Philippine E-Journals

Knight Tracker: A Web Based Records Management System and Evaluation Process with Data Aging for the Graduate School of Colegio de San Juan de Letran Calamba

Philip Augustine Batoon | Louise Manuel Maningo | Jerron Francisco

 

Abstract:

The current retrieval of documents and records in Letran Calamba Graduate School Department was through manual search in folders, file trays, box files, filing cabinets, built-in cabinets, and shelves. The Dean of graduate school, program chair, and graduate school officer experienced difficulty in finding specific documents and records. This manner of file retrieval contributed to the lack of efficacy and efficiency in the services of the graduate school to its stakeholders and to the Colegio in general. This study developed a records management system wherein the graduate school personnel can easily retrieve the data, avoid misplacing them, accomplish their tasks and submit reports on time, bring up-to-date information, and automatically generate the weighted mean in every activity evaluation in the department. The system also has a feature of discarding outdated documents and records according to the declared number of years of retention of the Graduate School. The researchers conducted a post assessment survey to determine the feedback of the client about the system. The researchers found that the system had enhanced the traditional method of retrieving records and computing the answers in evaluation activities.