INTRODUCTION
In today’s modern age where computer has become a way of life, it is evident that a majority of the country’s institutions still do not adapt the high technology. Up-to-date, complete and accurate information has become a necessity to survive in an increasingly competitive world. In the workplace, it is important that Information Technology works both effectively and reliably. Computers and technology have enhanced the educational process in several key ways by providing an organized, easy and fast access to information.
Statement of the Problem
The study aims to develop a web-based file management system that is reliable, efficient, and secured for (name of institution).
Specifically, this study seeks to answer the following questions:
- What is the level of reliability of the existing file management system of (name of institution), as perceived by the respondents of the study, pertaining to the following:
- Student User Account
- Faculty User Account
- Back-up Files
- What is the level of reliability of the developed system “Web-based File Management System for (name of institution), as tested by the respondents of the study, pertaining to the following:
- Student User Account
- Faculty User Account
- Back-up Files
- What is the level of efficiency of the existing file management system of (name of institution), as perceived by the respondents of the study, pertaining to the following:
- Student’s File Uploading/Retrieval
- Faculty’s File Uploading/Retrieval
- Generating Reports
- What is the level of efficiency of the developed system “Web-based File Management System for (name of institution), as tested by the respondents of the study, pertaining to the following:
- Student’s File Uploading/Retrieval
- Faculty’s File Uploading/Retrieval
- Generating Reports
- What is the level of security of the existing file management system of (name of institution), as perceived by the respondents of the study, pertaining to the following:
- Student’s Files
- Faculty’s Files
- What is the level of security of the developed system “Web-based File Management System for (name of institution), as tested by the respondents of the study, pertaining to the following:
- Student’s Files
- Faculty’s Files
- Is there a significant difference in the level of reliability between the existing file management system of (name of institution) and the Web-based File Management System for (name of institution)?
- Is there a significant difference in the level of efficiency between the existing file management system of (name of institution) and the Web-based File Management System for (name of institution)?
- Is there a significant difference in the level of security between the existing file management system of (name of institution) and the Web-based File Management System for (name of institution)?
Hypotheses of the Study
- There is significant difference in the level of efficiency between the existing file management system of (name of institution) and the Web-based File Management System for (name of institution)?
- There is significant difference in the level of accuracy between the existing file management system of (name of institution) and the Web-based File Management System for (name of institution)?
- There is significant difference in the level of security between the existing file management system of (name of institution) and the Web-based File Management System for (name of institution)?
Objectives of the Study
The main objective of this study is to develop a web-based file management system for (name of institution) which will replace the manual management of files or records of the institution that is reliable, efficient and secured.
Specifically, the system aims to:
- Provide a database for easy searching and retrieval of documents.
- Provide a system that could be accessed over the Internet to minimize the time needed in requesting and processing of documents.
- Provide a good quality printed output of documents.
- Provide a reliable system where files are always backed-up and never allow unauthorized accessed.
- Provide a data storage that will secure the documents from lost and alteration.
Scope of the Study
The study will focus on the development of a web-based file management system for the faculty and students of (name of institution).
The web-based file management system will be limited to the system administrator who has access to all the features of the system, and the faculty, and students who have access to other features or functionality of the proposed system. The features of the system will focus on login/logout, file upload, file download, user management, record archives, and news and updates.
The proposed system will be installed in the (name of institution) main server and files will be accessed by the system administrator, faculty and students from any location or device. The username and password are required and only authorized users can access stored files.
The operational capabilities of the proposed Web-Based File Management System for (name of institution) are limited to the functional capabilities of the computer being used, as well as, to the utmost literacy of the user on how to operate the system.
Conceptual Framework
The study on the development of Web-Based File Management System for (name of institution) will use a simple process. Figure below illustrates the conceptual framework indicating the input, process, and output.
Conceptual Framework
The schematic diagram in Figure 1 shows that the input block is the system requirements determination of the study. The researchers will conduct a research, administer survey questionnaires, and conduct interview and ocular inspection to determine the requirements needed in the design and development of the proposed web-based system. The data will be gathered and analyzed and thoroughly studied by the researchers for the purpose of changing the existing system.
The process block is the system development phase of the study. In this phase, the researchers will process the evaluated and analyzed data, and also identify the software and hardware requirements needed to develop the Web-Based File Management System. The processes the researchers will employ in the analysis and design of the file management system is made up of the following stages: planning, analyzing, designing, and testing.
After the process phase, the developed system will be deployed to the beneficiary, the (name of institution), and will be subjected to system evaluation. The researchers will then administer the post-test procedure to measure the level of reliability, efficiency, and security to obtain statistical results. These results will then be evaluated and analyzed to determine if the developed system had passed the criteria of good quality software.
The output block is the system implementation and maintenance phase. The WBFMS-FBC will be used by the authorized users to replace the existing system of file management of the school.
Definition of Terms
In order to give clear understanding of this study, the following terms are defined as:
Database – Refers to a collection of information categorized by specific fields and organized to provide efficient retrieval. The collected information could be in any number of formats such as electronic, printed, graphic, audio, statistical, and combinations.
File Management – This refers to managing of files and facilitating tracing of files and documents in an efficient manner.
Login/Logout – This feature enables the users to gain access into the system, provided they entered the correct or valid username and password. This also provides control and security from unauthorized users.
Online Help – This refers to the instructions on how to use the Web-Based File Management System for (name of institution).
User Management – This allows the system admin or faculty to add and delete authorized users of the proposed system. The administrator of the system will provide the username and password to authorized users of the system. The system admin can assign access rights on information on one or more sections to a user.
