Document Archiving and Profiling for DepEd

Document Archiving and Profiling for DepEd

Abstract

The usage of technology contributes to the changes that take place in the educational sector. It eases up the operations and transactions in schools. Computerized systems and applications assist school personnel in managing and completing different transactions especially in dealing with loads of documents and records.

The researchers conducted the study to assess how the Department of Education conducts document archiving and profiling. The researchers found out that the majority of school papers and documents are manually stored in physical storage or using outdated systems. This method of document archiving is prone to human errors. Accuracy and traceability of outgoing and incoming documents are also difficult.

The most effective way to resolve the aforementioned concern is the development of an IT-based solution. The researchers aimed to develop an electronic platform for DepEd’s document archiving and profiling.

The researchers will develop the capstone project, entitled “Document Archiving and Profiling for DepEd”. The said project is an electronic platform that stores school-related documents and records. The system also offers a profiling feature for DepEd.

The researchers will develop the project following the Software Development Life Cycle (SDLC) technique. After the development process, the researchers will then present the system to the panel of IT experts for evaluation. The researchers will revise the system base on the recommendations of the experts after evaluation.

The implementation of the system will enable the department of education to safely store records that they no longer use daily. The system would assist the Department of Education in preventing data loss and ensuring that only approved individuals have access to records.

Introduction

The capstone project, titled “Document Archiving and Profiling for DepEd,” is an electronic platform for the Department of Education to securely store school-related documents and records. Electronic profiling would also be possible using the system.

Certain inevitable circumstances will have a significant impact on the Department of Education’s processes and transactions, especially in processing a large number of documents. The majority of school-related papers are done by hand, which leaves room for human error. If transactions are done through hard copy or paper works, accuracy and traceability of outgoing and incoming documents are also difficult. Keeping sensitive documents safe has become a problem when using a manual process. The Department of Education needs a reliable tool to safeguard important documents.

Proposed Solution

To address the above concerns, the project’s researchers proposed a Document Archiving and Profiling for the Department of Education, which will enable the department to safely store records that they no longer use daily. The system would assist the Department of Education in preventing data loss and ensuring that only approved individuals have access to records. The system will replace the manual method of archiving documents as well as profiling DepEd. Accuracy and traceability of the documents will be easier.

Objectives of the Study

General Objectives – the main objective of the study is to develop a system that will streamline document archiving and profiling of the department of education.

The following are the specific objectives of the study:

1. To develop a system that will allow paperless transactions.
2. The system will ensure accuracy and traceability of incoming and outgoing DepEd- related documents.
3. The system will only enable authorized users to access and recover files and documents.
4. The system will let DepEd store documents that are not used daily.
5. The system is safe, accurate, and reliable to use.

Scope of the Study

This paper covers the development process of the Document Archiving and Profiling system for DepEd. The usage of the project is specifically intended for the Department of Education. The system will safeguard the documents and records they are not using on daily basis. The documents will be securely archived and can be easily retrieved. The DepEd’s personnel will participate as respondents to the study.

Significance of the Study

The following individuals or groups will benefit from the success of the project:

Department of Education. The system will help them ease up archiving different documents without needing physical storage. The system will help them secure documents that they are not using daily and also ease up retrieval of the documents.

DepEd Personnel. The system will lessen their work in handling all paper works in doing their job. The system will be responsible for securing important documents and profiling.

Researchers. The researchers of the study will gain more experience in doing a project with teamwork. The success of the project will further enhance the skills of the programmers.

Future Researchers. If the study will succeed, the project will serve as the guide for future researchers in pursuing the same project or developing their version.

Conclusion

Inevitable circumstances will have a significant impact on the Department of Education’s processes and transactions, especially in processing a large number of documents. Thus, the researchers developed a system that offers a platform for document archiving and profiling. Based on the result of the study, the developed system met the needs and requirements of the respondents and intended users. The majority of the respondents responds satisfactorily about the developed system.

Hence, the researchers concluded that the developed system is an effective tool that will safeguard school-related documents and records. The developed system will assist the Department of Education in preventing data loss and ensuring that only approved individuals have access to records. It will eliminate the manual method of archiving documents as well as profiling of DepEd. The accuracy and traceability of the documents will be efficient and easier.

Recommendations

The researchers of the study highly recommend the implementation of the Document Archiving and Profiling System for DepEd.The system is highly recommended for its efficiency and reliability that can be rendered to the target users. It will seamlessly streamline the process of storing school-related documents. The researchers highlight the importance of knowing the features and how the system works.

The researchers specifically recommend the following:

1. The Department of Education should install the system to streamline the process of document archiving and profiling.
2. The researchers recommend the use of the system to securely store school-related documents, avoid data loss and strengthen data privacy.
3. The implementation of the system will allow an easy, fast and convenient document archiving and profiling.

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