Development of a Web-based records management system: an ERMS initiative for the Office of Senior Citizen Affairs in the Philippines

Purpose This paper aims to design and develop a web-based Electronic Records Management System (ERMS) for the Office of Senior Citizens Affairs (OSCA) in the Philippines. The ERMS seeks to centralize record-keeping and streamline the collection, storage and processing of records and member information. By addressing challenges associated with manual record-keeping, the system seeks to enhance the overall efficiency of record management within the organization. The utilization of web and data capturing technologies is expected to optimize record management workflows, enabling quick and accurate information retrieval at the OSCA. Design/methodology/approach This work provides a practical case example of an ERMS implementation. Problems and requirements are identified through interviews and feasibility analysis. Process and data flow diagrams, along with use-case scenarios, capture system needs. The system is developed using MySQL for the database and Laravel for the web interface, including database modeling, interface design and coding. Thorough testing of the database, web forms and source code is conducted using white-box testing. Evaluation follows the ISO 25010 product quality model, involving IT experts and users. The system is piloted on selected sites to further identify bugs or usage problems. Findings The system provides integrated modules with various functionalities, such as real-time data monitoring, task management, member registration, reports generation and system settings management. The evaluation confirms the system’s usability, reliability, data management efficiency, user-friendly interface and security. Originality/value This work introduces a tailor-fit record management system that integrates an in-depth understanding of the membership record-keeping process of the OSCA with the utilization of web and data-capturing technologies. By leveraging this synergy, the system optimizes and enhances the existing record management workflow, presenting a comprehensive and innovative approach to record-keeping practices at the OSCA. The system incorporates fundamental record management processes, including the classification and storage of records, controlled access and ensuring the availability of records when needed – all while upholding privacy and confidentiality in adherence to existing government rules and regulations.