E-File201: A Secure Digital Inventory and Request System for Non-Teaching Personnel Records at SDO Quezon City

During the On-the-Job Training (OJT) at the Schools Division Office (SDO) of Quezon City, the researchers observed the existing processes for handling 201 files of non-teaching personnel. Throughout the training period, several challenges became evident that significantly affected efficiency, accuracy, and security in file management. Many of the records are already old, and when reproduced through photocopying, the resulting copies often appear dirty, smudged, or partially unreadable. This deterioration compromises the clarity of information and reduces the reliability of the records as official references. Hard-copy files are also vulnerable to misplacement, accidental damage, or total loss. During the training, the researchers encountered an incident in which an entire folder containing important documents went missing, causing delays in administrative transactions and raising serious concerns regarding accountability. Another major issue involves the process of requesting copies of 201 files. At present, non-teaching personnel are required to physically travel from their respective schools to the SDO to manually complete a request form. Considering the geographic size of Quezon City, this procedure is time-consuming and inconvenient, particularly for personnel assigned to distant schools. These observations highlight the need for a more systematic, efficient, and secure approach to managing and requesting 201 files. A digital inventory system with a built-in request feature—supported by secure user accounts and email-based verification—has the potential to address these challenges by preserving records, streamlining file retrieval, and providing personnel with safe and convenient access to scanned copies.

Digital Inventory, Request System, Teaching Personnel

1. Cuevas, A. J., & Casauay, A. P. (2022). Electronic document archival system of Sto. Niño National High School. ISRG Journal of Arts Humanities & Social Sciences. https://ijsmr.in/vol-5-issue-6/electronic-document-archival-system-of-sto-nino-national-high-school/ [Google Scholar] [Crossref]

2. Balangat, E. S. (2025). Status of the records management system of LGU Calanasan: Recommendation for records management system. ISRG Journal of Arts Humanities & Social Sciences. https://isrgpublishers.com/wp-content/uploads/2025/07/ISRGJAH SS100892025ISRG.pdf [Google Scholar] [Crossref]

3. Tabia, V. U. (2025). Records management and data security in the local government units. International Journal for Multidisciplinary Research. https://www.ijfmr.com/papers/2025/3/45853.pdf [Google Scholar] [Crossref]

4. Guevarra, K. C. C. (2025). Records management system: Its effect on the service efficiency of PRC Region IV-A. International Journal for Multidisciplinary Research. https://www.ijfmr.com/research-paper.php?id=46548 [Google Scholar] [Crossref]

5. Espero, M. G. G. (2024). Readiness on information system management: Its relationship on records management in schools. International Journal of Open-Access, Interdisciplinary & New Educational Discoveries of ETCOR Educational Research Center. https://etcor.org/storage/iJOINED/Vol.%20III(2),%20292-308.pdf [Google Scholar] [Crossref]

6. Atibo, J. D. (2023). Implementation of records management practices (RMP) of the Schools Division of Legazpi City – Senior High School in the new normal. E-Saliksik: The DepEd Research Portal. https://e-saliksik.deped.gov.ph/wp-content/uploads/2024/02/V_2023_Atibo_Implementation-of-Records-Management-Practices-RMP-of-the-Schools-Division-in-Legazpi-City-Senior-High-School-in-the-New-Normal.pdf [Google Scholar] [Crossref]

7. Viloria, R.-G. T. (2022). Employees’ 201 files towards digital conversion. Guru Press Cordillera. https://www.gurupress-cordillera.com/post/employees-201-files-towards-digital-conversion [Google Scholar] [Crossref]

8. Oatemar, P. (2024). Your guide to effective 201 file: Key components and effective management strategies. Sprout. https://sprout.ph/articles/navigating-the-deped-201-file/ [Google Scholar] [Crossref]

9. Infomax. (2025). Digitizing archives in the Philippines: Secure and compliant record preservation. https://www.infomax.com.ph/blogs/digitizing-archives-in-the-philippines [Google Scholar] [Crossref]

10. SATO Den. (2024). Benefits of digitizing employee 201 files. https://satoden.io/business/benefits-of-digitizing-employee-201-files/ [Google Scholar] [Crossref]

11. Makmur, S. (2023). Implementation of archives digitization policy as a form of implementation of an electronic-based government system. International Journal of Scientific Research. https://ijsr.internationaljournallabs.com/index.php/ijsr/article/download/921/757 [Google Scholar] [Crossref]

12. Alade, S. M. (2023). Design and implementation of a web-based document management system. International Journal of Information Technology and Computer Science, 15(2), 36–45. https://www.mecs-press.org/ijitcs/ijitcs-v15-n2/IJITCS-V15-N2-4.pdf [Google Scholar] [Crossref]

13. Dinneen, J. D., & Julien, C.-A. (2019). The ubiquitous digital file: A review of file management research. arXiv. https://arxiv.org/pdf/2109.09668 [Google Scholar] [Crossref]

14. Qaddoumi, N. E. (2025). Development of an electronic records-keeping with enhanced classification and organized retention and disposal system (E-RECORDS). AIDE International Research Journal, 6(1), 134–150. https://journal.aide-inc.net/index.php/aide-irj/article/view/184 [Google Scholar] [Crossref]

15. Jain, N., Maheshwari, M., Singhal, S., & Vishnoi, D. (2025). Cybersecurity in HR tech: A review of data privacy challenges in the digital HR ecosystem. ResearchGate. https://www.researchgate.net/publication/393228472_Cybersecurity_in_HR_Tech_A_Review_of_Data_Privacy_Challenges_in_the_Digital_HR_Ecosystem [Google Scholar] [Crossref]

16. Balsmeier, B., & Woerter, M. (2019). Is this time different? How digitalization influences job creation and destruction. Research Policy, 48(8), 103765. https://www.sciencedirect.com/science/article/abs/pii/S0048733319300733?via%3Dihub [Google Scholar] [Crossref]

17. Mollins, J., & Taskin, T. (2023). Digitalization overview: Productivity impacts and economic implications (Discussion Paper No. 17). Deutsche Bundesbank. https://www.econstor.eu/bitstream/10419/297086/1/sdp2023-17.pdf [Google Scholar] [Crossref]

18. Babre, A. (2022). Digital document archive: An easy way to organise employees’ personnel files. Zalaris. https://zalaris.com/consulting/resources/blog/digital-document-archive-an-easy-way-to-organise-employees-personnel-files [Google Scholar] [Crossref]

19. Smith, Y. (2024). Digital vs. electronic documents in government records management. GovOS. https://govos.com/blog/government-records-management-digital-vs-electronic-documents-explained/ [Google Scholar] [Crossref]

20. Asangarani, R., & Belay, S. (2017). File management – The problem with paper. CanLII Commentary. https://www.canlii.org/en/commentary/doc/2017CanLIIDocs3873 [Google Scholar] [Crossref]

• What the Desert Fathers Teach Data Scientists: Ancient Ascetic Principles for Ethical Machine-Learning Practice
• Comparative Analysis of Some Machine Learning Algorithms for the Classification of Ransomware
• Comparative Performance Analysis of Some Priority Queue Variants in Dijkstra’s Algorithm
• Transfer Learning in Detecting E-Assessment Malpractice from a Proctored Video Recordings.
• Dual-Modal Detection of Parkinson’s Disease: A Clinical Framework and Deep Learning Approach Using NeuroParkNet