A Feasibility Study for Digital Conversion of Filing Office Files and Document of Human Resources Department in Plumbing and Fire Protection Company in San Juan City

Vol.3, No.1B

Abstract

Having a well-organized filing system can greatly improve productivity within an organization. However, keeping documents organized in today's fast-paced, digital world can be challenging, time-consuming, and costly. Filing is a crucial service procedure for departmental records and documents, as it ensures proper filing of company and employee records and provides more options for securing and sharing files, facilitating employee collaboration on shared documents. The Human Resources Department was chosen for this study, as it plays a vital role in the organization, and its files and records are significant. This study aims to gain knowledge, improve the current procedure of the Plumbing and Fire Protection Service Company, and contribute to the enhancement of the Filing System, particularly in the Human Resources Department. The researchers utilized the Qualitative method by conducting interviews with departmental respondents and the Descriptive design to test hypotheses and answer questions concerning the study's current situation. The researchers also administered questionnaires to the Human Resource Officer. Data were collected through Qualitative Analysis. As a result, the researchers discovered that the respondents agreed with the proposal to store files digitally for the convenience of all. Additionally, the researchers found that the company needs more employees, which results in a slow and drawn-out process in the Human Resource Department. They also found that the company needs to adapt to modern ways of converting files into digital filing, lacks access to documents unless they are physically present in the office, is inadequate of incentives and rewards, and needs to strengthen their security for all ongoing and outgoing documents, as well as the proper disposal of the latter. 

To address these problems, the researchers proposed a digital filing system that is either cloud-based or non-cloud-based. They believe that adopting and implementing such a filing system can enhance and speed up the process, increase productivity and efficiency in management decisions, add additional employees focusing on the core aspects of the business, form collaborations with educational institutions and accept interns to provide staffing. Additionally, the researchers suggest that the Human Resource Department must consider all policies implemented under the Republic Act 10173 Data Privacy Act and regulatory procedures for disposing of files and records.