they need at the home page, to the administrator.

The system can generate reports and calamities monitoring such as flood, road,

bridges and evacuation monitoring submitted by regular users.

The system will have a chat box where users especially every Municipalities can

message the administrator and administrator can also message the users in return in case,

they need to convey an important message or questions; disaster risk reduction

announcement section that is open for public like weather update and class suspension ; a

notification area, where both users and administrator will be notified if someone sent an

information or documents; municipality flooding incident map; and a security question

once the password is forgotten.

Limitation

The system only allowed to reset the password of regular and temporary user if they

answer the security question provided once forgotten. Security question are from what they

pick and answer in making their account.

Only the administrator can post announcement that will be able to see at the

homepage of the system. Aside from that, only the administrator is the one who can active,

deactivate and delete accounts.

Visitors can’t get inside the system; they can only access the homepage that was

open for them. The temporary users are the one who has a time duration in using the system

and once it reached the time span given to him/her, the account will automatically block
unless the administrator permitted. Regular and Temporary users can only message the

administrator, on the message area.

 CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter discusses the existing study in the context of proceeding related

research. This research study cited articles and systems, which are pragmatic, based on the

developer's research and design to meet the user's need.

Technical Background

Technicality of the project

The researchers had gathered all related research about the project and had

brainstormed about what technologies will be used. As the projects is still ongoing, the

researcher will still search for tools and software that can help improve the development of

the system.

The Online Records and Documents Management System is a system that will help

them to easier store, manage and keep track of all their documents. It will take all their

manual system into computerized and online one. The project will be an IT related study

so there will be terms or terminologies that only IT students and persons on the IT field

can understand. There are some of the technical terms that are being used by the researchers

in the project: Wordpress, Bootstrap, HTML 5, PHP, MySQL, PhpMyAdmin, JavaScript,

CSS, WampServer and Webhost. Some of the terminologies being stated above are also

the technology being used by the researchers in the project.

Details of the technologies to be used

 The technologies are divided into four (4) part: front-end development, back-end

development, hosting upon offline development and hosting for offline purposes.

Front-end development refers to “client-side” development, where the focus is on

what users visually see first in their browser or the user interface of the system. Under

front-end development, the researchers used the following: WordPress is a free, open-

source website creation platform. On a more technical level, WordPress is a content

management system (CMS) written in PHP that uses a MySQL database. In non-geek

speak, WordPress is the easiest and most powerful blogging and website builder in

existence today, Bootstrap is the most popular HTML, CSS and JavaScript framework for

developing a responsive and mobile friendly website, HTML 5 is a revision of the

Hypertext Markup Language (HTML), the standard programming language for describing

the contents and appearance of Web pages and it was developed to solve compatibility

problems that affect the current standard, HTML4, JavaScript is a scripting language used

to create and control dynamic website content, i.e. anything that moves, refreshes, or

otherwise changes on your screen without requiring you to manually reload a web page

and CSS Cascading Style Sheets is a style sheet language used for describing the

presentation of a document written in a markup language such as HTML.

Back-end development refers to the server side of an application. It usually consists

of three parts: a server, an application, and a database. Under back-end development, the

researchers used the following: PHP which is a reflective programming language or server-

side scripting language that is used by the researchers for web development, MySQL is an

open-source relational database management system (RDBMS) with a client-server model,

PHPMyAdmin is a free software tool written in PHP, intended to handle the

administration of MySQL over the Web.

For hosting upon offline development, the researchers used WampServer which

refers to a solution stack for the Microsoft Windows operating system, created by Romain Bourdon

and consisting of the Apache web server, OpenSSL for SSL support, MySQL database and PHP

programming language.

Lastly, for hosting for offline purposes, the researchers used 000WebHost is a free

hosting platform that is powered by Hostinger and you can host your custom Html Site,

Php site and WordPress and many more apps.

How the project will work

Information system is one of the most important needs of every company or

institution in this new era. As the population increases, the difficulty in disseminating or

giving the information seems to increase also. Online Records and Documents

Management System is one of the answers to this problem; this is where the group has

come up to develop an online inquiry and management of records system of Zambales

Provincial Disaster Risk Reduction and Management Office. Every year there is calamities

with number of affected families and persons increases, therefore it would be difficult for

the Municipal DRRMO to submit report to Provincial in real time. Using the Online

Records and Management System, the delayed reports, the late assistance and actions, the

low accuracy of the information about the calamities will be a thing of the past.
Visual Studio Code

The researchers will use Visual Studio Code because it is free source code editor

and Notepad replacement that supports several languages. Running in the Microsoft

Windows environment, its use is governed by GPL License, based on the powerful editing

component Scintilla, Visual Studio Code is written in C++ and uses pure Win32 API and

STL which ensures a higher execution speed and smaller program size. It has amazing

features like Syntax Highlighting and Syntax Folding, User Defined Syntax Highlighting

and Folding, GUI entirely customizable, Auto-completion, Multi-Document, Multi-View,

WYSIWYG (Printing), Zoom in and zoom out, Multi-Language environment supported,

Bookmark, Macro recording and playback Launch with different arguments.

WampServer

The researchers will use WampServer because it is available for Zip archive, and

you can open and run the wamp server. It has an easy interface that provide with a

management interface that lets you start or stop the server with one click. It is also a Multi

PHP Version Change PHP version in one click and download new PHP version directly

from php.net repository. CPU Monitoring Real time Apache and MySQL process CPU

monitoring.

MySQL

The researchers will use MySQL for my database because it is an open-source

relational database management system. This MYSQL is a graphical tool for creating

database, it based on the structure query language, which is used for adding, removing, and

modifying information in the database. Standard SQL commands, such as ADD, DROP,
INSERT, and UPDATE can be used with MySQL. MySQL can be used for a variety of

applications, but is most commonly found on Web servers. A website that uses MySQL

may include Web pages that access information from a database.

Google Chrome Browser

The researchers will use Google Chrome because it is an open-source program for

accessing the World Wide Web and running Web-based applications. The Google Chrome

browser can retrieve or fetches code, usually written in HTML (HyperText Markup

Language) and another language, from a webserver, interpret this code, and render

(display) it as Web page for viewing.

Related Literature

Overview of Government-People Relationships

Dozier and L. Grunig (1992) suggested that public relations should be understood

as a component of the adaptive subsystem. They asserted that public relations should be

placed high in the organizational hierarchy to participate in strategic decision-making that

affects the organization's internal and external relationships with the public. To garner

stronger presence within the vertical structure, the public relations function should be

integrated into a single department, which would enable efficient use of scarce resources.

Importance of Government-People Relationships

Communications organizations have a responsibility to their clients to be well-

versed in all areas of communication, including positive interaction with government

agencies and officials. For businesses of any size, navigating government circles can be a
tedious and confusing process. Communications agencies can help circumvent some of

those struggles for clients. (study.com)

Overview of Records Management System

According to Kevin Smith (2012, records management can be described as a

management control of records. Kevin Smith and others defined records management in

three words; records management, broadly defined includes forms, reports, reproduction

of written materials, filling retention microfilming and related issues". Records

management in its broadest sense concerns itself with creating record distribution

maintenance, retention, presentation, retrieval, and disposal.

According to Yatin (2015), an electronic document management system typically

refers to a computerized system that facilitates the creation, capture, organization, storage,

retrieval, manipulation, and controlled circulation of documents in the electronic format.

This system will help the organization retrieve their files easily. Having an Electronic

Document Management System has many advantages. In the current generation, most

organizations implement a paperless system.

According to Andrew McDonald (2018), Electronic Records is now commonly

accepted that capturing and storing records in accessible form requires much earlier

intervention by archivists and information managers than was the case with paper records.

Within government, national archives have been seen to reorient themselves to focus much

more than before on proactive records management, working with software developers and

with records-creating agencies to influence how records are created. Archives failing to do

this will struggle to maintain an accessible record of government. (britannica.com)

Objectives of Record Management System

Electronic document management systems (DMS) are designed to organize

business files and records digitally, whether they started out in paper form or were

generated by software applications. Paper files are first converted to electronic format by

scanning. This provides a more compact means of storage, universal access for retrieval,

and higher levels of data security and privacy. (lbmc.com)

The purpose of records management in an organization, the records life cycle in an

organization and electronic records management were thoroughly explored. In a study done

by Wang et al. Barangay Management Information System for San Carlos City. This will

help the police department in enhanced management of information. (Wang et al)

Benefits of Record Management System

According to Cunningham (2006), an effective records management system has

many benefits to the organization, and these include the following informed policy making,

decision making and planning for the delivery of services.

According to Kiely Kuligowski (May 2020) An electronic records management

(ERM) strategy regulates how your organization's information is created, edited, shared,

tracked, stored and protected. Using ERM software simplifies the process of records

management by automating many functions like generating metadata for easy document

retrieval and enabling access for approved employees.

Advantages of Record and Document Management System

According to Odegers (2005), some of the advantages of electronic records

management are: quickly find and enable the utilization of

records without leaving the desk; indexing flexible and easily modified; full-text search;

less likely the file will be lost; save space; reduce the risk of damage to records for stored

digitally; facilitate the sharing (sharing) records; improving security; easy data recovery.

According to Joe Weller (Oct 2017) Keeping good records helps companies protect

institutional memory as well as maintain evidence of activities, transactions, and decisions.

An effective records management system can save money on storage and improve an

organization's efficiency. Implement a solid records management plan before it's too late.

According to Joe Weller (Aug 2018) document management systems are now far

more efficient and scalable. More than 90 percent of DMS solutions today are cloud-based,

meaning they are more secure, global, and accessible. These cloud-based solutions are

typically paid, though there are also free and open-source options. All document

management systems are designed so that an individual can create, modify, view, and store

documents. Users can also share documents with colleagues, supervisors, and clients, and

set permissions so that only certain people can perform certain functions on a document or

modify them.

Even though the cost and effort of implementing such a system is high, an EDMS

helps the organization to achieve more efficient operations by reducing transaction costs,

automating processes, improving capacity, minimizing errors, and saving on labor.

However, the high failure rates of EDMS implementation have prompted both academics
and practitioners to try to understand and pinpoint the critical factors that affect the success

of this type of project. (Johnston & Bowen, 2005; Kain & Koshy, 2013)

According to (Iron Mountain Inc. of 2019), "Align your Records and Information

Management and Governance Programs with firm strategic priorities to gain competitive

advantage". First, is to reduce your Real Estate Footprint. By re-purposing the records

space and moving records offsite, you can: Enhance Efficiencies, mitigate risks and

improve records accessibility and re-purpose space for collaboration areas. Second, is to

defensibly destroy legal records. By defensibly destroying records, you can: drive cost

savings, reduce risk and be compliant. Lastly, is to enable digital transformation. These

services enable you to: Improve agility with better access and use of information, increase

efficiency with streamlined processes and manage information growth and scale on-

demand.

Disadvantages of Record and Document Management System

Shepherd and Bearman (2016) indicate that electronic records and data are usually

easy to delete and can be very easy to amend or update. The literature also indicates that

both the survival and the readability of records can easily be endangered in the electronic

environment. Thus, designing and building systems that ensure the survival, accessibility,

availability, and integrity of electronic records is a challenge that every record keeper and

organization needs to meet. There are security concerns when it comes to management of

electronic records. Shepherd and Bearman (2016) stated that electronic records depend on

technology for their generation, access and use over time and that they should be protected

from unauthorized and undocumented alteration or deletion. This is because records

created and maintained in electronic form are continually at risk of inadvertent or

intentional alteration.

Maintaining the security of electronic records over time is a big challenge to many

governments. According to the Cook, T., (2010), the manipulable nature of electronic

records means that, in the absence of appropriate safeguards, it is relatively easy to alter or

delete the electronic records – whether intentionally or unintentionally. Alterations to

electronic records can be virtually undetectable, undermining their evidential value as

records.

Wato and Lekaukau (2012) have argued that technological developments have

allowed easy access to records and caution records managers to take the necessary

measures to maintain the safety of electronic records. As Thibodeau (2012) explains, one

of the difficulties of electronic record keeping is the ease with which electronic records can

be changed or deleted, hence the need for an electronic archive system to be designed to

minimize risks of this type.

The challenge is to provide security controls to prevent potential abuse of

recordkeeping systems. McLeod and Hare (2015) argue that without a high-level security

framework, confidence in electronic systems would be difficult to build as records can

easily be deleted or changed at any time. With IT there is potential for an ever-expanding

access to the entire information process involved in the conduct of business. This creates

enhanced possibilities to compromise security concerns.

Rothenberg (2015) pointed out that there is also a danger that electronic records are

particularly vulnerable to obsolescence resulting in difficulties in reading the records in the

future. Technological obsolescence can render records unusable and this means that

electronic records can become inaccessible. Hardware and software rapidly become

obsolete, which makes it difficult to maintain electronic records over time. Skelton (2010)

also discusses technological obsolescence when he states that records created using IT

technologies do become unreadable. Keakopa warns that technology can become outdated

in a matter of months even though it is proving a great benefit to the organization.

According to Keakopa (2017) when the equipment becomes outdated, it is a threat to the

security of the records. It is also argued by Ngulube and Tafor (2006) that losing electronic

records is common and is one of the most feared situations. Hence there is need to provide

appropriate security controls in order to manage the electronic records and also as a means

to promote confidence by users of ERMS systems.

. Duranti (2009) reported that electronic records are far more vulnerable than paper

records and must be carefully managed to ensure their accuracy and authenticity as proof

of accountability and that the term preservation as applied to electronic records no longer

refers to the protection of the medium of the records, but to that of their meaning and

trustworthiness as records.

Keakopa (2017) agrees with Bearman (2017) that the long-term preservation of

electronic records is still a challenging task in a number of countries. Keakopa (2017)

explains that long-term preservation of electronic records is one of the unresolved problems

associated with the impact of technology on recordkeeping. The major concern is, as Cook

(2010) put it, 'If electronic records exist as virtual documents, how does an institution

preserve evidence of and provide accountability of specific transactions?' This raises the

question as to how the electronic records are stored and maintained in the UPS.
 World Bank (2016) notes that the rapid rate of technological change also means

that the hardware and software have to be upgraded constantly to ensure continuing use of

the electronic records. Reading and understanding information in electronic form requires

equipment and software, which is constantly changing. This raises the need for strategies

to maintain access to ERMS. Umi et al., (2009) argues that one of these is migration, where

it is possible to move an electronic record from one system to another while maintaining

the records' authenticity, integrity, reliability and usability. However, migration to give

maximum protection against loss of information comes at a cost. The cost of migrating

records is seen as far exceeding the resources of archival institutions especially in the

developing countries, due to scarcity.

According to Xie (2016), the lack of formal institutions such as a functioning

national archive has a significant implication for ERMS. The national archives often

provide guidelines to help agencies with how records can be identified, accessed, disposed

of, or transferred to new systems should their required retention extend beyond the system's

life in which they were originally created or stored. In order to ensure that electronic

records are properly managed, the national archives provide advice on ERMS. They define

the responsibilities of government agencies to organize, protect, provide access to, and

properly dispose of their records, including the transfer of non-current records with

enduring value to the national archives. Maintenance of electronic records of long-term

value usually depends on cooperation between state agencies and the national archives

(Johnston and Bowen, 2005).

Yusuf and Chell (2018) indicate that the lack of trained records managers and

archivists affects the work practices related to electronic records management. User
education and training provide a solid foundation for managing electronic records, but it is

lacking in most of the developing countries. Yusuf and Chell (2018) argued that there is

sometimes no standard approach to the ERMS training, which affects the quality of the

services provided.

Barata, Cain and Thurston (2009) also advance the argument highlighting the

problem of training. They note that ERMS training and education is lacking in most

developing countries and hence a need for ongoing training and awareness raising about

the role of electronic recordkeeping within an organization. They also suggest that both the

keepers and users of records require more understanding of the value of records to improve

their organizations' economy and efficiency. Katuu (2013), in his analysis of education and

training of record practitioners in African countries indicated that little had been done in

terms of education and training specifically for ERMS, despite the push for electronic

government in many of the countries he surveyed. He even revealed that the records

managers and archivists were not thoroughly trained to function in the modern information

era, as ERMS requires specialized knowledge of computers and related technology which

was significantly missing.

Related Studies

According to Brooks (2015), there is an existing document management system

named BlueDoc wherein the users the system has the capability of adding new categories

of documents and assigning additional information for some purposed. Another existing

similar system is the Doccept. This system has an audit trail and a function where

notifications will appear once tasks are completed.

 According to Yatin (2015), an electronic document management system is typically

referring to a computerized system that facilitates the creation, capture, organization,

storage, retrieval, manipulation and controlled circulation of documents in the electronic

format. This system will help the organization retrieve their files easily. Having an

Electronic Document Management System (EDMS) has many advantages. In the current

generation, most organizations implement a paperless system.

Algara (2015) in a study on Barangay Resident Record Management and Certificate

Issuance System stated that this study focuses on the records management system of the

said Barangay. The Barangay treasurer/secretary is the one who performs permits,

certificates transactions community tax, business taxes, and other fees. They are also in

charge of keeping tracks of the records, capture and maintain up-to-date records of all

issuance transactions and daily, monthly, yearly reports. They manually handled

transactions daily; specially get Barangay clearance, certification, cedula and permits.

Before the accomplishment of the task the constituents who request must undergo a long

process. Same through with storing of files, updating, accessing of data and recording the

expenses, they used folders and log of papers for its storage. The staff encountered

difficulties and long procedure in retrieving and recording files.

According to Cleophes Mutundo Ambira (2016) his study entiltled Electronic

Records in Support Of E-Government in Kenya. Effective management of electronic

records (MER) facilitates implementation of e-government. While studies have been

carried out on management of records in Kenya, none of these studies has focused on MER

in support of e-government implementation in Kenya. To address the knowledge gap, the

current study sought to establish the current state regarding MER in support of e-

government in Kenya.

The study investigated how MER supported e-government in Kenya with a view to

develop a best-practice framework for MER in support of e-government. The specific

objectives of the study were to: ascertain current status of MER in government ministries

in Kenya; determine the current level of e-government utilization; establish the

effectiveness of existing practices for MER in supporting e-government; identify

challenges faced by ministries in MER that could impact on implementation of e-

government; propose recommendations that could improve MER in ministries to support

e-government effectiveness and develop a framework for MER in support of e-

government.

In a study of Martinez (2018) The Computerized Barangay Information System is

appropriate for use of barangay employees, who have access to profile information of

barangay residents for the direct reports. Moreover, departmental organizational staffs

which have a business need for this information for their business unit can also benefit.

This is responsible for an effective and efficient approach for barangay employees and

residents. It will help them accomplish tasks faster and would also eliminate the need of a

large staff. It will provide profile-based information for residents.

Anderson (2015), notes that health care provider ensures competent service

provision and proper health information management to keep costs down, secure patient

data, and maintain compliance in rapidly expanding regulatory environment. This means

that hospitals determine the priorities rolled by the record management policy. The role of

the health record manager is to develop policies for health records management and
procedures in order to promote better health records management practice in the hospitals

as working together with heads of departments. The major sources of health records in

General Hospital Minna, are from the hospital’s admissions office and the attending

physicians. The source and the process of creation of the records are vital since the two

determine the value of that record and its usability. Entries will be made in all inpatient,

outpatient, and service treatment, dental and occupational health records by the healthcare

provider who observes, treats, or cares for the patient at the time of observation, treatment,

or care. This documentation requirement applies to both electronic and paper records.

Based on the above-mentioned shortfalls faced by hospitals, this project focuses on the

availability of digital record management system, the degree of application as well as the

constraints to the application of digital record management system in Hospitals in Minna

metropolis.

Polat (2016) stated that applying an EDMS for university is very important. In term

of security, most of the papers have not mentioned any specific technique to provide a

security level for the system. The proposed EDMS system in this study differs from the

other EDMS systems since various security levels have been applied. This system uses

digital signature besides the basic authorization technique that asks for a username and

password in order to login to the system. Every user that has manager permission should

use a digital signature in order to send files to other departments. The digital signature is

applied by using a hardware that contains username, password and serial of the hardware.

When a manager tries to send a document, the system checks the hardware as well as the

username and password of the manager.

 Basibuyuk(2015) have developed an application for Kırıkkale University that can

be accessed twenty four hours through EDMS’s web-based infrastructure. The developed

system can be accessed from inside-outside of the university using any mobile device

which has internet access such as PC, laptop, tablet. However, security for documents in

the system has not been provided and digital signature is recommended. This lack of

security has been solved as a part of the application developed for polytechnic institution

in which digital signature has been used.

According to Hodder, V. (2011), an estimated $50,000 of water damage to the

records of the University of Miami has been caused by the hurricane. He stated that this

led the organization to find a way to improve their system and to create a backup of all

their records. The solution they came up with is to implement an electronic document

management system. Now then no longer have to avail 400 square feet of space just for

them to store all the document they have collected. Like what was stated by P.A. Emalia

Akashah that in the traditional document management system, the organization

experiences difficulties in tracking and searching for specific files, but when the University

of Miami have implemented the electronic document management system, searching and

tracking became easy because they no longer have to search row after row of vertical and

horizontal cabinets for a specific file.

Synthesis

The completed research, studies, systems, and articles presented above gave the

researcher insights, facts, and adequate information that will serve as the basis, guide, and

reference relevant and necessary for the development of the project entitled Online Records

and Documents Management System.

The related studies on the development, web content management system, web

application, and design guidelines provide details and evidence that guide the researcher

on designing and developing an excellent organizational tool.

The literature review was used to support additional materials to assist the

researchers in developing the Online Records and Documents Management System in PHP

and MYSQL.

The researchers found out some insufficiency and drawbacks that the researcher

want to fulfill. According to old studies and system, it doesn’t have a page that will benefits

non-user accounts. As our system is about Disaster Risk Reduction of Zambales, we

concluded to have a homepage section that will open to the residence of Zambales for their

needs such as disaster emergency update, directory and for them to seek information and

documents.

The proposed Online Records and Documents Management is an online system that

promotes paperless transactions. In this study, the researchers are promoting less paper use,

and through this system, the files can be secured information. The system can be applied

to PDRRMO and MDRRMO. Unlike manual systems, Online Records and Documents

Management System can help provide the needed information more conveniently. The
system can provide updated records and reports fast but an easier way to help the

organization lessen the loss of data, reduce the work of the staff and ensure the security of

files. Lastly, by the use of online records management system they can quickly find and

enable the utilization of records without leaving the desk

 Chapter 3

METHODOLOGY

This chapter presents the research design in conducting this study. It includes the

research method used, procedure and technique, population and sampling, the data

gathering instrument, and the appropriate statistical treatment of data in gathering data in

order to answer specific problems in Chapter 1.

Research Method

Descriptive method was used in this study as the questionnaire checklist in the main

tool in the gathering data. The researchers employed various data gathering procedures

such as series of interviews, observation, and the use of researcher – designed

questionnaire, and surveys to secure the much-needed information.

According to Sanchez (1998), he explained that descriptive method includes that

purport to present facts concerning the nature of anything – a group of persons, a number

of objects, a set of conditions, a class of events, a system of thought or other kind of

phenomena one may wish to study.

Van Dalen Mayer as cited by Pascua (1993) stated that the researchers used descriptive

method of research when they depict current status and sometimes identify relationships

that exists among phenomena or tends that appear to be developing occasionally, when

they attempt to make predictors about the future events.

 Agile Methodology

Agile methodology is a type of project management process, mainly used for

software development, where demands and solutions evolve through the collaborative

effort of self-organizing and cross functional teams and their customers.

Agile principles are all about satisfying the client and the continually develop

software, changing requirements are embraced for the client's competitive advantage,

concentrate delivering working software frequently, delivery preferences will be placed

on the shortest possible time span, developers, and business people must work together

throughout the entire project, projects must be based on people who are motivated, give

them the proper environment and the support that they need. Agile processes will

promote development that is sustainable. Sponsors, developers, and users should be

able to maintain an indefinite, constant pace.

6 Stages of the Agile Development

1. Scope out and prioritize projects. During the first step of the agile software

development life cycle, the team scopes out and prioritizes projects. Some

teams may work on more than one project at the same time depending on the

department's organization.

For each concept, you should define the business opportunity and determine the time and

work it'll take to complete the project. Based on this Information, you can assess technical

and feasibility and decide which projects are worth pursuing.

2. Diagram requirements for the initial sprint. Once you have identified the

project, work with stakeholders to determine requirements. From there, select

 team members to work on the project and allocate resources. Create a timeline

or a swim lane process map in Lucidchart to delineate responsibilities and

clearly show when certain work needs to be completed for the duration of the

sprint.

3. Construction/iteration. Once a team has defined requirements for the initial

sprint based on stakeholder feedback and requirements, the work begins. UX

designers and developers begin work on their first iteration of the project, with

the goal of having a working product to launch at the end of the sprint.

Remember the product will undergo various rounds of revisions, so his first

iteration might only include the bare minimum functionality. The team can and

will have additional sprints to expand upon the overall product.

4. Release the iteration into production. You're nearly ready to release your

product into the word. Finish up this software iteration with the following steps:

Test the system. Your quality assurance (QA) team should test functionality,

detect bugs, and record wins and losses.

Address any detects.

Finalize system and user documentation. Lucidchart can help you visualize your

code through UML diagrams or demonstrate user flows so everyone

understands how the system functions and how they can build upon it further.

Release the iteration into production.

5. Production and ongoing support for the software release. This phase

involves ongoing support for the software release. In other words, your team

should keep the system running smoothly and show users how to use it. The
 production phase ends when support has ended or when the release is planned

for retirement.

6. Retirement. During the retirement phase, you remove the system release from

production, typically when you want to replace a system with a new release or

when the system becomes redundant, obsolete, or contrary to your business

model.

Figure 3. Agile Methodology

Research Locale
The study was conducted at the Provincial Disaster Risk Reduction and Management

Office (PDRRMO) Iba, Zambales. The respondents were the employees of the

Provincial Disaster Risk Reduction and Management Office (PDRRMO) Iba,

Zambales who are the main client of the Online Records and Documents Management

System.
 Figure 4.
Vicinity Map of Provincial Disaster Risk Reduction and Management Office
(PDRRMO) Iba, Zambales

The Respondents and Sampling Technique Used

The respondents of this study were the Provincial Disaster Risk Reduction and

Management Office (PDRRMO) Iba, Zambales, and thirteen (13) Municipal Disaster Risk
Reduction and Management Office (MDRRMO) who evaluated the proposed Online

Records and Documents Management System.

Convenience sampling method was employed in which respondents were selected

simply because they are convenient sources of data researchers (Battaglia, 2013). A

convenience sample is simply one in which the researcher uses any subjects that are

available to participate in the research study (Crossman, 2013).

The Instruments

The researchers used interviews and questionnaire to establish the profile of the

respondents and perceptions towards several item indicators.

The first part of the questionnaire dealt with the respondent's profile. The second

part of the questionnaire covers the respondent's evaluation in terms of system quality using

ISO 25010:2011. Software quality characteristics which include functional suitability,

performance efficiency, compatibility, usability, reliability, security, maintainability and

portability. And was about the proposed Online Records and Documents Management

System in terms of content, accuracy, ease of use timeliness and security. Appropriate

statistical tools were used to interpret the data.

Distribution and Data Collection Procedure

Data gathering was done with the used of the survey questionnaire. Before the

researchers distributed the questionnaires, the researchers sought the permission to

administers the questionnaires to the respondents from their thesis adviser. A letter asking

permission to conduct a survey was address to the administrator or Provincial Disaster Risk
Reduction and Management Office (PDRRMO) Iba, Zambales. Upon approval, the

questionnaires were distributed among the respondents. The system was shown and tested

by the respondents before answering the questionnaire. When accomplished, the

questionnaires were immediately retrieved for tabulation, analysis and interpretation.

Moreover, were encouraged to give their suggestions.

Statistical Treatment

The statistical tools used in analysis and interpretation of data include the

following:

1. Frequency and Percentage Distribution. This was employed to determine the

frequency counts and percentage distribution of personal related variables of the

respondents using the formula:

P=f/n x 100

Where: P= Percentage

f = frequency

n = total number of respondents

2. Weighted Mean. This was utilized to determine the average of the perceptions of

the respondents in terms of ISO 25010:2011 software quality characteristics which

include functional suitability, performance efficiency, compatibility, usability,

reliability, security, maintainability, and portability and the level of acceptability

which include content, accuracy, ease of use, timeliness and security. The formula

is:

Xw = ∑f(x)/n
 Where: Xw = weigthed mean

∑f(x) = summation of the product of x and f

X = weight of each proportion

f = frequency

n = total no. of respondents

3. Analysis of Variance (ANOVA). This was used to test the significance of the

difference among several means or to test the hypothesis that several independent

samples have come from a common population.

The decision rule as follows:

Reject Ho if F – value is greater than the critical value or

Accept if F- value is less than the critical value.

4. Interpretation of Data.

Likert Scale Method. It was used to provide data interpretation on the level of

system quality and respondent's level of satisfaction.

Table 1

Likert Scale Use to interpret the level of system quality

Point Weight Value Qualitative Interpretation

4 3.26 – 4.00 Excellent

3 2.51 – 3.25 Very Good

2 1.76 – 2.50 Good

1 1.00 – 1.75 Poor

Table 2
 Likert Scale Use to interpret the level of acceptability

Point Weight Value Qualitative Interpretation

4 3.26 – 4.00 Very Acceptable

3 2.51 – 3.25 Acceptable

2 1.76 – 2.50 Moderately Acceptable

1 1.00 – 1.75 Unacceptable