E-File201: A Secure Digital Inventory and Request System for Non-Teaching Personnel Records at SDO Quezon City

Abstract

During the On-the-Job Training (OJT) at the Schools Division Office (SDO) of Quezon City, the researchers observed the existing processes for handling 201 files of non-teaching personnel. Throughout the training period, several challenges became evident that significantly affected efficiency, accuracy, and security in file management. Many of the records are already old, and when reproduced through photocopying, the resulting copies often appear dirty, smudged, or partially unreadable. This deterioration compromises the clarity of information and reduces the reliability of the records as official references. Hard-copy files are also vulnerable to misplacement, accidental damage, or total loss. During the training, the researchers encountered an incident in which an entire folder containing important documents went missing, causing delays in administrative transactions and raising serious concerns regarding accountability. Another major issue involves the process of requesting copies of 201 files. At present, non-teaching personnel are required to physically travel from their respective schools to the SDO to manually complete a request form. Considering the geographic size of Quezon City, this procedure is time-consuming and inconvenient, particularly for personnel assigned to distant schools. These observations highlight the need for a more systematic, efficient, and secure approach to managing and requesting 201 files. A digital inventory system with a built-in request feature—supported by secure user accounts and email-based verification—has the potential to address these challenges by preserving records, streamlining file retrieval, and providing personnel with safe and convenient access to scanned copies.