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:
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 Page 3 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.
Digitized Academic Records Management System Page 4 of25
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.
Digitized Academic Records Management System Page 5 of25
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.
Digitized Academic Records Management System Page 6 of25
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 Page 7 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
Digitized Academic Records Management System Page 9 of25
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.
Digitized Academic Records Management System Page 10 of25
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.
Digitized Academic Records Management System Page 11 of25
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.
Digitized Academic Records Management System Page 12 of25
Electronic Devices
Digitized Academic Records Management System Page 14 of25
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.
Digitized Academic Records Management System Page 15 of25
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
Digitized Academic Records Management System Page 16 of25
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.
Digitized Academic Records Management System Page 18 of25
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
Digitized Academic Records Management System Page 19 of25
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?”
Digitized Academic Records Management System Page 20 of25
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 #:
Digitized Academic Records Management System Page 21 of25
Appendix B. REGISTRAR’S OFFICE & RECORDS PHOTOS
Figure 01 Figure 02
Figure 03 Figure 04
Digitized Academic Records Management System Page 22 of25
Figure 05 Figure 06
Registrar’s Office & Records Photos
Figure 07 Figure 08
Digitized Academic Records Management System Page 23 of25
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
Digitized Academic Records Management System Page 25 of25
Top Related