ST. MARK EVANGELIST PARISH CABUGAO, I.

RECORDS MANAGEMENT SYSTEM

A Proposed Project

Presented to the Faculty of the

College of Information Technology

Divine Word College of Vigan

Vigan City

In Partial Fulfillment

of the Requirements for the Degree

Bachelor of Science in Information Technology

MARIELLA JOYCE I. DOMANICO

CRIZEL L. AQUINO

NOLIE ROSE P. PAISTE

 CHAPTER I

INTRODUCTION

Project Context

According to scribd.com (n.d). Nowadays technology arrives in all aspect of human lives even in

transportation, church, medicine, education and businesses. Almost everybody the equipment that

are using is more about technology. As they say “we can live without it” or without technology is

meaningless. Technologies are very rampant. It improves every day, months or a years and it

affects the quality of life of humans. And because of this everything could be possible in this

planet. Many people have a convenient life because of technologies; it makes their daily activities

easy and comfortable. Technology refers to the tools and machines that may be used to make the

lives of humans more convenient and easy. By the used of these technologies our works and

activities became more easy and fast. That’s why the researchers’ aims to develop the Assessment

of Fees Information System of the school to help both the students and personnel’s make their

works easy and fast. Computer systems are more applicable than traditional process because it is

more efficient and consistent. Keeping of records management system are important in all variety

organization. Having this kind of system is a big help for every organization in handling their

important documents and certificated that is a must to be kept. The church has its traditional way

of keeping all their documents and record information which makes everything ancient like

certificates that can be damage by stain, misplaced important document and many more.

Technology is a system that uses. Technology has many forms and the most popular are the

computers. Computers are now used by almost all such as church, hospitals, hotels and homes. It
becomes so important because they have the ability to store, retrieve and organize vast amount

information. The church record management system will help the said organization and terms of

more efficient handling of records to manage their record information based system. The

development of a record management system helps abreast the continuous demand for quality and

efficient service. Releasing of records are very slow considering that records of a parishioner is

stored in a filing cabinet most of them are unsorted. Putting the data of parishioners in the

computerized database is one of the great advantages. According to Presuitti (2011) also states that

records management in churches entails retaining active valuable records to church operations and

disposition in records through destruction or preservation. Although valuable initiatives are being

undertaken by churches to ensure proper preservation of vital records, efficient management of

these records remains a challenge. Records are only viewed important by the church leadership

when a crisis has occurred, and the required records are either unavailable, lost or destroyed

(Sumners, 2012b). Poor records keeping practices in churches has been attributed to lack of skilled

personnel in charge of the records, low priority given to records’ care, and inadequate funding to

proper records management by church authorities (Ngoepe & Ngulube, 2014; Sumners, 2012a).

In this regard, churches operational success is dependent upon the implementation of effective

records management practices that enhance accessibility to required recorded information for

strategic decision making. Hence, this study examines how records management practices are

embedded in the St. Mark the Evangelist Parish Cabugao, Records Management System. Records

are important information assets that need to be properly managed as are other resources (Mclead

et al., 2011). Furthermore, Ngoepe and Ngulube (2013) 6 point out that records management is not

valid as an essential component for corporate governance in public and private institutions. And

so records management is an important function in strategic decision making that helps cut down
operational costs and reduces risks associated with litigation, loss of information and reputation

(Erima & Wamukoya, 2012). Records management is a critical tool useful in identifying and

mitigating information-related risks in organisations (Ngoepe, 2014; Ambira & Kemoni, 2011).

Likewise, Ngoepe (2014) states that organisations need to integrate risk management and records

management processes to ensure proper management of information assets. Ngoepe (2014) opines

that risk-based approach to records management identifies business risks and risks associated with

records management.

The parish office of St. Mark the Evangelist Cabugao is offering the usual services that

many of the parishioners have availed or can avail. Such services are mass scheduled for the

chapels, baptism services, wedding services, tithings services, communion services, death

services, and confirmation services. With the record management system makes every transaction

on the said services. It will beneficial considering that automation of services are the key features

of the systems. With a record management system, inputs of data will be made faster, scheduling

of masses will be easier, baptism, wedding, tithings, communion, confirmation and death services

can be reserved and scheduled quickly by the personnel of the said office. Furthermore, reports

can be generated correctly and efficiently.

The purpose of the record system there are a variety of reasons for the church to deal with

the records management, other than the obvious that the discipline required. Every office church

faced with problems of storage space as well as the decisions about which records to keep and

which to discard. The record management system is the attempt to systematically control the

growth and the disposition, or destruction, of the office church, committee and other official

records. The basic purpose is to help answer that nagging question of what do they keep, for how
long do they keep it, and when they can it from the office. In order for the future to have a past

they must be concerned for the records of today. The development of a records management policy

is the first step in preserving the past by deciding what needs to kept today. A concern for the

historical, the legal and the fiscal needs the church motivates the people to faithfully preserve their

important records.

A manual record system is like a bookkeeping system in which records maintenance is

done by hand, without using a computer system or any automatic system. In this type of system

transactions are written in journals, from which the information is manually retrieved into a set of

financial statements. These systems suffer from higher rate of inaccuracy, and they are much

slower than computerized systems, manual record systems can waste both money and time.

Therefore, the usefulness and importance of this proposal is of great help not only for the

personnel and priests but also to the entire parishioners of the St. Mark Evangelist Parish.

The proposed of Record Management System St. Mark Evangelist Parish aimed to help the

people improve the way information would be managed. The system also aimed to help the staff

of the church to provide fast dissemination of certificates like communion certificate, death

certificate, baptismal certificate, marriage certificate, tithings certificate, and confirmation

certificate. In the proposed project of Record Management System St. Mark Evangelist Parish all

the information of the customer will be kept and it can print important record, but more importantly

the system will be able to provide fast dissemination of certificate. In this case the proposed system

will speed up transaction process and eliminate possible errors. It will provide quality and fast

transaction of it.

In some cases of records management system might be able to stay in their office church

origin until they are destroyed or transferred to the archives. But in the case of small office church,
another solution may be necessary. If office space is at a premium, then it may not be advisable to

retain records which aren't used for seven or 20 years in the office. So, another step chin the

retention schedule concept is to determine how many years a record should remain in the office

and then, if it still has some years to go before it can be destroyed, move it to some other storage

location where it will remain until it can be destroyed. Permanent records could be immediately

sent to the archives once they are removed from the office.

Statement of the Objective

This study aims to developed an efficient and useful Records Management System for the

St. Mark Evangelist Parish Church

1. To identify the requirements for records management system for Cabugao Parish Church

in terms of:

*Accuracy of Data

*Accessibility of Data

2. To describe the features of a record management systems

3. To identify the functionality of the system

Conceptual Framework
 RAD SDLC

RAD model is Rapid Application Development model. It is a type of incremental model.

In RAD model the components or functions are developed in parallel as if they were mini projects.

The developments are time boxed, delivered and then assembled into a working prototype.

Rapid application development (RAD) is a suite of software development methodology

techniques used to expedite software application development. RAD uses predefined prototyping

techniques and tools to produce software applications. It encompasses a graphical user interface

(GUI) development environment, allowing end users to easily drag and drop required software

application components. RAD is a popular software development methodology employing various

tools and techniques to quickly produce minimally-coded software applications. RAD’s essence is

prototyping – creating predefined components, structures and methods to quickly develop software

models. RAD’s working software prototypes lack full-scale functionality. They are used primarily

for demonstration and requirement gathering, which helps end users envision entire solution

stacks. RAD contains built-in and customizable data, process and organizational models. Thus, it

employs a model-driven and object-oriented approach to developing complete solutions.

The phases of RAD de-emphasizes strict planning, there are still a handful or steps or

phases each development proposal goes through when using the rapid application development

methodology, which we’ll discuss below. First, figure out the requirements, every piece of

software or app is built for a reason. RAD starts with figuring out what is your proposal is supposed

to accomplish. Second, build prototypes, on the double which RAD stands for rapid application

development, so it shouldn’t be surprising that your team will start working on building functional

models right away. Once you’ve got the requirements, deadline, and budget figured out, your

teams will create and improve upon working prototypes until you’re ready to unveil your finished
product. Third, get user feedback, with RAD your users should already be familiar with most, if

not all, parts of your finished product before you announce your project’s completion. Like most

Agile methodologies, RAD calls for ongoing collaboration between your team and users in order

to create a high-quality system. Your users will be the ones providing feedback so that you can

tweak and improve your prototypes, creating the best possible finished product. Fourth, do it again,

you’ll repeat steps two and three until you feel like your project is done or until you have all

working parts assembled together to meet a client’s requirements. Fifth, Test, test, test, You’re not

ready to pronounce a project complete until you’ve made sure that it works the way it’s supposed

to. Run your system through different scenarios and make sure all of the moving parts work

together to accomplish the system’s goal. In addition to your groupmates testing and retesting your

code, this will involve more user testing before you take your system live. And lastly, go present

your system, once you’ve got a working system, pat yourself on the back. That’s not an official

part of RAD, but your team has worked hard to get your project done rapidly. They deserve

congratulations. Now you’re finished until the next update is required, of course.

Requirement Planning

According to Client is gathered the current problem of their office and conducting an

interview with her and then she told as their problem the record of their document and the

tithings because their collector are not own time to remit their collection. And for the record of

document sometimes the secretary did not record own, so I decided to help them easy to record

their document.

Scope and Limitations

This study was only intended for the benefits of Cabugao. The primary user of the system

will be the church/parish secretary covered by the diocese (Cabugao Ilocos Sur). The system will
only cover inputting, searching, updating, downloading, generating and printing records. It focused

on matters like it records the valuable information, the list of certificates will be well-organized

and fast dissemination of certificates like communion, marriage certificate, baptismal certificate,

tithing certificate, confirmation certificate, and death certificate.

The St. Mark the Evangelist of Parish Cabugao Church Records Management System was

specially designed and programmed to process volume of valuable data, eliminate possible errors,

and slow dissemination of valuable documents and certificate often committed in the manual

process. The system specialized to speed up transaction process like printing documents and

certificates like communion, marriage certificate, baptismal certificate, tithing certificate,

confirmation certificate, and death certificate.

The St. Mark the Evangelist of Parish Cabugao Church Records Management System

would be system which will handle the data needed by the office, store information safely and

retrieve them easily if needed, however, the system will be stand by everyone and not only the

staff or secretary of the office can operate the system. Because it is online, they can possibly look

forward all the details that has been needed to log in and sign-in. The said system will not print

any receipt of any transaction that is being done. Such that the office has their own receipt issued

by Nueva Segovia.

Significance of the study

COMMUNITY - The study entitled “St. Mark the Evangelist of Parish Records Management

System of Cabugao” is significant to the persons who are in need of baptismal certificate,

marriage certificate, tithing certificate, confirmation certificate, communion certificate, and

death certificate. But his/her place of the certificates is away from the locality. He/she can

avail of those pertinent documents without going to their church. He/she can avail of those
 pertinent documents without going to their original parish in which they received the

Sacrament of Baptism because of its centralization. For instance, when a person is baptized

at Vigan, Burgos Street and is working at San Juan, he/she can now avail of his/her baptismal

certificate at the nearest parish wherein there is an installed system.

CHURCH - The study will benefit the church in terms of accuracy, reliability, efficiency, fast. It

can also be a great help in their record management. Instead of searching for so many folders

and cabinets, they will be equipped with technology which is the computerized record

management with information system where they only search the name of the person and at

the wink of an eye the record will appear and will be printed.

PARISH SECRETARY - It will be a great help for him/her to search for old files and generate

records at a timely manner.

RESEARCHER - Through this study, the skills, talents and expertise of the researcher in

computer programming and writing a research paper will be developed.

FUTURE RESEARCHERS - The study entitled “St. Mark the Evangelist of Parish Records

Management System of Cabugao” will be a great help to the future researchers who have the

same topic and scope of study as it will become their reference.

 The proposed system of St. Mark the Evangelist Parish Cabugao Office performed as

follows:

1. The customer request certificates to the secretary.

2. The Secretary verify the request Records.
3. The Secretary will print the certificates.
4. After the printing the certificate then release to the costumer.

Rev. Fr. RENELEO Rev. Fr. RENELEO

ROSABIA ROSABIA
Parish Priest Parish Priest
PPC – Parish Pastoral PPC – Parish Finance
Chairman–LUCILLE LUCRESIO–EVELYN
SOMERA ASUNCION Tithing
Cowl- Commission on FLA- Family Life Apostolate Collectors
JONELL Worship and Liturgy
CASTILLO LORNA
Lectors JERWIN SIOQUIN REMIGIO SUNICO SALON
IYM- Integral Youth COCF- Commission on PFC Chairman
Ministry Christian Formation
JOSE VICKY SERNA
PALIGUTAN Vice Chairman
Acolytes FLORO BACLIG
EDITH CASTILLO
SA-Social Action SISA-Sisa AIDA CUETO
BENJIE CASTILLO Sangakarrubaan Treasurer
PPC Chairman
RELIGIOUS
ORGANIZATIONS
FLORO BACLIG
Vice Chairman
RUFINA BRACEROS ANGELINA
MBMG-Mother Butler’s SUMIBCAY
CHARLITA Mission Guild ST. JOSEPH-Josefinas
PALPALLATOC
Secretary
EDITH CATILLO ZENAIDA ANDRADA
CWL-Catholic Women’s AP-Apostleship of Prayer
League

RUDY VALLEJO
KC-Knight of Columbus

Figure 3. The Organizational Structure of the St. Mark the Evangelist Parish
Cabugao Office