Chapter 2

RELATED LITERATURE AND STUDIES

This chapter presents the review of related literature and studies, project synthesis

and conceptual framework of the study.

Related Literature

Kuligowski (2020) explained Document Repositories are used in a variety of ways,

but they are most commonly used to ensure access to and protection for all of your

business's documents and files. Most businesses use their repositories as a single place

where all employees can access Word documents, emails, scanned files, PDF files,

external data, CAD files, pictures and other graphics. Document repositories can be

synonymous with or used as part of a DMS, which is an automated way to store, manage,

and track electronic documents, as well as manage workflows, output systems, and

information retrieval systems. The repository is crucial, as it is where all the documents

are stored, and as such, must be accessible and well organized for it to serve its purpose.

One of the main uses for document repositories is to reduce data redundancy and

"overcrowding “of files on your desktop or local drives. A document repository gives you

a single storage space that is shared among all of your resources and employees, making

it so that documents are not duplicated across departments and hoard necessary space.

Additionally, the use of a document repository makes all of your documents searchable

through the use of indexing and tagging, which ensures that document retrieval is quick

and efficient, no matter who is searching for the document.

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For successful management of construction projects and organizations, it is crucial

to adopt effective management systems that can handle the various information and

documents of project activities. Document Management System (DMS) is the system

used to store, control, coordinate, process and/or retrieve documents whether it is in

electronic or paper-based format. This research aims at investigating existing electronic

and paper based DMSs in a sample of small size contracting companies in Jordan.

Interviews and questionnaire survey with contractors, contractors’ representatives and

practitioners of DMSs in a number of small contracting companies were carried out to

investigate and evaluate the components, processes, motivations and challenges of the

existing and intended DMSs. Electronic formats of documents and files used in small

contracting companies will be also investigated. The results of this research can help

contracting companies to enhance their DMSs and improve efficiency and performance

of the processes of construction projects management. (Ahmad, Bazlamit, and Ayoush,

2017)

The article Document Management System by Mahendra K. Ugale, Shweta

J.Patil, and Vijaya B. Musande (2017). Paperless Document Management System is used

to eliminate the losses that businesses suffer because of physical paper files and filing

systems just like in CSAC. This paper addresses some of the technologies that are

helping professionals shift toward a paperless business world, a DMS based on

organizing digital documents to search and store documents and to reduce paper. Most of

the workplaces consist of a variety of documents having a mixture of handwritten and

printed text. The detection of such documents is a crucial task for Optical Character

Recognition (OCR) developers. This paper describes different steps for processing
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different documents using scanning, tagging, and indexing for effective data retrieval

with OCR and Indexing techniques.

Related Studies

The development of an Electronic Document Management System by Elsa V. Isip

(2017), aims to provide an Electronic Document Management System that enhanced the

clustering, categorizing, searching and retrieval of documents. The system was

developed using Microsoft Visual BASIC 6.0 that was capable of managing documents

or text file such as reports like TUP Order, Office Order, Implementing Order,

Memorandum Thesis and Dissertation, Faculty Files, Downloaded files (html, pdf, etc.).

A Web-based Document Management System developed by Sengol Mary J and

Usha S (2015), revolves around a centralized repository that is used to manage the

storage of any type of information that could be value to an organization, and protect the

same against loss. As content stored within a DMS is typically self-contained, a well-

designed document management system promotes finding and sharing of information.

Also, based on the developed system the first step in the document lifecycle that kicks

off the document management workflow is the creation of documents. The operations

performed are creation, editing, review, approval, publishing, distribution and reading.

Each phase of the process is performed by a person in a specific role with distinct access

to and responsibility for a document. It is important to understand these roles and what

each can do in the system. The system adopts the document process and document
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management workflow of the previous system, the current system is related to the

developed system in terms of operations like creation, editing and viewing of

documents. Also, it has a similarity when it comes to distinct person who is accessing

the documents.

 Falagne (2018) the development of Exhibit Repository System for Accreditation

(ERSA) that served as repository and manage digital documents for accreditation

patterned to the parameters set by the Accrediting Agency of Chartered Colleges and

Universities in the Philippines (AACCUP).  ERSA has a very good performance,

functional document and exhibit management, multi-platform, multiuser, secured, user-

friendly and worked in the wired and wireless network. Therefore, ERSA collects,

stores, and presents exhibits in the form of digitized documents that uses latest ICT

technologies and has features and modules that satisfy the requirements of the system

users and should be adapted and used by state universities and colleges (SUCs) to help

in their accreditation preparations and exhibits presentation.

Project Synthesis

The above mentioned concepts are relevant to the present study because it points

to the importance of integrating a file repository system, a reliable organizational tool that

will assist with the filing, storage and retrieval of files or electronic documents in the

office and efficient file system for easy access to files and allow sharing of information

and resources. The proposed File Repository System for College Student Affairs
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Coordinator designed by the researchers to help CBOs to store their data and help the

CSAC office in managing organizational requirements and reports.

These studies have given the researchers’ bases on the formulation of the

objectives of the present study particularly in providing users a secure, reliable online

access to upload and download their files which is the primary concern of the researchers

in developing the system. This study also points to one of the features of the present

study which will be equipped with a login/logout feature to secure files from

unauthorized users.

The development of EDMS by Elsa V. Isip. The study differs in the platform used

since the study developed the DMS using Microsoft Visual BASIC 6.0 as the scripting

language. The system adopted the functions of searching, and retrieval of documents. The

current system is related to the developed system in terms of managing documents or text

files. The project designs as well as the procedures of the operation and testing of the

project were also the same as the current system, and the Web based document

management system developed by Sengol Mary J and Usha S is the researchers main

source of information regarding the development of this study. While the creation of the

File Repository System for CSAC will be designed and developed through the image of

Exhibit Repository System for Accreditation (ERSA) being multi-platform, multiuser,

secured, user-friendly.
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Conceptual Framework
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INPUT PROCESS OUTPUT

Knowledge (Rapid Application

requirements Development)
Filing Process
for Accreditation Planning
Software a. Preliminary
Requirements investigation of the
(PHP,MySQL, study
Bootstrap,etc.) System Analysis
Browser and a. Find possible
internet appropriate solutions
connection System Design
Hardware a. Screen layout
requirements design, process flow
and other FILE
4GB memory REPOSITORY
2x1,6GHZ CPU documentation
SYSTEM FOR
Windows 7 OS related on how the COLLEGE
(64BIT) system will work. STUDENT
(for database System Development AFFAIRS
b. Design and COORDINATOR
server)
development of
SDLC method

FEEDBACK

Figure 1. Conceptual Paradigm of the Study

The input block knowledge requirements that the researchers have is Filing

process of accreditation in the CSAC office, the CBOs must have a certain requirements
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for example, list of officers and members, and last issued accomplishment report, The

software requirements needed by the proposed system are PHP, MySQL, bootstrap etc,

these requirements intended to help the researchers in developing the proposed system.

the related literature, and related studies that the researchers have gathered will be the

basis in improving the proposed system.

The process block is the system development phase of the study. In this phase,

the researchers will process the evaluated and analysed data, and also identify the

software and hardware requirements needed to develop the Web Based File Repository

System. The processes the researchers will employ in the analysis and design of the file

repository system will start by using the RAD SDLC method.

The output block is the system implementation and maintenance phase. The File

Repository System for College Student Affairs Coordinator will be used by the

authorized users to replace the existing system of file management of the school.
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Definition of Terms

In order to have a better understanding of this study, the following terms are defined as:

Database. The database will be used in order for the repository to be functional,

this will allow the system to store and save the files submitted by the by CBOs of the

Bicol University Polangui Campus. Databases are structured to facilitate the storage,

retrieval, modification, and deletion of data

File Management. Managing of files and facilitating, tracing of files and

documents of CSAC office

Repository. A repository (in this case; File repository for CSAC) is an archive,

storehouse or container that allows storage, cataloguing, accessing all CSAC documents

for accreditation files, and viewing each object’s content.

User Management. The admin of the office or faculty will manage to add and

delete authorized users of the proposed system. The users need to register first so that

they will be authorized as a significant user of the system. The system admin can assign

access rights on information on one or more sections to a user.

Web-Browser. A web-browser is needed by the members of the CBOs in order

for them to - browse-the internet in order for the student to allows users to easily request

and access the repository and to view each files of the organizations.
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REFERENCES

Inettutor.com. (2019, June 19). File management system in PHP and MYSQL review of

related literature. Retrieved March 15, 2021, from

https://www.inettutor.com/source-code/file-management-system-in-php-and-

mysql-review-of-related-literature/

Information storage and retrieval. (n.d.). Retrieved March 15, 2021, from

https://www.infoplease.com/encyclopedia/science/engineering/computer/

information-storage-and-retrieval

Database. (n.d.). Retrieved March 15, 2021, from

https://www.britannica.com/technology/database

Website design and development. (2020, July 09). Retrieved March 15, 2021, from

https://ad-mays.com/website-design-2/

Repository. (n.d.). Retrieved March 15, 2021, from

https://techterms.com/definition/repository

Repository system. (n.d.). Retrieved April 08, 2021, from

https://www.sciencedirect.com/topics/computer-science/repository-system

What is a document repository? (n.d.). Retrieved April 18, 2021, from

https://www.business.com/articles/what-is-document-repository/
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Ahmad, H., Bazlamit, I., & Ayoush, M. (2017, April 18). Investigation of document

management systems in small SIZE construction companies in Jordan. Retrieved

April 21, 2021, from

https://www.sciencedirect.com/science/article/pii/S1877705817312377