.png)
Problem Statement
BJMPRO-MIMAROPA and their issues on the current Personnel Records Management System
The existing challenges and problems of the Bureau of Jail Management and Penology MIMAROPA Region revolve around its personnel and records management. These problems were categorized by the proponents into three, namely: Data Capture, Data Storage, and Data Protection.
Data Capture
Different records and documents goes in and out of the BJMP MIMAROPA Region Administrative Division (comprising the Personnel Records Management Division and Human Resource and Development Division). In order to maintain copies of them and reduce the handling of physical papers, they manually scanned them all to capture the data and records of personnel. Scanned images were then just stored in the desktop computer of the office.
With the help of the proposed system, the data will not only be stored as scanned images, but will be manually inputted once, so that it can be viewed and edited by the clients whenever they will update their records.
Data Storage
The BJMP MIMAROPA Region receives a vast amount of records everyday from regular communications to various kinds of reports and files. Particularly, the Personnel and Records Management Division receive piles of folders of applicants and personnel and digital records of the same. This has been a struggle of this particular office for a long time. Finding an efficient manner of storing these records is also a challenge for the very reason that stacks of papers and folders occupy too much space in the traditional storage of the office.
These problems will be solved by the proposed system offering a systematic storage of data. Every personnel will have access to their own records stored in the system in categories: by year, type of document,
Data Protection
Having too many files and folders that were not properly organized on shelves tends to compromise the privacy and confidentiality of such documents. Also, BJMP MIMAROPA Administrative Office utilizes the same computers for storing digital records as well as other files of the different offices that would lead to unintentional disclosure of some data to unauthorized personnel who visit the office.
