BARANGAY FILE MANAGEMENT SYSTEM

BARANGAY FILE MANAGEMENT SYSTEM

I. Introduction

One of the exciting ways in which the computer serve as a general service tool is in the field of
information retrieval and operationsthe search for facts which, together with the operations done on
it, are stored in a central storage are. Computer-based information retrieval operates through the use of
software that can offer information services for an institution. An information service provides a way to
electronically access, retrieve, and transmit that information.

II. Statement of the Problem

Palayan City Local Government Unit (LGU) has long been provided all of its barangays at least a
computer unit to upgrade the system of operation to a much enhanced way. That is, through computer
technology.

That was almost exactly four years ago. But up to now, those computers had not been used to their
fullest capabilities. Barangay offices still rely on manual labor not on the machines as their frontline of
service and operations. Some things are neglected.

One, Standard Operating Procedures (SOP) are not followed. Anyone can have his clearance signed or
business permit released even if the authorized person to approve it, for example the Barangay Captain,
is not present. The office has at least signed blank clearances and/or permits in this case. Thus, the
reliability of such can be questioned.

Two, its because all of the facts and information on the barangay is kept on papers, the should-be
manifestation of the maximized usage of computer is not attained and therefore causes the slow
retrieval of information and transactions.

And lastly, hard copies of the files, transactions held and other matters require a large file cabinet to
hold them which in many case, is a case of an unorganized file management system.
III. Significance of the Study

A Computer Information Service represents a giant leap in computerized system of barangay
transactions and records handling. They can provide up-to-date information with relatively little effort
on the part of the user and put a huge amount of information within easy, convenient and comfortable
reach. Not mentioning the security and integrity of the transactions and of the documents it also
provides.

This study aims to present possible solution to the problems stated and to enhance the quality of service
a barangay office offers to its clients. Furthermore, this serves as an awakening factor for all government
offices, from highest to lowest levels, to be in line with the governments view of globalization and
competitiveness in todays Information Age.

IV. Proposed Approach

A. Flow Diagrams of the Existing System
1. Clearance, Permit, Endorsement, and Certification



This diagram shows how such documents are processed done. It invokes the problem of issuance of a (i.
e. certification) of any officer of the barangay even if the processing of the said document and the access
to the records are handled by the Secretary. Only the Captain has the approval of issuing such.

B. Flow Diagram of the Proposed File Management System


The proposed system for barangay transactions and files shall serve as an Information Service tool for
the office. This system incorporates a database that shall handle the following:
1. all information with regards to the barangay;
2. all transactions held for six months;
3. past, current and future development plans on the barangay as agreed by the council and higher
authorities; and
4. barangay blotters made

To have the sought after quality of service that is fast and accurate, this system includes electronically
accessible forms for transactions such as:
1. issuance of permit, clearance, endorsement, and the like;
2. updating records (database center); and
3. information gathering and retrieval