Data Management Practices and Challenges in Gen. Emilio Aguinaldo National High School: Basis for an Online School Data Storage and Management System

Abstract

INTRODUCTION

This research examined the inadequacies involved in the manual method of filing documents in Gen. Emilio Aguinaldo National High School in order to develop a school-basedonline data management system. The online data management system will focus on administrative information for enabling data search and retrieval from a digital interface.

METHODS

To gather data for the study, a focus group discussion was conducted among the 14 participants of the study who are directly involved in the production and safekeeping of various administrative reports and documents. Since the study focused on individual experiences, beliefs, and perceptions of the participants towards data management, thematic data analysis was employed.

RESULTS

The analysis of participants' experiences led to an understanding of the existing process of data management in the school. Data management in the school involves the following processes: 1) data gathering and receiving of reports/ documents by E-BEIS and the Principal's Office; 2) filing and storage, and 3) retrieval of data. Participants recalled their experiences with the existing data management process as: a) time consuming and b) lacking organization. Upon hearing the concerns and suggestions of the participants, the Principal's Office initiated a project called GEARS (GEANHS' Electronic Archiving & Retrieval System). The project involved creating a Google Drive account for the school where all documents submitted to the office are scanned and stored. Links to these documents are placed on a Wix.com website in an organized manner so that these files could easily be retrieved. The implications of the new system were positive and were observed tobe efficient, accessible, organized, and secure. The benefits are as follows: first, the project helped saved time and finances in data management; second, files can be easily accessed anytime and anywhere with internet connection; third, organizing files became easier, as compared to the manual filing and finally, data is more secure and protected by saving electronic formats in a cloud system.

DISCUSSIONS

Results show that data management should be incorporated into strategic planning initiatives. Therefore, it is imperative for the school to appoint a coordinator whose responsibilities will be compilation, maintenance, and utilization of the data bank and the documents filed within it. It is also necessary that administrators and key personnel are trained on data management, particularly on the use of the online data bank. This will ensure the sustainability of the project and will encourage future improvements to the system.