Technology-Aided Document Management System of The Registrar’s Office In the Division of City of San Jose Del Monte, Bulacan Towards Efficient Student Service

Abstract

School Forms are the primary documents in public schools’ operations. It includes student and school records which contribute to the important data needed to be consolidated and analyzed eventually to evaluate student performance in an academic year. While it performs a vital role in the consistency of learner information, School Forms also depicts the overall performance of an institution in many aspects based on how it was managed under different criteria. There are established guidelines in the management of school forms as designated to the Office of the Registrar. As stipulated in DepEd Order (DO) No. 54 s.2016 establishing the standard processes and protocols on the request, and release of learners' Permanent Records and Report Cards in all public schools nationwide. The study used the descriptive method. Descriptive research may be defined as a purposive process of gathering, analyzing, classifying, and tabulating data about prevailing conditions, practices, beliefs, processes, trends, and cause-effect relationships and then making adequate and accurate interpretations of such data with or without the aid of statistical methods. The respondents of the study comprised of the designated registrars of Schools with an established Registrar’s Office which can be substituted by an Administrative Officer or Administrative Staff functioning as School Registrar or any teaching personnel performing an ancillary function as the school registrar. The School Head or Principals were also counted as a respondent as the implementing group of Registrar’s Office policies. Selected teachers and the parents will respond to the stakeholders’ group on the services rendered by the office. The respondents provided data that were beneficial in determining the effectiveness of technology-aided document management systems in institutions. The research samples were classified into two groups including the implementing group involving the Registrars/Teaching Personnel and School Heads while the second group is the stakeholder's group involving the learners and the parents. Since there was only one representation for the Registrar and the School Head or there was one assigned for every school, the sampling technique was not applicable for this group. Whereas respondents from this group were the actual people to provide the data as a result, in the assessment of the Two Groups of Respondents of the Technology-Aided Document Management System of the Registrar’s Office towards Efficient Student Services, the grand mean computed of 3.64 verbally interpreted as Very Observable. In terms of the assessment of the respondents of the technology-aided document management system of the registrar’s office, it resulted in a grand mean of 3.67 verbally interpreted as Very Effective. On the Test of Significant Difference in the Assessment of the Two Groups of Respondents of the document management system of the registrar’s office, the average computed t-value of 6.6303 was higher than the tabular value of 2.2281. led to the rejection of null hypothesis, and that there is a Significant Difference in the Assessment of the Two Groups of Respondents based on the above-mentioned variables. Regarding the test of Significant effectiveness in the use of technology-aided document or record management systems in the office of the registrar, the average computed t-value of 4.3675 was higher than the tabular value of 2.3060 led to the rejection of null hypothesis, and that, there is a Significant Difference in the Assessment of the Two Groups of Respondents. As recommended, keep track of the practices that are in place for an efficient student service; Continuously apply effective record keeping practices in the technology-aided document management system; Regular monitoring, checking, and evaluation should be done to address issues abruptly, that is needed to attend to by the concerned; Always observe all the variables that need to be addressed by all those who are concerned in the Registrar’s office for effective school record keeping.