Title: Development of Electronic Document Archive Management System (EDAMS): A Case Study of a University Registrar in the Philippines

Issue Number: Vol. 7, No. 2
Year of Publication: Jun - 2017
Page Numbers: 106-117
Authors: Las Johansen B. Caluza
Journal Name: International Journal of Digital Information and Wireless Communications (IJDIWC)
- Hong Kong
DOI:  http://dx.doi.org/10.17781/P002280


The traditional method of data storage has shown its impact in managing documents from security, retrieval, and monitoring. Many kinds of literature suggest that this approach would result in low job satisfaction rating from its clients. Leyte Normal University’s Office of the Registrar is no escape in this dilemma. In November 2013, the university experienced the strongest typhoon ever recorded known as Haiyan locally known as Yolanda. The archive/storage area of the Registrar was heavily affected were most of the documents scattered and deteriorated. With this experience, it is empirical to study to provide a practical solution. The researcher utilized embedded single case study using thematic analysis in identifying the issues and coping strategies of the seven participants through in-depth interviews, focus group discussion, and observation. Moreover, the utilization of Systems Development Life Cycle’s Sashimi model in developing the software was carried out. The result revealed various issues and coping strategies mentioned by the participants, from a limited storage area to difficulty in document retrieval and monitoring, and from the utilization of logbook to misclassification of records. Finally, the results became the basis for developing the electronic document archive and management system (EDAMS).