DIGITIZED ACADEMIC RECORDS MANAGEMENT SYSTEM Digitized Academic Records Management System

Our Lady of the Sacred Heart College of Guimba,Inc.

COLLEGE DEPARTMENTGuimba, Nueva Ecija

IT302 MANAGEMENT INFORMATION SYSTEMPROJECT PROPOSAL

DIGITIZED ACADEMIC RECORDS MANAGEMENTSYSTEM

Prepared by:

Joal AlturaMarch 2014

Digitized Academic Records Management System of25

INTRODUCTION

Today, official document records are very important

providing us unique identity, corporeal character and sole

signature of an individual taking consideration either referring

to civil registry documents or educational achievement

credentials. These hold substantial and factual information

describing the overall character, more related to an

individual’s personality typically used in situations where a

person is being assessed confirming details about a situation or

a need. Likewise, these facts and figures printed on those

sheets substantiate assessing certainly the qualifications,

skills, abilities, interests, and capabilities of this

particular person in terms of his/her proficiency to perform an

specific function or task usually related to career, admissions,

scholarship, or even international travel and employment

worthiness.

The fact that it is impossible to have identical legitimate

record of two or more individuals as of a DNA structure of a

human body; consequently, this document will serve as personage

identifier or signature. The global organizations, citizenry,

the community and even neighborhoods can identify a certain

individual through his/her educational records. For instance,

anyone who is seeking for a job, establishing personal record

for the government security agencies, opening bank account, Digitized Academic Records Management System of25

planning to travel abroad, and engaging profession, needs to

secure such educational or academic records to ascertain his/her

identity authenticity and eligibility.

In this regard, the Records and Admission Center or

Registrar’s Office plays a significant role dealing with

students and pupils’ official records performing such main

responsibility to uphold the sanctity, accuracy, to observe the

integrity and security and to maintain conservancy of every

educational record of its studentry both current and alumina in

accordance with the mandated policies and guidelines. It is

therefore regarded as the official custodian of all student

academic records according to its mission statement rendering

services for all interoffice, ardent stakeholders, and fervent

advocates.


PROJECT RATIONALE

Since the author is rendering services in the Records and

Admission’s Office known also as Registrar’s Office, this

interest timely ensues a project title proposal for School

Records’ database management system, accurate and steadfast

issuance, and at idem time ensuring preservation dynamic through

presetting, computerization or digitization utilizing our

prevalent technology tools, equipment and resources.

At present, the processes of securing or issuing these

vital academic records are quite time-consuming and prone to

typographical errors due to manual method of re-encoding

duplication and releasing procedure. Moreover, old official

records in the archive cabinet are presently in the state of

decomposition. Anatomically, paper survives in a very dry

condition for few hundred years, only if certainly deprived from

moisture. The cooler and drier; the longer it takes depending

on its thickness and toughness. Unfortunately, the functional

office structure is not designed to preserve documentary forms

and is not equipped with hermetically sealed chamber and

temperature controlled environment system (that is obviously

expensive to provide and maintain) to conserve those vital

documents.


Inevitably however, these gradually deteriorating and

decomposing old records can possibly be restored, recovered in

organized presetting utilizing digital or electronic techniques

through the aid of computer and high-definition digital camera.

Using photo editor software application and photo editor

specialist are optional since limited initial resources are

taking into consideration.

Remarkably, these official scholastic records (Form 137-E,

Form 137-A, Form 18-E & From 18-A, TOR and released SO) are

indispensable because there are still alumni requesting their

academic records in the Basic Education (BEd) levels as early as

late 1960s onward, hence record-keeping and issuance are very

essential to deal with, aside from that it may also serve as one

of potential income generating resources that can sustain its

operation and may possibly extend to others school services.


OBJECTIVES

Based from the vision-mission statement and main functions

of the Records and Admission’s Office that inspire the provision

concept of an effective and efficient administrative support to

render services performing responsibilities to its constituents

such as the entire studentry, faculty, staff and other

personnel, clienteles, the community as a whole, and including

the government educational agencies, this project proposal aims:

To restore and to digitize vital, old decomposing

academic records by capturing with the use of high

definition camera connected to a computer.

To store and to retrieve digitally restored academic

records into a storage device for preservation in a

systematic and strategic manner.

To generate and replicate accurate and steadfast

releasing of requested academic records and other

imperative information from the softcopy archive sans

re-encoding.

To provide and secure scholastic records database

management easily accessible and manageable but equipped

with privacy encryption for security measures.Digitized Academic Records Management System of25

EXPECTED BENEFITS

Computerization and digitalization of the important

academic records innovates the preservation method of every

single document without distress and privation. Only time,

effort and resources are needed to engage for the

materialization of this project which is beneficial to the

Registrar’s Office first and foremost and extend to all parties

who need such. Any vast data or information stored in an

organized system can be easily and instantly retrieved.

Analytical reviews and statistical results can be determined

from the stored data with some maneuvers of an input device.

Thus, tedious work can be minimized resulting to much effective

dynamic of workstation proficiency preparing other substantial

documents and reports for submission to certain educational

supervision authorities with expedient whenever is needed.

It is also expected that those brittle, old, decaying

documents are restored in a more advanced, safe and desired

form. This innovation has many potential for handling in terms

of storage and retrieval which benefits both the present and


former students, extending to alumni. Browsing any record in

the workstation is so effortless at the tip of a finger compared

to the arduous process, the conventional one. Issuance of

requested forms can be released incredibly fast with

undisputable precision of details from the archive without re-

encodement which is favorable to any party requesting it either

through personal or truant application.

Accessibility supervision, management and monitoring are

very affluent for the school administrator responsible for

overseeing the said documents through interoffice correspondence

for smooth transmittal, assessment and verification purposes

wherever and whenever is necessary for a particular record

procedural progression either through network, online, or cloud

archive system.


SIGNIFICANCE OF THE PROJECT

Firstly, aside from digitized restoration of the all the

scholastic records in the Registrar’s Office that can be managed

independently, it can also be interconnected between or among

concerned offices but of course with the school and office

administrators’ confidential preferences of encryption in

accessing vital records. These inter-linkages extend for

internal and external purposes rendering service to alumna

amenities. Promptness or momentum is very important in every

transaction to promote collaboration with shareholders (both

learners & parents), to obtain trust or conviction among them

that they are in the right educational trajectory. Our

stockholders act as living advertisement to invite more

prospective studentry.

Secondly, jargon records library has considerable

disorganization and disorientation in terms of anthological

document management. More papers have more resources for

maintaining, and larger space for accommodation, more tendencies

of data re-encoding deficiencies, document duplication, and time

allotment in searching misplaced or lost records. Paperless

storage archive is taking into consideration significantly

contributed from economical disposition or practicality to cost-

cut operational expenditures for maintenance.


Thirdly, the office is a potential income generating office

support through issuance of true certified or copy furnished of

academic record and the like for requesting party instantly

without hassle.

Lastly, just a ballpark estimation, a cord of wood

measuring 4 ft by 4 ft by 8 ft—produces nearly 90,000 sheets of

bond-quality paper or 2,700 copies of a 35-page newspaper.

Since the main raw material used in making a paper sheet comes

from trees and if we don’t conserve them, this may imperil our

own habitat. On our own capacity to support one of the

environmental advocacies to save them helps lessen the

deteriorating ecosphere protection, the ozone layer, from the

ultraviolet rays of the sun. More trees to be saved mean

trimming down the greenhouse effect on Earth.


RESOURCES

Human Resources


Electronic Devices


Digital Photography Specialist. He who is expert in high-definition digital photography, capturing each decomposing old records including new ones for digitized restoration and storage.

Secretarial or Encoder. He who operates the system unit, renames every captured document with its appropriate filename for proper storing and retrieval mode in the future handling and manipulation.

Registrar’s Office Consultant. Supervision and proofread validate the authencity of every captured data or information. He who acts as overseeing consultant, supervises and proofreads all the information captured. He also manages the dynamic scheme or strategy of storing digitized academic records.

Application Programmer(s) (optional). For the near future developements, complex software design and program coding for the appropriate custom-built system to manage and to secure all the digitized records according to the preferences needed.


High Definition Digital Camera Kit. a device that converts images or takes photographs into electrical signals for transmission, recording, or digital storage.

High Specs Desktop Computer or Laptop. A system unit or an electronic device either desktop or mobile that accepts, processes, stores, and outputs data at high speeds according to programmed instructions.

Photo Editor or Image Organizer Software. A program or application program that can be run on a computer system for image processing packages.

FUND OR COST ESTIMATION

Any innovative inclination from traditional method to

advanced system has a corresponding financial appropriation

because it is also important to consider the cost of every

project. Economic sustainability can make the project

profoundly efficient and effectiveness is just a gratuity.

Likewise, conservative estimation is much better than

underestimation because funding apportionment is difficult to

insert in a well-budgeted financial statement.

PARTICULAR COST MODEDigital Photography Specialist ₱ 10,000.00 per hourSecretarial or Encoder ₱ 10,000.00 causalHigh Definition Digital Camera Kit ₱ 60,000.00 purchaseHigh Specs Desktop Computer or Laptop ₱ 70,000.00 purchase

Photo Editor or Image Organizer Software ₱ 10,000.00 purchase

SUBTOTAL ₱ 0

Application Programmers (optional) ₱120,000.00 hire

GRAND TOTAL ₱ -160000

1


GANTT CHART

Based on a conservative statistical average count of the

total number of academic records, that is approximate 192,000

documents which is equivalent to more or less 2 years of sole

time engagement, a 5-minute capture of a single record, back to

back, to complete the project for restoration process alone. It

is excluding the intricacy and standalone custom-built

application software for search and print, append, and security

or encryption preferences.


ASSUMPTION

The proponent’s realization

does not culminate here. It is just the first step for more

records innovation expounding and expanding both tangible and

non-tangible aspects of records keeping. Though the main

purpose of this project is to restore and to digitize all the

vital documents which lessen the use of paper to repackage

radically from traditional method to advanced approach for

expedient management of printed information of studentry,

practicality and ecoefficiency are some of the motivations

taking into reflection.

It is the proponent’s expectation that system development

for the prepossession ensues for utmost viability of the project

to transcend into a higher level of steadfast accessibility and

customer’s service in an omnipresent manner. This is responding

to the current fast-growing trends of technology both in our

lifestyles and workstations which is called cybernation. Cloud


storage system is one of the inspirations of this concept. And

at the near future, cloud computer or cybernetic system unit may

supervene operated by servomechanism to access files in a

workstation archive expanding its potentials and imperatives

upon Netizens and across business sectors, educational

organizations, government agencies, and the entire citizenry.

The remaining factor now is the initiative to pursue it.

All necessary components are by now available, the only

motivation and question to be raised is “when do we synchronize

our traditional method, when we are already century left

behind?”


APPENDICES

Appendix A. THE AUTHOR

NAME:Surname First Name Middle Name

Course &Year: BSIT 2 Subject: MIS

Mother’sMaiden Name:Birthdate:Birthplace:Address 1:Address 2:

Street / Purok / Barangay

Municipality/Town/City Province Country

Sex:Religion:

Civil Status:Contact #:

Office

Contact #:


Appendix B. REGISTRAR’S OFFICE & RECORDS PHOTOS

Figure 01 Figure 02

Figure 03 Figure 04


Figure 05 Figure 06

Registrar’s Office & Records Photos

Figure 07 Figure 08


Figure 09 Figure 10


Appendix C. REFERENCES

http://www.slideshare.net

http://www.inettutor.com

http://www.educationworld.com/a_lesson/03/lp308-04.shtml

http://www.cgu.edu/pages/7449.asp

http://www.dlsu.edu.ph/offices/registrar/

http://www.infoplease.com/askeds/much-paper-one-tree.html

http://conservatree.org/learn/EnviroIssues/TreeStats.shtml


http://conservatree.org/learn/EnviroIssues/TreeStats.shtml

http://www.infoplease.com/askeds/much-paper-one-tree.html

http://www.dlsu.edu.ph/offices/registrar/

http://www.cgu.edu/pages/7449.asp

http://www.educationworld.com/a_lesson/03/lp308-04.shtml

http://www.inettutor.com/

http://www.slideshare.net/

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