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Digital Library: A Web-Based Research File Management System
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DOI: 10.5281/zenodo.11117809
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Pintok - The Official Research Journal of Tagum City Division ISSN: 2815- 1887
Digital Library: A Web-Based Research File Management System
Allyn Joy D. Calcaben
allynjoy.calcaben@deped.gov.ph
orcid.org/0000-0002-5521-7181
Tagum National Trade School, Tagum City Division, Davao del Norte, Region XI
Philippines
ABSTRACT
In today's digital world, keeping data and having copies of documents was no longer a
problem. This study aimed to create a web-based file management system for the Department
of Education, Tagum City Division, to replace manual file and record administration with a
dependable, efficient, and secure system. Design and development research highlighted the
parallels between instructional design and scientific problem-solving strategies. The Digital
Library was developed using Feature Driven Development, which prioritized quality at all
stages because it was meticulously designed and tested after implementation until it was
accepted. The webpages were designed to be distinct from the official DepEd RXI – Tagum
City Division Official Website because this study was intended to be unrelated. This system
was created to archive previously published research papers digitally, and it categorizes the
research outputs to make tracking easier. The search filter was designed to help find a
research output using keywords. The Teacher-Researchers and the Schools Division
Research Committee can use saved files to conduct literature reviews and decide which
research subjects to pursue. On this basis, the Digital Library might be used with Cloud
Storage and Web Hosting to provide convenient and easy access to Teacher-Researchers
outside the Division Office.
Keywords: digital library, file management system, design, and development, feature-
driven development, governance
INTRODUCTION servers worldwide, according to Wood
(2021), using the File Management System
The COVID-19 pandemic has
to archive our papers properly without
prompted the government, private sector,
worrying about potential property loss is
and development organizations to create
advantageous.
web-based resources and platforms to
The file management system was
assist local businesses in surviving and
designed to achieve the following
thriving (Philippine Disaster Resilience
objectives: to track the status of the
Foundation, 2020). Due to social
research outputs quickly, store research
distancing practices and nationwide
outputs in one location digitally, and serve
lockdowns, the Covid-19 pandemic has
as a literature review resource and guide
inevitably increased the use of digital
for teacher-researchers. It could be
technology (De’ et al., 2020). While
accessible via a local network, and for
everyone is working to improve their
security reasons, only an Administrator
service, they still lack a system to digitally
could register the accounts of the Schools
provide a copy of teacher-researchers
Division Research Committee members.
research output and keep track of the
The file management system would not
status of the research papers, which is a
include comments and discussions of any
problem that requires a comprehensive
sort as it strays away from the main
solution.
purpose of the research, and it minimized
A file management system is an
its account management to password
application technique for storing data on a
changing due to the same reason above,
storage device. This technique eliminates
as well as it aimed to focus only on
the need for people to use traditional
managing the files of the users.
paper-based data management systems
(Roomi, 2021). As data can be stored on
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Pintok - The Official Research Journal of Tagum City Division ISSN: 2815- 1887
METHODS are GitHub, CSS, Bootstrap Framework,
JavaScript, JSON, AJAX, jQuery, Google
Research Design Drive, and Google Docs.
Design and development research,
according to Richey and Klein (2014), Software Development Model
seemed to be the systematic study of Feature Driven Development (FDD)
design, development, and evaluation was used to develop the system as it
processes to establish an empirical emphasized quality at all steps since it was
foundation for the development of carefully designed and tested after
instructional and non-instructional products implementation until approved. Figure 2
and technologies, as well as new or illustrated the step-by-step sequence of the
improved models that govern their Feature Driven Development, and it was
development. The software development the ideal approach to be used since the
process included implementing new iterations delivered were feature after
features, analyzing requirements, and feature.
fixing bugs (Baltes & Diehl, 2018). The
research design dictated the methodology
used and how it was applied.
Research Materials
The system was developed using a
set of hardware and software
requirements. Table 1 lists the hardware
and software requirements. The study's
materials provided the technologies
employed throughout the code
implementation.
Assumptions
Table 2 presented the assumption
of this study. During the development of the
File Management System, the Researcher
made the following assumptions:
Ethical Considerations
The researcher took steps to
Research Technologies ensure that respect, beneficence, and
This system used PHP for the justice were observed according to the
database implementation. Various standards set by the Department of
technologies were used to implement the Education, Tagum City Division Ethics
system’s web application features. These
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Pintok - The Official Research Journal of Tagum City Division ISSN: 2815- 1887
Review Committee. Other ethical issues
such as plagiarism, fabrication,
falsification, conflict of interest, deception,
observation authorization from an
organization or location, and authorship
were observed throughout the
investigation.
RESULTS
The web pages presented below Log-in Page
were made unidentical to the official DepEd The user must provide their
RXI – Tagum City Division Official Website username and password on the login page,
as these systems was planned to be as shown in Figure 10. After that, they can
connected. utilize the system by clicking the login
button. If s/he forgets to type input or enters
Index Page an erroneous password, clicking the login
When a guest user opened a web button will result in an error.
browser and clicked the 'home' button, the
first page displayed the index page. This
page allows the guest user to type in the
search key that s/he wants to use, leading
them to the Search Result Page.
Home Page
After the user successfully logs in to
the system, the Home Page will be
displayed automatically on the browser.
The user could do such works as adding &
Search Results Page updating new users (only applicable to
This page displayed all related Admin User), researchers, research
research that matched the guest user's outputs, journals, and division
search key. The search algorithm checked memorandums by clicking its icon as
to see if the search key was in the shown in Figure 11.
Research Title, Research Keywords, or
Research Abstract. The Year, Research
Category, Research Type, and Research
Agenda may all be filtered by the guest
user using the filters on the left side of the
browser, as shown in Figure 4.
The Research View Page in Figure
5 will display all the information about a
particular research output, including the
DOI, Journal Title, Researcher's details,
Research Abstract, and so on once a guest Users Feature
user has desired to view specific research. Figure 11 shows how only the
Admin User could see the Users Symbol on
the Home Page. The Users List page
displayed all the Users added to the
database by the Admin User. There are
three options in each user that the Admin
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Pintok - The Official Research Journal of Tagum City Division ISSN: 2815- 1887
User can perform; (1) Update the User
information, (2) Reset the Password of the
User, (3) Delete the User from the
database.
By clicking the 'update' option, the
Admin User might change each User's
information. If a user forgets their
password, the Admin User can reset the
User's password, which will be changed to
the default password. When the user logs
back into the system, the system will By clicking the 'update' option in
prompt the user to change their password Figure 19, the User might change each
to one that they prefer. If the Admin User Research’s information. If the user selects
selects the 'delete' option, the User the 'delete' option, the Research
information will be permanently removed information will be permanently removed
from the database. from the database.
The Admin User can create a new
user by filling out the necessary information
and clicking the ‘Add User’ button at the top
of the Users List.
Researchers Feature
The Researchers List page will
appear in the browser after clicking the
Researchers icon from the Home page.
The Researchers List page displayed all
the Researchers added to the database by The User can upload a new
the User. Each researcher has two options Research by filling out the necessary
that the User can perform; (1) Update the information and clicking the ‘Add Research’
Researcher information, and (2) Delete the button at the top of the Researchers List.
Researcher from the database.
The User might change each
Researcher's information by clicking the
'update' option from the Researcher List
Page. If the user selects the 'delete' option,
the Researcher's information will be
permanently removed from the database.
The User can add a new
Researcher by filling out the necessary
information and clicking the ‘Add
Researcher’ button at the top of the DISCUSSION
Researchers List.
This chapter presents a discussion
Research Feature of the results, conclusion, and
The Research List page will appear recommendation.
in the browser after clicking the
Researches icon from the Home page. The Easy Tracking of the Status of the
Research List page displayed all the Research Outputs
Researches added to the database by the The Digital Research Library has
User. There are two options in each been developed to digitally store previously
research that the User can perform; (1) accepted, conducted, and used research
Update the Research information, and (2) publications. It supports the review and
Delete the Research from the database. approval of research output by the Schools
Division Research Committee (SDRC).
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Pintok - The Official Research Journal of Tagum City Division ISSN: 2815- 1887
The system divides the research outputs utilized research outputs, it would be
into categories to make tracking easier. preferable if guest users could post any
discussions on a specific research output
Digital Storing of Research Outputs in page. Teacher-researchers could upload
One Location their outputs to the system.
The Digital Research Library will
save time and effort by manually reviewing REFERENCES
each research paper. The system's filters Baltes, S., & Diehl, S. (2018). Towards a theory
can help efficiently locate a research output of software development expertise.
Proceedings of the 2018 26th ACM Joint
by using keywords or searching for a
Meeting on European Software
specific name. Engineering Conference and
Symposium on the Foundations of
Serving as Literature Review Resource Software Engineering.
and Guide for Teacher-Researchers https://doi.org/10.1145/3236024.323606
Viewing the stored files of the 1
research outputs would aid the Teacher- De’, R., Pandey, N., & Pal, A. (2020). Impact of
digital surge during COVID-19
Researchers in doing a literature review pandemic: A viewpoint on research and
without signing into the system. It will also practice. International Journal of
assist Teacher-Researchers and the Information Management, 55, 102171.
SDRC in determining which research https://doi.org/10.1016/j.ijinfomgt.2020.1
topics to pursue. 02171
Feature-driven development methodology –
Custom web & mobile development
Conclusion company – Newline technologies. (2018,
The study has developed a web- February 28). Custom Web & Mobile
based information system for the Tagum Development Company - New Line
City Division of the Department of Technologies.
Education that makes it easier for the https://newline.tech/feature-driven-
Schools Division Research Committee development-methodology/
Philippine Disaster Resilience Foundation.
(SDRC) to review and approve the content
(2020). Digital transformation key to the
of research outputs by storing previously recovery of education and business
accepted, conducted, and used research sectors amid pandemic - Philippines.
papers digitally. As research outputs are ReliefWeb.
digitally saved in the system, all an https://reliefweb.int/report/philippines/digi
organization's records can be centralized tal-transformation-key-recovery-
for quick access and save time and effort education-and-business-sectors-amid-
pandemic
by eliminating the need to review each Richey R.C., Klein J.D. (2014) Design and
research paper manually. It helped Development Research. In: Spector J.,
teacher-researchers who are preparing a Merrill M., Elen J., Bishop M. (eds)
research paper by viewing the stored files Handbook of Research on Educational
of the research outputs and would aid them Communications and Technology.
in doing a literature review. Springer, New York, NY.
https://doi.org/10.1007/978-1-4614-
3185-5_12
Recommendations Roomi, M. (2021). 7 advantages and
Further, the Digital Research disadvantages of file management
Library is recommended using Cloud system | Limitations & benefits of the file
Storage & Web Hosting for convenient and management system. HitechWhizz - The
easy access for the Teacher-Researchers Ultimate Tech Experience.
https://www.hitechwhizz.com/2021/02/7-
who are away from the Division Office. A
advantages-and-disadvantages-
mobile integration teacher-researchers limitations-benefits-of-file-management-
have a smoother experience accessing its system.html
features. The researcher recommends Wood, R. (2021). The Advantages of a File
additional features that span a broader Management System. Techwalla.
scope. Since the said system only handles https://www.techwalla.com/articles/the-
document and report handling for advantages-of-a-file-management-
system
conducted, submitted, disseminated, and
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