Optimizing Document Management and Filing Systems in the Education Administration Division of a Zonal Education Office: An Action Research Study

This action research study was conducted to identify and resolve deficiencies in the document management and filing system of the Educational Administration Division at a Zonal Education Office. Prior to the intervention, the division suffered from disorganized filing, delayed responses to letters, missing scholarship vouchers, and a lack of data management systems, which caused dissatisfaction among clients and higher management. Using data collection methods such as document analysis, direct observation, and informal discussions, the root causes of these problems were identified. By implementing the 5S concept, introducing standardized color-coded and numbered filing, unified note-sheet formats, a digital database, staff motivation, and improved physical/technical resources, the efficiency and productivity of the division were significantly enhanced.