Clarefiles: A Web-Based System for Managing Academic Document Request at St. Clare College of Caloocan

Abstract

Academic institutions rely on the efficient delivery of official documents like Transcripts of Records (T.O.R.) and diplomas. At St. Clare College of Caloocan, the existing "fragmented manual system" utilizing Google Forms and email still necessitates in-person payments and physical document collection. This study addressed the delays caused by this approach, identifying "long lines for in-person payments" as the primary challenge (Weighted Mean = 4.43). To resolve these issues, the researchers developed ClareFiles, a centralized web-based platform designed to fully digitalize the document request lifecycle.
The research utilized a descriptive-developmental design following the Agile methodology. Data collection involved 100 student respondents and administrative staff who evaluated the current system and the new prototype through Likert-scale surveys. The system architecture was built to integrate online request submission, secure e-wallet payments, and automated email notifications for scanned copies, with an optional door-to-door delivery service for physical documents.
Post-implementation results demonstrated a substantial improvement in service delivery. The ClareFiles system received a "Highly Effective" rating with a grand weighted mean of 4.56. Students identified "Accessibility" as the most valued feature (WM = 4.63), while administrative staff gave the system a perfect mean score of 5.00, confirming that the integrated dashboard successfully optimized internal workflows. The study concludes that moving to a digital platform significantly enhances institutional efficiency.