A SYSTEM DESIGN FOR THE DIGITIZATION OF STUDENT RECORDS IN THE REGISTRAR’S OFFICE

Leslyn Bonachita Reazol; Eljun Karl C. Atay

doi:10.5281/zenodo.21955020

Abstract

The risks to paper records of student information include: misused files, physical deterioration, lack of organized
backups, lost retrievals, and unauthorized access. This study was developed to help create a digital record-keeping
system for Tangub City Global College Registrar’s Office through the definition of a technical system design.
The documented record-keeping problems, relevant literature, established technology standards, and privacy
requirements were integrated together into a logical technical plan using both scientific design and documentation
research methods. Required technologies for the record-keeping system were evaluated on factors such as
institutional compatibility; cost; scalability; interoperability; system security; and maintenance. The proposed
technical design deliverables include: data-flow diagrams; entity-relationship diagrams; relational database
designs; three-layer cloud architectures; low-fidelity wireframes of the user interface; role-based and permissionbased security models; processes for creating secure backups and recovering from loss; and pseudocode for
digitizing records. The risks to paper records of student information include: misused files, physical deterioration,
lack of organized backups, lost retrievals, and unauthorized access. This study was developed to help create a
digital record-keeping system for Tangub City Global College Registrar’s Office through the definition of a
technical system design. The documented record-keeping problems, relevant literature, established technology
standards, and privacy requirements were integrated together into a logical technical plan using both scientific
design and documentation research methods. Required technologies for the record-keeping system were evaluated
on factors such as institutional compatibility; cost; scalability; interoperability; system security; and maintenance.
The proposed technical design deliverables include: data-flow diagrams; entity-relationship diagrams; relational
database designs; three-layer cloud architectures; low-fidelity wireframes of the user interface; role-based and
permission-based security models; processes for creating secure backups and recovering from loss; and
pseudocode for digitizing records.

Keywords

Cloud-Based System, Student Records, Registrar’s Office, Document Management, Record Digitization

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