Membership Record Management System Essay

Introduction In the present times were now in the era of modernization and one of the examples of the technologies that has been made is the computer. A computer now a days not only focuses in the line business, politics, education, and economics. It also places a major role in terms of religion. Just like the religion of Methodist Christian. Computers are used to record information, stored date and maintain information about the people that involves the institution. Computers processes are readily available to keep tracks of records, to right data and information to add or delete records and many more. As for now a days different kinds of establishments uses computers as part of their everyday operation. Record management for religions is also a sector affects by the influence of the computers because of the modern technology now a days. In addition for that, Methodist equips computer facilities that are very essential in an organization to use. This system helped other areas that involves in the institution by shifting the manual process of their task to automate processing, from manual records to computerize. And for that, the proponents have decided to develop a membership record management system that will help the said locale. 1:1 Background of the study United Methodist Church (UMC) is a Methodist Christian denomination that is both mainline Protestant and Evangelical. Founded in 1968 by the union of the Methodist Church and the Evangelical United Brethren Church. One of the Church is the Immanuel United Methodist Church in Palawe City of San Fernando Pampanga.This church has no proper way of recording the list of new member and other information of the church. The study will focus about the manual usage of registration to computerized way. The proponents will develop a system that will make the registration of the members easier and faster. This system will help the church to save, edit, retrieve and print the records of the members. 1.2 Statement of the Problem When were conducting the membership for the Methodist church were still  encountering so many problems on how we will make the registration easier. 1.2.1 General Problem The problem that the facilitators observed and the one that we’re trying to solve in the church are these: accommodating of registrants is slow, false information that has been encoded and they use manual method in conducting the membership for the church. 1.2.2 Specific Problems These were the specific problems that we’ve encountered using the existing system: 1. The members and administrator of the church take a lot of time in processing the information for their records. 2. They don’t have a proper storage for the records due to that other files have been loss. 3. There is a difficulty of locating files because files are not organized properly. 4. The encoding of information of the members may be inaccurate because of manual encoding. 5. The members don’t have a printed copy about the information on their membership. 1.3 Objective of the Study The Immanuel United Methodist Church Membership Record Management System will make the registration of the members faster and easier. Files of the members will be stored and organized properly. 1.3.1 General Objectives To develop Membership Record Management System for Immanuel United Methodist Church. The locale that we’ve choose is located in Palawe City of San Fernando Pampanga. The proponents will attempt to lessen all the problems encountered in the existing system. 1.3.2 Specific Objectives 1. To develop a system that will faster the processing of the information of the members. 2. To develop a system that will assure records security. 3. To develop a system that will provide fast searching and retrieval of recorded files. 4. To develop a system that will assure accurate and fast computation of the total members of the church. 5. To develop a system that  will provide a printed copy of their information. 1.4 Assumption In implementing the proposed system the proponents have set the following assumptions. 1. The proposed system will fasten the processing of the information of the members.. 2. The proposed system will assure records security. 3. The proposed system will provide fast searching and retrieval of recorded files. 4. The proposed system will assure accurate and fast computation of the total members of the church. 5. The proposed system will provide a printed copy of their information. 1.5 Conceptual Framework of the Study 1.6 Significance of the study The study aims to collect some significant information that will help the proponents in developing the proposed system which is IUMC Membership Record Management System. 1.6.1 Economic Significance With the implementation of the proposed system it will enable the registration to make it faster, more accurate, more significant, more efficient and secured. It will also have a brighter side in terms of economic businesses that are involve in the church that need to know about new technologies and membership system. 1.6.2 Educational Significance It will serve as a guiding tool in making computerized management system for future student that want to deal with system management. It will help computer students in building much better ideas for their own improvements. It will also serve as a reference guide for additional information in the field of Information Technology. 1.6.3 Social Significance It will enable the society to understand more about the importance of computerized system in these modern times. With the help of the system capabilities of doing the work will be easier and faster. 1.6.4 Technological Significance With the help of advance technology now a days these management related task are done faster. To help us now a days, service in churches use computers to be able to simplified more work. The proponents must experience what the technology can really do and how it transforms the traditional routine of work. By using computer equipments it will improve the performance of the church. 1.7 Scope & Delimitation The proponents believed that the proposed system will give the locale a great help and be more productive in performing their membership. These are the following capabilities that the proponents have set: 1. To perform some adding, editing, deleting or searching of records for members and what position they have in the church. 2. To have a process data of every attendant that goes on the church. 3. To have a computerized report, information and other gathered pieces of data. 4. To produce computerized printed copy to the member. 5. To perform a maximum update in each and every members that been encoded. 1.8 Operational Definition of Terms Record Management- Systematic administration of records and documented information for its entire members, information and for the management that handles the whole system. Information System- It is a combination of all the hardware’s, software’s and other facilities that involves about the system. In terms of planning, designing, analyzing and decision making for the system. Database- It is a systematically organized of records that allows easy retrieval, updating, analysis and output of records that represents almost every kind of information. Output- it is the information produce by a computer. Administrator- It is a person that is responsible for managing a computer or network and who has full access to the hardware and software. Members- These are the persons that are involve in managing the system. Protestant – a member of any several church denomination denying the universal authority of the Pope and affirming the reformation principles of justification by faith alone. Chapter 2 Review of Related Literature and Studies Each and every educational study requires information from others so that they can improve the study given by the proponents. The proponents gathered other related literary pieces on preceding research and letters of recognized experts that would have important details in relation about the problem that under goes further explanations whether the related information is by means of existing papered documents, the study focuses on the acknowledgements and to further make stronger the start of the study. 2.1 Review of Related Literature 2.1.1 Foreign LiteratureThe terms record, document and data are not interchangeable. According to BS15489, a Record is â€Å"Information created, received and maintained as evidence and/or information by an organization or person, in pursuance of legal obligations or in the transaction of business†. A record has to be retained as long as it has value and is destroyed at the end of that period. A Document therefore, is everything else so â€Å"does a ‘document’ really need to be stored at all?† Today with the advances in technology, churches have adapted to change and in certain circumstances are accepting emails and other electronic forms of documents or correspondences as ‘best evidence’ where bone-fide hard copy originals are not available. In the past when churches were looking for solutions to remove or reduce costs from their projects, their first port was to remove old files from their expensive office space and put it into deep storage i n a remote warehouse where the price was low and access was minimal. This type of service tended to be used for inactive archival documents, as a low cost method of keeping them safe until the end of their  statutory retention period when they could be destroyed. This is the origins of Document Storage. As legislation and technology came into place requiring churches and organizations to keep documents as evidence and technology has developed, the need has moved to that of managing information. This sort of active management, so an organization can quickly and easily locate & retrieve the information it seeks, has proven to offer such organizations competitive advantage in addition to the more obvious benefit of regulatory compliance. Storing documents is not a simple as putting boxes in an empty warehouse. With the introduction of computers and the electronically created and stored data they have give rise to, we produce more paper records per head of employee than ever before. Companies increasingly find the ‘paperless office’ continu es to be a myth though the ‘less-paper’ office is becoming a reality. 2.1.2 Local Literature The world of local document storage has transformed into an industry that is unrecognizable from its origins, although the paper document continues to remain constant, in the minefield of acronyms that surround the technology that has come to encompass a full Records Management Program. As part of the wider picture organizations are expected to have a Business Continuity Plan (BCP) that includes Disaster Recovery Plans (DRP) all of which need to be safely secured but easy to retrieve. Enterprise content management (ECM), workflow mapping, digitization, hard copy storage web hosting of images and data mining are all part of the transformation that has come to represent the records management industry. After understanding the difference between what needs to be stored and what does not one then has to start understanding the different types or records and who is creating them. Most personnel are potential creators and they all need to understand whether the information they are creating should be stored securely and confidentially or securely destroyed. We have all heard of the recent stories of high profile laptops and information being stolen as well as identity theft fraudsters who rummage in bins to obtain details of clients in order to assume their identity. A formal in-house survey to understand who and where information should be stored can go a long way to creating a system understandable to all. 2.2 Related Studies 2.2.1 Foreign Studies The key to designing a successful records management system is to incorporate the following characteristics: firstly, one needs to be consistent in the manner in which records are captured, managed and maintained irrespective of whether they are electronic or paper records. Secondly they must be accessible to authorized people. One of the fears that people have when out sourcing records is discussed is whether their records will be accessible. A good records management company should be able to guarantee that records will be physically or digitally delivered to within 24 hours. Information must be held in a secure environment protect against floods, fire and intruders. Most records management organizations have password protected entry into their premises and do not publicly disclose the identity of their clients. In addition to the physical security and protection of the storage environment the documents also needs to be shown to be the original, free of any alteration. This may require special management and it is important that the provider is able to adhere to stringent management controls. Finally, retention policies should reflect the requirements of law. It is pre-requisite to be able to provide a full audit trial of any item at any time and where appropriate a ‘Certificate of Destruction’ to prove that the document was destroyed in accordance with government laws. Despite the records management industry being quite a complex industry, the barriers of entry remain very low and we still find anyone with a warehouse a transport network feels more capable than records management specialist to enter into the industry at the detriment of their clients who may find the lower costs being charged are actually resulting in their records not being held in an environmentally controlled warehouse and resulting in damaged records. 2.2.2 Local Studies While meeting statutory requirements is important, widespread usage of the records management system primarily rests upon meeting the first two goals (filing and retrieving records). In this era of enterprise-wide rollouts of records management systems, the users of the classification scheme have changed dramatically. While historically the classification was only really used by the centralized records management staff, it will now be used by  staff throughout the organization. In order to meet these needs, the classification scheme must be understandable by general business staff. It is clear that: If staffs are unable to easily determine where to file records, the records management system will become littered with miss-filed documents. If staff cannot easily find documents at a later date, then they will simply abandon use of the records management system entirely. For these reasons, the effective design of the classification scheme becomes an imperative. 2.3 Difference between the Previous Study and the Proposed Study The existing system of Immaculate United Methodist Church(IUMC) only uses manual process for record management, they just use typewriters and bond papers when they have to input information so therefore the papers of the members are not secure. And also they need a lot of time to organize the records of the registrants. The proposed system â€Å"Immaculate United Methodist Church Record Management System† will help the members of the church to have a clear access of their records and also a printed output of it also the records of the members will be secured. They don’t have to write and type manually. The said system will also automatically generate all records of the members. In this manner the workloads of the administrator and the other person’s that are related on the organization.