This chapter of the study presents the problems ascertained from the researchers’ gathered data, the objectives, the scope, delimitations and limitations, and the significance of the study.
Record keeping system is a systematic procedure by which the records of an office/organization are created, captured, maintained and disposed of. This system also ensures the record’s preservation for evidential purposes, accurate and efficient updating, timely availability, and control of access to them only by authorized personnel.
A record keeping system has four components namely the records, people, processes and tools. Records are the information resources which can be presented in any format and are the ones needed to document office or organizational activities. On the other hand, people represent the authorized personnel and record contacts who oversee the records management program. Processes are the procedures on how to manage records throughout their life cycle. And tools comprise the computer or software programs, shelving and file cabinets, folders, etc., all of which keep the records organized.
There are basically two procedures on how to manage records. One is manually and the other is through the use of computers and/or software programs. In manual record keeping a pen and paper could work adequately. Inexpensive and pre-formatted record books which are available at most office supply can also do the manual record keeping. While others may imply that manual record keeping are accurate for as long as manual records can be understood or explained if questioned, many others don’t seem to be convinced for several reasons. One, processing of data is slow in manual record keeping because one has to browse over the shelves and filing cabinets all day to search for a single file. Two, retrieving of records sometimes seem impossible because there are no back-up files. So once a record is lost it ends there. These are but few of the problems encountered using the manual record keeping system, both of which contributed to the rise of computerized record keeping.
Computerized record keeping works on the same principles as a manual system. The only difference is that the computer automates the process so it is faster and more accurate, thus providing the user with records that are trustworthy. According to researches, trustworthy records are reliable, authentic, complete and unaltered, and usable. But to ensure that the records are trustworthy, the system must preserve the information within the records (content), the circumstances under which the records were created or received (context), and the relationship between the parts of the record (structure). All of which can be acquired preferably when using a computerized record keeping system.
Having gathered all those concepts aforementioned above about record keeping, the researchers came up with the idea of proposing a computerized record keeping system for the benefit of the NSTP office since they are currently managing students’ records manually.
National Service Training Program or NSTP is a program aimed at enhancing civic consciousness and defense preparedness in the youth by developing the ethics of service and patriotism while undergoing training in any of its three program components namely Reserve Officers Training Corps (ROTC), Literacy Training Service and Civic Welfare Training Service (CWTS).
NSTP office is among the twenty offices in Kolehiyo ng Lungsod ng Lipa. It is currently headed by Dr. Armando Mendoza who is also the head of the PE Department. Yet the said office offers the two program components, the ROTC and CWTS respectively. And since all the freshmen in the college are required to take up NSTP as one of their subjects, it can be assumed that the said office handles a lot of student records, hundreds or even thousands depending upon the number of enrollees every academic year....