A COMPARATIVE ANALYSIS OF THE TRADITIONAL AND DIGITAL RECORD-KEEPING METHODS OF GOVERNMENT AGENCY IN CALOOCAN CITY

Abstract

Effective record management is essential for maintaining accountability, transparency, and compliance with legal and regulatory requirements (Lawan & Henttonen, 2024). This research presents a comparative analysis of traditional and digital record-keeping methods used by a government agency in Caloocan City, focusing on key factors such as usability, record preservation, security, auditing, compliance, and accessibility. These elements are critical to ensuring election integrity and enhancing operational efficiency. A survey of 20 records department employees revealed a well-balanced workforce, with the majority of staff members aged 31 to 35, predominantly male, and primarily serving in support roles. Results indicate that digital record-keeping is significantly more effective than traditional methods, particularly in terms of ease of use, security, auditing, and immediate access. Statistical findings reveal a notable difference in perception, with digital records being favored due to enhanced encryption, authentication, and automation features. However, both approaches present challenges. Traditional record-keeping is vulnerable to environmental hazards, requires substantial storage space, and is inefficient in retrieval. In contrast, digital systems demand continuous security updates, regular maintenance, and ongoing infrastructure support. The research concludes that transitioning to a digital record-keeping system is essential for improving efficiency, security, and regulatory compliance. To ensure a smooth and effective shift, organizations must address cybersecurity threats, provide comprehensive staff training, and implement robust data protection measures.