Development of an Electronic Records-Keeping with Enhanced Classification and Organized Retention and Disposal System (E-RECORDS)

This study aims to develop an Electronic Records Management Information System (E- RECORDS) for the Department of Education Regional Office No. 2 (DepEd RO 2), enhancing their records management process in alignment with the National Archives of the Philippines (NAP) regulations. The E-RECORDS system is designed to provide accurate storage, backup, and efficient retrieval of documents while ensuring compliance with legal requirements and with ISO 25010 Software Quality Standards. The system encompasses both physical and digital records covering the entire document lifecycle from creation to disposal. It includes functionalities for secure storage, efficient indexing, search, and access control. Additionally, it offers reporting and analytics capabilities to support decision-making and compliance monitoring. A mixed-method research approach was employed combining case study and developmental research. The waterfall model guided the system development, ensuring systematic progression through analysis, design, implementation, testing, and maintenance phases. Data was gathered through interviews, observations, document analysis, and surveys, and the system was evaluated against ISO 25010 standards. The findings revealed significant issues with the current records management system which includes the lack of digitized documents, insufficient disaster recovery preparedness, and compliance challenges. The developed E-RECORDS system demonstrated high compliance with ISO standards, excelling in functionality, reliability, and security with positive user feedback on its usability and performance efficiency. Further, the E-RECORDS system effectively addresses identified issues, providing a reliable solution for records management in DepEd RO 2. It enhances document security, accessibility, and management efficiency, aligning with modern standards and user expectations.