Republic of the Philippines

Sultan Kudarat State University

Kalamansig Campus
Kalamansig, Sultan Kudarat

BRGY LIMULAN DATABASE MANAGEMET SYSTEM

Partial Fulfillment of Requirements

For the Degree of Bachelor of Science in Information Technology
Major in Computer Technology

Researcher:

Chapter I
INTRODUCTION
Background of the Study
All government agencies have voluminous materials as a result of daily business
transactions between the public offices and the people in the community. These materials
come in different types and forms. Hence, there is the need for an orderly, systematic,
efficient and proper control and management in recording and archiving materials.
Records management is defined by the SAA as the systematic and administrative
control of records throughout their life cycle to ensure efficiency and economy in their
creation, use, handling, control, maintenance, and disposition (Society of American
Archivists, 2005). In the SAA website, Guercio 2001, is cited as saying that a records
management system is needed to give the creator the necessary records they need for the
continuation of their activities. A records management system is also needed for the
following; for the production and acquisition of reliable records for legal and technical
purposes, for the systematic organization of the creation of records, for the preservation
of authentic records and for fast and efficient retrieval of records (Society of American
Archivists, 2005)
It is important for any institution to have good archives and records management.
This allows the system to function properly, not only in terms of legality but also in
ensuring proper creation, use and permanent preservation of valuable records. It is
important for an institution to have an effective records management system to have a
systematic flow of its records activities. Records should also be properly appraised so that
their value would be identified as well as how they will be filed and organized. Active
records should be organized properly in a place where their retrieval would be fast and
efficient. Valueless records, on the other hand, should be put in a place where these could
be stored until the time of disposal or until they are needed again. Records with archival
value should be kept in a place where they could be preserved and maintained
permanently. With an effective and efficient archives and records management, the
institutions activities will be supported with appropriate documentations and evidences.

However, poor archives and records management could result in untimely disposal of
important records that could disrupt the institutions activities and credibility.
This system facilitates barangay management by enabling the client barangay to
maintain their resident records as complete and up-to-date as possible and as easily
accessible for verification, monitoring and reference purposes based on the available
residents census data kept by the client barangay. Data provided by this system in the
form of comprehensive reports are invaluable for planning, program implementation and
related purposes.
Barangay is the small administrative division in the Philippines and is the native
Filipino term for a village or district. Barangay are further subdivided into smaller areas
called Puroks (English: Zone). A barangay is led and governed by its barangay officials.
It is composed of a Punong Barangay or Barangay Captain/Chairman, seven (7)
Barangay Councilors or Barangay Kagawad and a Sangguniang Kabataan Chairman.
Together with this is the Barangay Secretary and a residing midwife or a doctor that
manages and supervise the barangay health center. Barangay Limulan is one of the
barangay having the lowest number of population in the municipality. Having the
population of ______ people with _____ household according to National Statistic Office
based on the census dated (August 2008). The barangay is located in the Municipality of
Kalamansig, Province of Sultan Kudarat. Limulan barangay hall is situated along the
Purok 2. The chairman of the barangay is Honorable Barangay Captain Gaudioso T.
Caang.

Statement of Problem
The barangay, as the basic political unit serves as the primary planning and
implementing unit of government policies, plans, projects , programs of activities in the
community and as a forum where collective views of the people may be expressed and
considered and where disputes may be amicably settled. As a result of all these,
voluminous materials for information are generated and accumulated in the barangay.
Therefore, there is an urgent need for the observation and practice of proper and legal
archives and records management to ensure accuracy, authenticity and reliability of
information kept in the records. When the said records are called for in the higher level of
government units, the integrity of the records is carried over to support a transaction or
activity in which these records are needed.
One of the exciting ways in which the
Objectives of the study
The main objective of the study is to gain knowledge on the compliance
and non-compliance of barangays to the archives and records management-related laws
and orders.
Other objectives of the study are the following:
1. To determine how many barangays have separate Archives and Records
Offices, existing archival systems, policies and practices on archives and
records management.
2. To know the policies and practices of the barangays regarding the disposal
of different barangay records.
3. To find out the practices of the barangays regarding records storage and
maintenance.
4. To determine how many barangays have Records Officers, their
responsibilities, duties and practices on archives and records management
and to find out the responsibilities and duties of the Barangay Secretaries,
Treasurers and Heads regarding archives and records management.

5. To come up with recommendations that will further improve the existing

status of archives and records management of the barangays and their
compliance to the laws and regulations.

Scope and Limitation

The study only deals with the information the barangay secretary record and keep.
This includes all the essential information of all the residents of the barangay. This
information includes personal information and character reference of the person. Assets
and medical record of each resident is not included as well as the use of biometrics in
getting the barangay clearance. Other services that the barangay giving to its constituents
that requires information such in barangay health center is does not part of the study.
The proposed system can generate reports as the barangay usually done. The
information stored can be edited if there are changes to be done and saves the changes
being done. It can also delete information that is no longer needed to keep.

Significance of the Study

The researcher believes that this study will help the officials and personnel incharge of the records and archives understand the condition and importance of barangay
archives and records. This would therefore improve the existing practices of
recordkeeping in the basic units of government.
With the prompt and proper implementation of the output and recommendations,
the expected benefits and beneficiaries would be making barangay officials aware of the
laws and guidelines regarding archives and records management. This will enable the
barangay officials and staff assess and re-assess their policies and practices on archives
and records management for them to attain better management and service in the
barangay.

Other branches of the local government will also benefit from this study, as they will get
insights, as well as better practices on how to manage their respective local government
records based on the standards and laws, rules and regulations. Through this, the common
mistakes on recordkeeping done by these branches of local government included in this
study may be avoided to be replicated.

CHAPTER II
REVIEW OF RELATED LITERATURE
This section presents the studies and other literature done in the past that are
related to this study and support the research objectives. The studies included are about
the management of public records, legislative frameworks of public records,
standardization of archives and records management, and some other relevant local
studies on archives and records management.
Foreign Studies on the Management of Public Records and Archives
In the article written by Edwin Bridges (1991) entitled, State Record Laws and
the Preservation of an Archival Record, he said that the management of public records is
becoming an increasing challenging task. Expanding government services have created
new classes and massive quantities records. New technologies for recording and
communicating information employ dizzying array of media and equipment. These
changes are overwhelming current laws and practices of the management of modern
government records.
In an electronic information environment, the systematic preservation of long
term records can be the result of purposeful decisions and deliberate efforts. People
designing and operating information systems have to decide what documentary records
are to be produced and take steps to ensure that the records are produced and preserved.
To ensure the preservation of a documentary record, state laws prescribing the
requirements and procedures for managing public records need to be examined and
updated (Bridges, 1991).
Standardizing Records and Archives Management
Archives management is the general overview of a program to acquire, appraise,
arrange, preserve, authenticate and give access to permanently valuable records (Society
of American Archivists, 2005). Archives management is also concerned with the
establishment of the programs mission and goals, securing needed resources to support
its activities and evaluating the programs performance (Society of American Archivists,

2005). Records management is defined by the SAA as the systematic and administrative
control of records throughout their life cycle to ensure efficiency and economy in their
creation, use, handling, control, maintenance, and disposition (Society of American
Archivists, 2005). In the SAA website, Guercio 2001 was cited:
The general purpose of a system of records management is that of
providing the creator with the records necessary to support the efficient
continuation of its activities, guaranteeing the recorded evidence, whether
for internal purposes or for regulatory compliance. The specific objectives
concern: the production and acquisition of reliable records for legal and
technical purposes; the organization of the creation of records in an
orderly and coherent manner linked to the functions performed; the
transmission and preservation of authentic records; the speed and
efficiency of retrieval in the context of the administrative activity carried
out (p. 252).
It is a given fact that all agencies in different government units have voluminous
materials as a result of daily business transactions between the public offices and the
people in the community. These materials come in different types and forms. Hence, there
is the need for an orderly, systematic, efficient and proper control and management in
recording and archiving materials.
It is important for any institution to have a good archives and records
management. This allows the system to function properly, not only in meeting internal
and external legal requirements but also in ensuring that permanent records are properly
preserved. There are some mandatory guidelines issued by the authorities to the
government sector for systematic and uniform archival and records management
practices.
In the article written by Nikki Swartz (2008), entitled, New Records Standards
for New Zealand, she said that Archives New Zealand Minister Judith Tizard has
introduced two new recordkeeping standards for local and federal government agencies:
the Create and Maintain Recordkeeping Standard and the Electronic Recordkeeping
Metadata Standard. Tizard said that, information management is an important and

essential legacy. Well kept information brings the past into the future and ensures
government is transparent and accountable. The Create and Maintain Standard is now
mandatory for government organizations, which identifies the key requirements for
successful information management and establishes minimum requirements for
organizations information to remain usable, reliable and available. The mandatory
Electronic Recordkeeping Metadata Standard encourages a systematic approach to
managing information in business systems where questions about who created the
records, for what purpose and whether records were altered can be answered.
The new standards are consistent with International Organization for
Standardization or ISO. These were developed in cooperation with the e-Government
Interoperability Framework and in consultation with government and local body
agencies. These compliment the 2007 Standard for the Storage of Records and Archives,
the first mandatory standard that set the requirements for physical records storage in
central and local government. These standards give power to the Public Records Act 2005
in New Zealand and help from the basis for independent audits of central government
recordkeeping in 2010 (Swartz, 2008).
From the series introduction of Geoffrey Yeo (2002) in the book entitled
Community Archives: the shaping of memory, he said that records are critical in
maintaining awareness of how the present is shaped by the past. Individuals and
organizations create records in line with their functions and activities. These records are
maintained and preserved to support business and accountability of the individuals and
organizations concerned. Everyone has records. However, the management of these
records is a professional discipline not everyone possesses. The term records and archives
are sometimes used as synonyms, but archives usually are records with long-term value.
It could also be used to refer to collections of historical materials which are important for
the communities awareness of its past and present.
In the same book, Richard J. Cox (2002) said that principles and practices in
records management and archives administration aim to disseminate information and add
to the body of professional knowledge and understanding. Cox (2002) also said that the
new emphasis by archivists on building and interacting with community is reflexive of

the kinds of opportunities represented by the many new social computing technologies
available to everyone. Cox (2002) cited Andrew Flinn when the latter said that it is clear
that involvement with both digital archives and with community campaigning groups
challenge the notion that the archivist can afford to be a passive recipient of the records.
This is because archivists should be active in pursuing community-based agendas. Their
skills should be enhanced to properly adapt with the societal changes instead of being
passive record keepers.
Guidelines, Laws, Rules and Regulations Related to Archives and Records
Management in the Philippines
Republic Act No. 9470 or the National Archives of the Philippines Act of 2007
that states in Article III, Section 13 that:
All government offices shall each establish their archives and records
office/unit in coordination with the Department of Budget and
Management (DBM) and the National Archives from their organic
personnel within a year from the date of effectivity of this Act. The
records officer or an archivist of a government office shall head the said
archives and records office/unit.

Rep. Act No. 7160 or the Local Government Code of 1991, Section 374 states
that:
Every local government unit shall provide for the establishment of
archival system to ensure the safety and protection of all government
property, public documents or records such as records of births, marriages,
property inventory, land assessments, land ownership, tax payments, tax
accounts, and business permits, and such other records or documents of
public interest in the various departments and offices of the provincial,
city, or municipal government concerned.

In addition to the Republic Acts mandating guidelines for systematic and uniform
archival and records management, the Department of Education, Culture and Sports
(DECS) issued DECS Order No. 13-A and 13-B.
DECS Order No. 13-A -- Guidelines on the Decentralized Disposal of Valueless
Records in Government Agencies, have five (5) parts; (1) Coverage, (2) Definition of
Terms, (3) Records Disposal Procedure, (4) Penal Provisions and (5) Miscellaneous
Provisions. This Order prescribed uniform standards or guidelines to be followed by
government office/agencies in the disposal or distribution or destruction of their valueless
or unnecessary records (DECS Order No. 13-A, 1988, p. 8).
DECS Order No. 13-B -- Rules and Regulations Governing the Coordination of
Records Management and Archives Function have six (6) articles; (1) Coverage, (2)
Definition of Terms, (3) Records Management and Archives Administration, (4) General
Provisions, (5) Penal Provisions and (6) Miscellaneous Provisions. This Order prescribed
rules and regulations governing the coordination of records management and archives
function.
Knowing all these information, the researcher of this study aims to find out if and
how these provisions are being carried out in the local government units, especially in the
barangays. According to Rep. Act No. 7160, Section 384
The Role of the Barangay - As the basic political unit, the barangay serves
as the primary planning and implementing unit of government policies,
plans, programs, projects, and activities in the community, and as a forum
wherein the collective views of the people may be expressed, crystallized
and considered, and where disputes may be amicably settled.
The barangay is the basic political unit that serves as the primary planning and
implementing unit of government policies (Rep. Act No. 7160, 1991). All the Republic
Acts and DECS Orders should first be implemented faithfully in the barangay level. In
the hierarchy of the units of government, the barangay is the most basic unit. It is
important that proper archives and records management be observed here to ensure that
all transactions and records are properly handled. So when records or information are

called for in the next higher level, accuracy and authenticity of the materials are carried
over, hence they are reliable in the use for which they are needed.
Local Studies on Archives and Records Management of Public Records
Nofuente (1981) conducted a study entitled, Records Management Practices of
International Organization: A Survey. This is a descriptive survey of 13 international
organizations based in the Philippines, as regards their records administration. It surveyed
procedures and techniques on recordkeeping, described the processes used to plan the
creation of records, determine the design and utilization of a records classification
scheme and the filing system of the organizations included in the study.
The study found out that records were decentralized and the units holding the
records were under larger departments. Records management practices were not
standardized and the idea of establishing a records center/unit was not present either. The
staff in-charge of recordkeeping work were also untrained and concerns about records
management were often taken for granted by the top management.
The study recommended the following; there should be a centralized control and
management of all company records, training of record staff must be required, guidelines
governing policies and practices on record management should be issued and made
mandatory.
Buenrostro (2005) did a study entitled, Reference Service and Provisions for
Access of Selected Archives of Government Institutions in Metro Manila, to identify the
kind of reference service and provisions for access by selected government archives in
Metro Manila, the service procedures followed by the archives personnel and to
determine the policies on archival access to users. The subjects of the study were the
Presidential Archives of the Office of the President, Legislative Records and Archives
Office of the Senate of the Philippines, Cultural Center of the Philippines Library and
Archives, Legislative Archives Service of the House of Representatives and Records
Management and Archives Office. Survey questionnaires, interviews and document
analysis were employed to gather data.

The findings of the study revealed that all five government archives were
established to become repositories of records of their parent institutions and to make
them available to the public. The Philippine Constitution and the Presidential Executive
Order No. 89 govern the access policies of the five archives. The archives differ in their
policies and procedures because of the nature of collections each of the institutions, users
and institutional mission.
The study recommended that in the management of reference service, the mission
of archives must be clearly stated, the groups of people to be served be identified, the
staff tasks be clearly defined, locating and finding aids be accessible to users, summary
reports must include new lists of acquisitions, as well as the services and programs
rendered by the institution.
Silagpo (2008) conducted a research entitled, A Study on the Existing Records
Management Practices of Sangguniang Panlungsod ng San Jose Del Monte, to know the
existing records management practices of the Sanggunian with the goal of upgrading and
standardizing the records management practices of this office.
Garcia (2009) made a case study entitled, Establishing Government
Municipal Archives Case Studies of Local Government Archives Practices. This study
focused on six local government units from different regions that were able to establish
their own archives. The researcher made use of qualitative research method and used
interview schedule as her main research instrument. The study aimed to determine the
establishment of local government archives pursuant to the Local Government Code of
1991, Sec. 374, to find out archival practices of these government units as well as their
mandates, policies, archives services and administrative support they received.
Findings showed that although 100% compliance to standards and best
practices was not achieved, efforts to put order in handling of records are being
undertaken. The lack of formal training and sufficient knowledge in handling archives is
one of the major reasons why basic requirements in archive administration were not
implemented and practiced in the GOCCs and GIFs. There was also no monitoring
mechanism to check on the agencys compliance to the law and standards.
The said study recommended that agencies should set up a separate records unit
with the necessary level in the organizational structure based on the volume and

importance of records in the unit. Formal training of personnel was also recommended to
meet the need for required knowledge and skills in maintaining and controlling the
archives and records unit. It was also deemed necessary that RMAO, now known as the
NAP come up with a standard for archives and records management designed for GOCCs
and GIFs.
The above given literatures are closely related to this researchers study that is
being undertaken. The stated need for properly trained record and archive management
personnel is stressed in almost all of the mentioned studies. Implementation of
appropriate policies and practices in the LGUs on records and archives management is
the responsibility of the records personnel, heads of the departments and the LGUs
themselves, who are the key figures in establishing and maintaining fully functional and
effective archives and records centers.

Conceptual Framework

Resident

BRGY. Limulan Database

Management
System

Council

Chapter III
Research Design
Methods
Experimental Layout
Data Gathering Procedure
Literature Cited