1. PROJECT PROPOSAL
ONLINE RECORDS MANAGEMENT SYSTEM OF SKSU
Introduction
The Records Management, or RM, is the practice that involves the process of identifying, sorting
and archiving, storing, circulating and sharing, and in some cases, destroying records. These
records serve as containers of data and information vital to the progress of any organization.
A record can be either a tangible object or digital information: for example, birth certificates,
medical x-rays, office documents, databases, application data, and e-mail. The ISO 15489-1: 2001
standard ("ISO 15489-1:2001") defines records management as "[the] field of management
responsible for the efficient and systematic control of the creation, receipt, maintenance, use and
disposition of records, including the processes for capturing and maintaining evidence of and
information about business activities and transactions in the form of records". (Source:
http://en.wikipedia.org/wiki/Records_management, January 9, 2013).
Proper management of records is essential in every organization. Lack, thereof, may cause
disruption in the flow of processes that use the needed records and information. Inconsistent
handling of records may also cause confusion to the individuals who handle, maintain, and use
them.
Every organization must have a well-defined and clear flow of how it manages its resources,
especially the records that hold the information of the organization. A good records management
system helps in an efficient and effective accomplishment of daily transactions. It lessens the time
of retrieval and chance of accidental mishandling of records. Also, by storing records and
information in a digital space, they are more secure and less office space is occupied. With the use
of the Internet, this digital space can be made accessible anywhere, anytime, and by any
authorized individualsand provides the right information, at the right time, in the right order, to the
right person.
In consideration to the call of the government for a large scale transformation to open governance
in all of its entities, the digitized approach for records management is determined as the key factor
to materialize the mandate. In such regard, the Information Technology (IT) researchers of Sultan
Kudarat State University (SKSU) also find the mandate very essential and agree that it does not
only address the said call but, in one way or another helps the university to level-up its
performances in providing public services. Therefore, the researches consider the change from old
and inefficient to new and digitized framework of records management to be relevant and
inevitable.
Statement of the Problem
The Sultan Kudarat State University (SKSU) is now moving towards the highest level of its

2. universityhood. The records of all its offices are significant to the said thrust, but the university
still practices the activities of classifying, storing, securing and archiving manually for records
preservations following the framework which involved papers and filing cabinets. The said
framework was outdated and not a sensible system of records management in the digital age and
for an open governance as required by the present administration and by the state.
With the said framework of records management in the university, all of its offices has been
encountering major problems such as: (1) difficult and time-consuming records retrieval and
reporting with poor records classification and filing system (2) untidy and bulky archiving system
of old and inactive, semi-current and new files, thus, occupying large spaces(3) some records were
dilapidated, torn and even lost due to poor security measures, and (4) The cost of maintenance and
supplies is high. In addition to all this, the distance among campuses of SKSU, intensifies the
difficult situation in consolidating records when there is a need to give reports to the concerned
authorities for evaluation, inventory, monitoring, accreditation and other academic and non-
academic activities.
Objectives of the Study
General Objective
This study generally aims to develop an Online Records Management System of Sultan Kudarat
State University (SKSU).
Specific Objectives:
This study specifically aims to:
1. Consolidate the data of SKSU from its different offices.
2. Provide proper coding of SKSU offices and their categorized records.
3. Maintain the security of records by providing restrictions of privileges for the users.
4. Allow system users from different offices to perform uploading and downloading of
relevant records.
5. Allow access of records anytime, anywhere.
Significance of the Study
To digitize the records management of SKSU and make it available online is a contemporary
framework where many records can be made and maintained in electronic form.
In this new initiative, will provide extraordinary opportunities for the university, its stakeholders,
the administration and its workforces, to transform in maintaining the records and to reform the
records management policies. This new practices will be more cost-effective, efficient, open and
accurate.
This new framework will also provide an avenue to which all clients of the university including

3. the future SKSU management, to view, understand and learn from what the current SKSU
management is doing.
Scope and Limitation of the Study
This study will cover the SKSU offices. This is to digitize all records of the university from its
offices which are required to be made available online to easily consolidate for a specific use and
purpose.
The proposed system will provide security measures for all records to ensure its integrity by
setting restrictions to all the system users (administrator, user_office, user_public) and according
to the levels of their usability. The administrator of the system has his own password and
privileges to register and unregister as well as to assign the privileges of the user_office, design
and maintain the over-all display of the system, upload, download, edit, publish, delete records
with observation to the respective office codes, and customize restrictions in all of its settings. He
can also monitor the progress of works performed by the user_office.
The user_office has his own password for the level of his office to protect and maintain the
reliability of records. He has privileges to upload, download, edit, publish and delete records
which are only confined within the office he belongs following the office code and relevant codes
for its filtered and categorized records.
In the other hand, user_public has only the privileges of viewing and downloading records which
are made available and accessible from the system.
Methodology (Brief description of how the projects will be implemented)
This study will follow the standard systems development process and the general problem
solving approach.
System Initiation
-the initial planning for a project to define initial scope, goals, schedule and budget.
System Analysis
-the study of a problem domain to recommend improvements and specify the requirements and
priorities for the solution.
System Design
-the specification or construction of a technical computer-based solution for the requirement
identified in a system analysis.
System Implementation

4. -the construction, installation, testing and delivery of a system to the end-users.
A general problem-solving approach
1. Identify the problem
2. Analyze and understand the problem
3. Identify solution requirement or expectation
4. Identify alternative solutions and choose the “best” course of action.
5. Design the chosen solution.
6. Implement the chosen solution.
7. Evaluate the results, if the problem is not solved, return to step 1 or 2 as appropriate.
Expected Output (Indicate the specific products, processes, or services which the project is expected to produce
and how these can be used; quantity when possible.
1. A secured fully functional Online Records Management System of SKSU.
2. SKSU offices will adopt this new RM framework.
3. Personnel of every SKSU office involved within SKSU will learn of the proper usage of
the technology and of their privileges.
4. All filtered office records for public access will be made available online.
Target Beneficiaries (Who the clienteles are and what are the expected outcomes/effects of the use of the
project outputs)
SKSU Administration
Faculty
Office staffs
Stakeholders (parents, alumni, and people in the community)
Students
Professionals
Academic institutions
Research institutions