Development of Records Tracking Management System with QR Code

Abstract

At Surigao del Norte State University, the process of keeping track of records is done manually by writing or logging document descriptions in the physical logbook. When the office staff received and outgoing the document, they need to log it in the physical logbook. The process relies on a physical logbook to keep track of each document’s movement. The problem here is some of the documents are missing during the process and no one can pinpoint a person since the system is not accurate and reliable. To expedite the implementation process, the researcher opted to utilize the Rapid Application Development (RAD) model for realizing the system. This approach enables the developer to receive ongoing suggestions and feedback while constructing the system, allowing them to make necessary changes to the code as needed. By incorporating this iterative feedback loop, the developer can ensure that the system meets the requirements and expectations of the stakeholders promptly. After implementing the Records Tracking Management System (RTMS) and analyzing the results, the system has performed exceptionally well in fulfilling its purpose of tracking and managing documents. It successfully tracks documents, verifies user authenticity, retrieves files when needed, and keeps a detailed audit trail. The functionalities of the system perfectly align with our organization's goals and effectively cater to the needs of our users. To sum it all up, the evaluators have provided positive feedback, consistently rating the RTMS highly across all quality characteristics. With an average weighted mean of 4.44 out of 5, it is evident that the system has either met or exceeded expectations in terms of functionality, reliability, performance, usability, security, compatibility, maintainability, and portability. These findings provide a strong foundation for designing and developing an efficient and user-friendly Records Tracking Management System that effectively caters to our organization's document management needs.