iRecord: A Records Management System for Student Services

Abstract

Nowadays, computerized record management systems have very useful role in everyday life. It also helps increase work efficiency in school or in other institution with the help of computer. This research aimed to design and develop an “iRecord: A Record Management System for Student Services” particularly for Pangasinan State University (PSU), Lingayen Campus with the following specific objectives: (1) To identify the problems encountered in the current system of record management of students in PSU Lingayen Campus; (2) To identify the features appropriate for the developed system; and (3) To identify the security and control measures for the developed system. Rapid Application Development (RAD) methodology was used in the development of the study which comprises 4 phases namely, (1) Requirements planning; (2) User design; (3) Rapid Construction; and (4) Cutover. It was resulted that the student services office of PSU Lingayen Campus has been using a manual or traditional filing of records and other processes involved to student services. In this manner, searching or retrieving of records yielded with difficulty and inefficiency. Also, security of the records was not assured especially when times of natural disasters happen. The developed system has the graphical representation of data showing the number of scholars by department, the most applied scholarship/s and the summary of student grantees. Reports will also be generated and can be printed by academic year or by semester for back-up purposes. To secure the data inside the computer through the system, password security was included for the authorized personnel.  Thus, with the use of the system, student services office of PSU Lingayen, can easily access the data of the students regarding scholarships and other student activities and can generate reports efficiently, accurately and effectively.